Terms and conditions for delegates
Definitions
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 22nd International AIDS Conference (AIDS 2018), to be held in Amsterdam, the Netherlands, from 23-27 July 2018 (hereinafter referred to as “the conference"), including the AIDS 2018 pre-conferences on 21 and 22 July 2018.
All references to the age of a person, mentioned in this and other conference documents, refer to the age of that person as of 21 July 2018 (the first pre-conference day), 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).
Conference registration
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 respective registration fee deadline 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.
To be able to register as communications support professional individuals must be attached to a recognized organization who is seeking media accreditation for work directly related to supporting media coverage of presentations at AIDS 2018. Individulas are not considered as regular delegates (not as media representative), but may request media access as part of the regular delegate registration submission. Media accreditation is not guaranteed but will be considered for up to two qualified communications support professionals from one organization based on submission materials. Individuals who would like to request media access must submit the following credential during the registrartion process:
- Proof of employment by or assignment by a qualifying HIV research, policy, or advocacy organization
- The specific nature of your assignment at AIDS 2018 and why media centre access is required, including the expected outputs of your assignment.
The registration fee for regular delegates and student/post-doc/youth delegates includes entry to the pre-conferences (21-22 July 2018), all conference sessions (23-27 July 2018), the exhibition and poster area, and the opening and closing sessions.
If the completed registration form, the payment in full and the required supporting documents (if applicable) are received on or before 17 May 2018, conference materials are guaranteed. If the completed registration form and/or the full payment and/or the required supporting documents (if applicable) are received after 17 May 2018 (including onsite registrations), the conference organizers cannot guarantee that conference materials will be available. All conference materials will only be distributed 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 and closing sessions, as well as local tourist atraction. Entry to the exhibition and poster area and all other conference sessions and the pre-conferences 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 in the presence of a 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. The regular delegate they are accompanying will be held responsible for all actions of the accompanying child.
Accompanying children have access to the pre-conferences, all conference sessions, the exhibition and poster area, and the opening and closing sessions (ONLY if they accompany the regular delegate their registration is attached to). Accompanying children may also register for the local tourist attraction, provided their parent/guardian has agreed to take full responsibility for them during that time.
Registration confirmation/invoice
A registration confirmation/invoice will be sent by email once the AIDS 2018 Registration Department has received the fully completed registration form, the related payment and any required supporting documents. Delegates are requested to bring their registration confirmation/invoice to conference in order to receive their name badge onsite.
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. Clearly indicate AIDS 2018 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 registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email or fax and should indicate the old and new names and any changes in contact information. Changes can be made until 6 July 2018. 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 2018 Registration Department by email. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted.
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 all relevant information regarding the bank account to which a possible refund may be remitted. Credit will not be given for unattended events or early termination of attendance. Requests for refunds of any additional items ordered (such as the local charitable giving programme) will not be accepted.
If the written notification of cancellation (including all relevant information regarding the bank account if applicable) is received on or before 17 May 2018, 50% of the registration fee will be refunded. We regret that no refund requests will be accepted after 17 May 2018. The cancellation will not be effective until a written acknowledgement from the AIDS 2018 Registration Department is received.
In the case of overpayment or double payment, refund requests (including all relevant information regarding the bank account if applicable) must be made in writing and sent to the AIDS 2018 Registration Department, by email, no later than 27 July 2018. A handling fee of USD 65 will be charged. No refund requests will be accepted after 27 July 2018. The refund will not be effective until a written acknowledgement from the AIDS 2018 Registration Department is received.
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. To receive a Letter of Invitation, delegates must first register to the conference, pay in full and submit any required supporting documentation (if applicable). Deadline to request a Letter of Invitation is 1 June 2018.
The Letter of Invitation does not financially obligate the conference organizers in any way, nor does it guarantee an entry visa to the Netherlands. 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. Delegates should contact the nearest Dutch embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities before 1 June 2018.
Delegate registration details may be shared with the Dutch immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2018 Registration Department will not directly contact embassies and consulates on behalf of delegates.
The registration fee minus a handling fee of USD 65 will be refunded after the conference if the visa was applied for in time (i.e. before 1 June 2018 for conference delegates) 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 cannot be made. Refund requests must be made in writing and sent together with the required proofs to the AIDS 2018 Registration Department, by email, no later than 27 July 2018. No refund requests (including required proofs) will be accepted after this date.
Data protection and sharing of contact details with third parties
The IAS will collect, process, transfer and store delegates personal data only for (i) the preparation and execution of the 22nd International AIDS Conference (AIDS 2018) and (ii) the preparation of future IAS and AIDS conferences. Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act. Delegates’ personal data will be retained securely and only be accessible on a ‘need to know’ basis by duly authorized persons.
The data as entered in the conference profile (i.e. full name, date of birth, nationality, full passport details, gender, sexual orientation, serostatus, key population, email, phone, fax, full home address, organisation/affiliation/company details, profession/occupation) will be shared with the following entities and persons (i.e. third parties), in countries which legislation might not ensure an adequate level of data protection:
- the AIDS 2018 Registration Department, c/o MCI Amsterdam, The Netherlands of delegates registering for AIDS 2018
In order to facilitate border entry and visa applications, the respective required details of delegates will also be shared with the Netherlands immigration authorities.
The contact details (full name and home address, email and phone) of delegates who have accepted to share their contact details when registering will be shared periodically with the following conference sponsors, in countries which legislation might not ensure an adequate level of data protection:
- Gilead, USA
- Johnson & Johnson Services Limited, USA
- Merck, Sharp & Dohme, Corp. USA
- Mylan Laboratories Limited, India
- ViiV Healthcare, UK
The above mentioned conference sponsors may only use these contact details to contact delegates regarding activities at the conference or other communications which may be of interest (advertising their conference satellites or other events they are running during the conference, product information in line with the Dutch Code for Pharmaceutical Advertising). Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate in the registration form.
The delegates herewith irrevocably authorize the IAS to collect, process and transfer their personal data to the above listed third parties and authorities. The delegates further expressly acknowledge and agree that any personal data disclosed in connection with the conference profile and registration form will be subject to the laws of the country where it is transferred and may not be covered by Swiss law. The IAS cannot assure delegates that the laws and regulations in the recipient country will necessarily offer the same level of confidentiality or data protection as under Swiss law and may require the above listed third parties and/or authorities to whom the personal data is transferred, to disclose all or any part of the personal data to other authorities or third parties.
The IAS will nevertheless contractually ensure that your personal data will be processed by the above listed third parties to the same extent as it is authorized for itself under Swiss law. The IAS will also ensure that all third parties which will process your personal data have implemented appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, and which provide a level of security appropriate to the risk represented by the processing and the nature of the data to be protected.
Conference Embargo Policy
All AIDS 2018 conference abstracts are released to delegates and media under a strict embargo policy. A detailed breakdown of embargo procedures for different types of abstracts is available on the AIDS 2018 conference embargo policy page.
All conference participants, presenters and media are asked to respect this policy.
Photo and video consent
In view of the fact that the events related to the conference will be filmed and photographed, you hereby agree that, by attending the conference, your image and/or voice may be recorded and published or broadcasted through different media.
IAS Principles and Values of Conference Participation
By attending AIDS 2018, delegates agree to comply with the IAS Principles and Values of Conference Participation. The full policy is available on the conference website and on site at the registration counter.
Liability
The conference organizers shall be held liable in the framework of a duty of care as a respectable business 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.
Fulfilment and jurisdiction
This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Amsterdam, the Netherlands and, in the event of any legal claims arising from either party, Geneva, Switzerland shall be the sole court of jurisdiction.
Click here for further information on IAS copyright, disclaimer and privacy policies.