Terms & Conditions for Delegates
Términos y Condiciones Generales para Delegados
Definitions
The Terms & Conditions for Delegates are valid for every person registered as a regular delegate, student/post-doc delegate, youth delegate, and accompanying adult/accompanying child/accompanying youth to attend the XVII International AIDS Conference (AIDS 2008), to be held in Mexico City from 3 – 8 August 2008 (hereinafter referred to as the "conference").
All references to the age of a person, mentioned in this and other conference documents, refers to the age of that person "as of 3 August 2008" (the first day of the conference), unless otherwise specified.
The International AIDS Society (IAS) is hereinafter referred to as the “conference organizers”.
Conference registration
Only fully completed registration forms will be accepted. The registration will only be confirmed upon receipt of payment in full. If the payment has not been received after the deadline indicated, the registration will be cancelled. If the maximum delegate capacity is reached, the organizers reserve the right to refuse additional registrations.
To be able to register as a regular delegate, you must be at least 18 years old. You may be asked to present an official identity card stating your age.
To be able to register as a student/post-doc delegate, you must be at least 18 years old and you have to present proof of fulltime enrolment at a recognized university or college at both the time of registration and during the conference. Student identification must be kept available during all times at the conference. You may be asked to present an official identity card stating your age.
To be able to register as a youth delegate, you must be between 18 and 25 (inclusive) years old and you have to present proof of age. You may be asked to present an official identity card stating your age.
The registration fee for regular delegates, students/post-docs and youth delegates includes entry to all conference sessions, the exhibition area, the poster area, the opening session and the closing session.
If the registration form and full payment are received no later than 7 May 2008, a conference bag and other conference materials are guaranteed. If the registration form and/or full payment are received later than 7 May 2008 (including onsite registrations), we do not guarantee that a conference bag and other conference materials will be available. All conference materials will be handed out onsite.
An accompanying adult must be at least 18 years old. The registration fee for accompanying adults includes entry to the conference venue, the opening session, the closing session, as well as the Mexico Historical City Tour. Entry to the exhibition area, the poster area and other conference sessions is not included.
Accompanying persons under the age of 18 years must be registered as accompanying children/accompanying youths and are required to submit the Parent/Guardian Consent Form in order to attend the conference. Accompanying children/accompanying youths have access (together with the delegate they are accompanied by) to all conference sessions, the exhibition area, the poster area, the opening session and the closing session.
Accompanying children/accompanying youths may also register for the free Mexico Historical City Tour, provided their parent/guardian has agreed to take full responsibility for them while they are on the tour.
Accompanying children/accompanying youths must be with the main delegate at all times when they are in the conference venue or when they are attending conference-affiliated activities outside of the conference venue.
Confirmation/Payment Receipt
A Confirmation/Payment Receipt will be sent by email after the AIDS 2008 Registration Department has received a fully completed registration form and the related payment. Delegates may be requested to present this Confirmation/Payment Receipt at the registration counter as proof of their registration and payment.
Methods of payment
The registration fee must accompany all conference registrations. Payments should be made in advance and in EUR only, using a credit card or by bank transfer. In most cases the credit card will be charged in EUR. Should the card be charged in another currency, the delegate will be informed about this prior to the transaction.
Personal cheques, company cheques or Euro cheques are not accepted.
Please note, all bank fees and money transfer costs must be prepaid by the transmitter. Indicate your participant number, AIDS 2008 and your name as a reference on all bank transfers.
Registration name change
A handling fee of EUR 45 will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will only be accepted by email or fax indicating the new and old names until 20 June 2008 only. After this date, all name changes must be carried out onsite.
Cancellation policy
Notification of cancellation must be made in writing and sent to the AIDS 2008 Registration Department by email. The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted.
If the written notification of cancellation is received before 7 May 2008, 50% of the registration fee will be refunded. We regret that no refunds will be made for cancellations received after this date. The cancellation will not be effective until a written acknowledgement from the Registration Department is received.
In the case of over payment or double payment, refund requests must be made in writing and sent to AIDS 2008 Registration Department, by email, no later than 30 September 2008. Refunds will be sent after the close of the conference and will be made in the same form as the original transaction. For original payments made by bank transfer, the cancellation notification must indicate a bank account to which a refund may be remitted.
A fee of EUR 45 will be charged and only the registration fee will be refunded.
Credit will not be given for unattended events or early termination of attendance.
If you have opted to share contact details, you can opt-out at any time by contacting the AIDS 2008 Registration Department. Notification of cancellation must be made in writing and sent to the AIDS 2008 Registration Department by email.
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 conference organizers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.
Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.
Modification of the programme
The conference organizers reserve the right to modify the programme, which is published as an indication only.
Lost name badge
The conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 45 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.
Letter of Invitation
Individuals requiring an official Letter of Invitation from the conference organizers can request one from their conference profile or by contacting the AIDS 2008 Registration Department. To receive a Letter of Invitation, delegates must first register to the conference and submit payment in full.
The Letter of Invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference are the sole responsibility of the delegate.
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. Delegate should contact the nearest Mexican embassy or consulate to determine the appropriate timing of their visa applications.
The registration fee minus a handling fee of EUR 45 will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. The conference organizers and/or the IAS will not directly contact embassies and consulates on behalf of visa applicants.
Data protection and sharing of contact details
The IAS will collect and store all personal data for the preparation and execution of the XVII International AIDS Conference. Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act.
In order to facilitate border entry and visa applications, the IAS will share contact details of delegates with Mexican authorities.
In addition, the IAS periodically shares contact details of delegates with third parties that may use these details to contact delegates regarding activities at the conference or other communications which may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate in the registration form.
IAS Principles and Values of Conference Participation
By attending the XVII International AIDS Conference, delegates agree to comply with the IAS Principles and Values of Conference Participation. The full policy is available on the conference website or onsite at the registration counter.
Liability
The conference organizers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the conference organizers - 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 at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the IAS.
Fulfillment and jurisdiction
This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Mexico City, Mexico and, in the event of any legal claims arising from either party, Geneva, Switzerland shall be the sole court of jurisdiction.