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International AIDS Society

Terms and Conditions for Tour Bookings



Definitions

These Terms and Conditions for Tour Bookings are valid for every person registered to attend the 8th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2015), to be held in Vancouver, British Columbia, Canada from 19 – 22 July 2015 (hereinafter referred to as “the conference") and booked tours through the IAS 2015 Tour Booking system.


Tour Booking

All tours will be booked on a first-come, first-served basis. To be able to take part in a tour, individuals must be at least 18 years old (as of 18 July 2015). Delegates may be asked to present an official identity card stating their age. Accompanying children may also register for tours, provided their parent/guardian has agreed to take full responsibility for them while they are on the tour. Accompanying children must be with their parent/guardian at all times during the tour.


Tour Booking Confirmation/Invoice

A tour booking confirmation/invoice will be sent by email after the IAS 2015 Tours Department has received the completed tour booking form and payment in full. The tour booking confirmation/invoice will include the invoice number and other important information. In order to receive your tour booking confirmation/invoice by email, ensure that your email address is correctly entered in your conference profile.


Methods of Payment

Payment must be made in full within ten working days of submission of the tour booking. Tour bookings are only guaranteed upon receipt of payment in full.

Payments will only be accepted in CAD, using a credit card or paying by bank transfer. Personal cheques, company cheques or CAD cheques will not be accepted.

For bank transfers, all bank fees and money transfer costs must be prepaid by the transmitter. Please include the booking number, IAS 2015, and your first and last name as a reference on all bank transfers as it can otherwise not be guaranteed that payments can be allocated correctly. Please transfer the amount due to:

Account holder: A111 Power of Conference Service Ltd.
Bank account nr: 4001095
Branch No: 003
IBAN: 04120-003-4001095
Transit No: 04120
Bank: RBC Royal Bank of Canada
BIC/ SWIFT: ROYCCAT2
Payment Center Toronto


Language

All tours will be in English.


Prices

All prices quoted are in CAD and include local taxes at the time of printing. If tax laws change, such changes will be reflected at the time of sale.


Change and Cancellation Policy

Notification of changes and cancellations must be made in writing and sent to the IAS 2015 Tours Department by email.

Changes and cancellations may be made up to 3 June 2015. The amount paid will be refunded less a handling fee of CAD 50. Changes are subject to availability. If you change or cancel your booking after 3 June 2015, no refunds will be made.

Refunds will be issued after the conference. If a credit card was used for payment the refund will be credited to the same card. If payment was made by bank transfer the cancellation notification must indicate to which bank account possible refunds may be remitted.
Credit will not be given for unattended tours or early termination of attendance.


Modification of the Tours Schedule and Programme

The tour schedule and programme may be subject to modification.  


Cancellation of a Tour

A minimum number of 20 participants are required for each tour. The IAS 2015 Tours Department reserves the right to modify itineraries or cancel tours due to insufficient number of participants. In the event of a tour cancellation, payment will be refunded in full after the conference.


Cancellation of the Conference

In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organizers (Force Majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the IAS 2015 Tours Department and the conference organizers cannot be held liable for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

In addition, the participant acknowledges that he/she has no right to lodge damage claims against the organizers should he/she not be able to attend the meeting due to cancelled or delayed travel means caused by Force Majeure. With his/her reservation, the participant accepts this proviso.

Under these circumstances, the conference organizers reserve the right to either retain the entire payment for the tour booking, or to reimburse the delegate after deducting costs already incurred and which could not be recovered from third parties. It is therefore recommended that you take out personal insurance.

Travel insurance is not included and participants are therefore advised to take out their own travel insurance and to extend their policy to cover personal possessions as the conference does not cover individuals against cancellations or theft or damage to belongings.


Visa Requirements

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Canadian embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities one month before travelling to Canada the latest (i.e. no later than 15 June 2015 for conference delegates).

In the event that your visa is declined, regular tour cancellation conditions apply. Please carefully read tour cancellation conditions.


Privacy Policy

The IAS 2015 Tour Department collects personal data from you when you book a tour (name, first name, address, email address). Any information collected from you will be used only in connection with your tour booking for the 8th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2015) in Vancouver and to process the booking transaction. Your information may be shared with the tour operator accordingly. Your information will not be sold, exchanged otherwise, transferred or given to any other company, without your consent, other than for the express purpose of processing your tour booking requested. This does not include trusted third parties who assist the IAS 2015 Tour Department in operating the website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. The IAS 2015 Tour Department may also release your information when we believe release is appropriate to comply with the law, enforce our policies or protect ours or others rights or safety.

This online privacy policy applies only to information collected through the IAS 2015 tour booking form.


Liability

The IAS 2015 Tours Department shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the IAS 2015 Tours Department - for whatever legal reason - shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the conference and the tours at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the IAS 2015 Tours Department.


Fulfilment and Jurisdiction

This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Vancouver, Canada and, in the event of any legal claims arising from either party, Geneva, Switzerland shall be the sole court of jurisdiction.

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