Terms & Conditions
for Groups

Términos & Condiciones para Grupos

Definitions

The Terms & Conditions for Groups are valid for every person registered as part of a group (hereinafter referred to as a “group member”) to attend the XVII International AIDS Conference (AIDS 2008), to be held in Mexico City, 3 – 8 August 2008 (hereinafter referred to as the “conference”).

Group members could be either regular delegates or student/post-doc delegates.

All references to the age of a person, mentioned in this or 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 registrations will be accepted. The registration will only be confirmed upon receipt of full payment from the group representative/company making the registration.

To be able to register, each group member must be at least 18 years old.

To be able to register as a student/post-doc delegate, the group member must be at least 18 years old and will have to present proof of fulltime enrolment at a recognized university or college. Student/post-doc identification must be kept available during all times at the conference.

Group members cannot have accompanying persons.

If the maximum capacity is reached, the conference organizers reserve the right to refuse additional registrations.

The registration fee for regular delegates and students/post-doc delegates includes entry to all conference sessions, the exhibition area, the poster area, the opening session and the closing session.

A conference bag and other conference materials are guaranteed only if payment in full is received no later than 7 May 2008.  If full payment is received after 7 May (including onsite registrations), the conference organizers do not guarantee that a conference bag and other conference materials will be available. All conference materials will be handed out, onsite, in the registration area.

Confirmation/Payment Receipt

A Confirmation/Payment Receipt will be sent by email after a fully completed registration form and the related payment have been received. 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 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 before the transaction is made.

Personal cheques, company cheques or Euro cheques are not accepted.

All bank fees and money transfer costs must be prepaid by the transmitter. Indicate, AIDS 2008 and the group name as a reference on all bank transfers.

Changes and cancellation policy

For registrations, the AIDS 2008 Registration Department must receive the payment in full by the appropriate dates.

• Standard registration fee: 19 February 2008

• Standard registration fee + late surcharge: 7 May 2008

• Standard registration fee + last minute surcharge: 11 July 2008

Registrations not paid in full will be charged with the additional surcharge once the nearest deadline has passed.

The registration fee structure is based on the World Bank Classification for Middle/Low income countries and High income countries. When delegate names are provided, your group registration will be reviewed to reflect the geographical locations of your delegates. Any balance of payment will be due immediately. If payment is not received before the nearest deadline, the additional surcharge will automatically be charged.

The following conditions apply for cancellations:

• On or before 7 May 2008, 50% of the fees will be refunded

• On or after 8 May 2008, no refunds will be given

Name changes and substitutions will be made directly online and can be made up to the 11 July 2008 without any penalty. Thereafter a fee of EUR 45 will be charged for each change made.

Changes or cancellations after 11 July 2008 must be made in writing on the ‘Registration Amendment Form’ and sent to AIDS 2008 Registration Department before 23 July 2008. Thereafter changes will be made onsite at the conference.

Only changes to bookings advised by the group representative will be accepted.

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. Credit will not be given for unattended events or early termination of attendance. A fee of EUR 45 will be charged and only the registration fee will be refunded.

Cancellation of the conference

In the event that AIDS 2008 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 organisation 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 badges

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. The group representative is responsible for advising their respective group members on the conference policy for lost name badges.

Letter of Invitation

Delegates requiring an official Letter of Invitation from the conference organizers can request one through their group representative. Requests for Letter of Invitations should be made by email and include full name, address, nationality and date of birth for the respective group members.

To receive a Letter of Invitation, payment must be received in full for the entire group.

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 responsibility of the group representative/group member to take care of the necessary visa arrangements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates 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 appropriate 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 will not contact embassies and consulates directly, on behalf of delegates.

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 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 conference organizers.

Insurance

Group representatives should advise their delegates to take out personal and travel insurance and to extend their policy to cover personal possession as the conference organizers do not cover individuals against cancellation of bookings, theft or damage to belongings.

Fulfilment and jurisdiction

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