Terms & Conditions for Delegates
These Terms & Conditions for Delegates are valid for every person registered as a regular delegate, student/post-doc/youth delegate, accompanying adult and accompanying child to attend the XIX International AIDS Conference (AIDS 2012), to be held in Washington, D.C. from 22 – 27 July 2012 (hereinafter referred to as “the conference").
All references to the age of a person, mentioned in this and other conference documents, refer to the age of that person as of 22 July 2012 (the first day of the conference), unless otherwise specified.
All references to a date or a deadline, mentioned in this and other conference documents, refer to the Central European Time Zone (CET).
Only fully completed registration forms will be accepted. The registration will only be confirmed upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will be cancelled. If the maximum delegate capacity is reached, the conference organizers reserve the right to refuse additional registrations.
To be able to register as a regular delegate, individuals must be at least 18 years old. Delegates may be asked to present an official identity card stating their age.
To be able to register as a student/post-doc delegate, individuals must be at least 18 years old and present proof of fulltime enrolment at a recognized university or college at both the time of registration and during the conference. Student/post-doc identification must be kept available during all times at the conference. Student/post-doc delegates may be asked to present an official identity card stating their age.
To be able to register as a youth delegate, individuals must be between 18 and 25 (inclusive) years old and present proof of age. Youth delegates may be asked to present an official identity card stating their age.
The registration fee for regular delegates and student/post-doc/youth delegates includes entry to all conference sessions, the exhibition and poster area, and the opening and closing session.
If the completed registration form, the payment in full and the required supporting documents (if applicable) are received on or before 15 June 2012, a conference bag and other conference materials including the conference programme and the abstract CD-ROM are guaranteed. If the completed registration form and/or the full payment and/or the required supporting documents (if applicable) are received after 15 June 2012 (including onsite registrations), the conference organizers cannot guarantee that a conference bag and other conference materials will be available. All conference bags and conference materials will be distributed onsite. Conference bags and conference material will not be mailed to regular delegates, students/post-docs and youth delegates.
An accompanying adult must be at least 18 years old. The registration fee for accompanying adults includes entry to the conference venue, the opening and closing session, as well as a sightseeing tour. Entry to the exhibition and poster area and all other conference sessions is not included.
Accompanying persons under the age of 18 years must be registered as accompanying children and are required to submit the Parent/Guardian Consent Form in order to attend the conference. Accompanying children must be with the regular delegate or an accompanying person of that delegate at all times when they are in the conference venue or when they are attending conference-affiliated activities outside of the conference venue.
Accompanying children may also register for the sightseeing tour, provided their parent/guardian has agreed to take full responsibility for them while they are on the tour. Accompanying children have access to all conference sessions, the exhibition and poster area, and the opening and closing session (ONLY if they accompany the regular delegate their registration is attached to).
A registration confirmation will be sent by email after the AIDS 2012 Registration Department has received the fully completed registration form, the related payment and any required supporting documents. Delegates may be requested to present this registration confirmation onsite 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 USD only, using a credit card or by bank transfer.
Personal cheques, company cheques or Euro cheques are not accepted.
All bank fees and money transfer costs must be prepaid by the transmitter. Indicate the participant number, AIDS 2012 and the delegate’s name as a reference on all bank transfers.
Registration name change
A name change fee of USD 65 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 be accepted by email or fax indicating the old and new names including the required contact details until 5 July 2012. After this date, all name changes must be carried out onsite.
Notification of cancellation must be made in writing and sent to the AIDS 2012 Registration Department by email. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted.
If the written notification of cancellation is received until 3 May 2012, 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 AIDS 2012 Registration Department is received. A refund for any additional items ordered can not be made.
In the case of overpayment or double payment, refund requests must be made in writing and sent to the AIDS 2012 Registration Department, by email, no later than 31 August 2012. A handling fee of USD 65 will be charged.
Refunds will be made in the same form as the original transaction. For original payments made by bank transfer, the cancellation notification or refund request 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.
If a delegate has opted to share contact details, they can opt-out at any time by contacting the AIDS 2012 Registration Department. Notification of cancellation must be made in writing and sent to the AIDS 2012 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, costs for additional orders, 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 venue will not be granted without a proper name badge. If a delegate loses, misplaces or forgets the name badge, a handling fee of USD 65 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 through the online registration form or by contacting the AIDS 2012 Registration Department. To receive a Letter of Invitation, delegates must first register to the conference, pay in full and submit any required supporting documentation (if applicable).
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.
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 U.S. embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities 90 days before travelling to the U.S. the latest (i.e. no later than mid-April 2012 for conference delegates).
Delegate registration details might be shared with the U.S. immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2012 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.
The registration fee minus a handling fee of USD 65 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. A refund for any additional items ordered (for example abstract books, etc.) can not be made. Refund requests must be made in writing and sent to the AIDS 2012 Registration Department, by email, no later than 31 August 2012.
Data protection and sharing of contact details
The IAS will collect and store all personal data for the preparation and execution of the XIX International AIDS Conference (AIDS 2012). 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 might share contact details of delegates with the U.S. immigration 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 XIX International AIDS Conference (AIDS 2012), delegates agree to comply with the IAS Principles and Values of Conference Participation
. The full policy is available on the conference website
and onsite at the registration counter.
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 Washington, D.C., U.S. 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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