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 XVIII International AIDS Conference (AIDS 2010), to be held in Vienna from 18 – 23 July 2010 (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 18 July 2010 (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 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 26 (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, the opening session and the closing session.
If the completed registration form and full payment are received by 5 May 2010, a conference bag and other conference materials, including the programme and abstract CD Rom, are guaranteed. If the completed registration form and/or full payment are received after 5 May 2010 (including onsite registrations), the conference organizers cannot guarantee that a conference bag and other conference materials will be available. All conference materials will 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 session, as well as a sight seeing tour (Hop-on Hop-off bus 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 sight seeing tour (Hop-on Hop-off bus 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, the opening and closing session (ONLY if they accompany the regular delegate their registration is attached to).
A registration confirmation/receipt will be sent by email after the AIDS 2010 Registration Department has received the fully completed registration form, the related payment and any necessary documentation. Delegates may be requested to present this registration confirmation/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.
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 2010 and the delegate’s 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 be accepted by email or fax indicating the old and new names including the required contact details until 9 July 2010. After this date, all name changes must be carried out onsite.
Notification of cancellation must be made in writing and sent to the AIDS 2010 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 before 6 May 2010, 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 2010 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 2010 Registration Department, by email, no later than 1 September 2010. An administrative fee of EUR 45 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 2010 Registration Department. Notification of cancellation must be made in writing and sent to the AIDS 2010 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 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 through the online registration form or by contacting the AIDS 2010 Registration Department. To receive a Letter of Invitation, delegates must first register to the conference, pay in full and submit any necessary documentation.
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 Austrian embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities before 1 June 2010.
Delegate registration details will be shared with the Austrian immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2010 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.
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. A refund for any additional items ordered (for example abstract books, insurance etc) can not be made. Refund requests must be made in writing and sent to the AIDS 2010 Registration Department, by email, no later than 1 September 2010.
As part of a Schengen
visa application, individuals must have travel-health insurance for the duration of their stay in the Schengen zone. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible Schengen embassy/consulate for a list of approved insurers available in their country. As an additional service, the conference has made an agreement with UNIQA, an Austrian insurer, who is able to provide such insurance at a reasonable rate to conference participants.
Booking and purchasing of the UNIQA travel-health insurance can be done online through the online conference registration system at the time of registration. Delegates who need to book and purchase the UNIQA travel-health insurance after the registration has been submitted should contact the AIDS 2010 Registration Department for further assistance.
Payment for the insurance must be made to the registration department as part of the registration process. The costs are as follows:
8 days = EUR10
15 days = EUR19
22 days = EUR28
31 days = EUR38
Individuals must have insurance for their entire stay in Austria (or anywhere in the Schengen zone) and therefore are encouraged to ensure they choose and pay for the correct number of days. The Schengen visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.
The conference will not receive any financial benefit or administration costs for any insurance policy purchased through the online registration system. The conference organizers take no responsibility for the agreement between UNIQA and the individual, nor can the conference intervene in the relationship between the individual and insurer.
Once the payment has been made, the conference will send the money and personal details of the individual to UNIQA. UNIQA will then send confirmation of the policy to the individual, including a letter stating the individuals’ personal details, the arrival date of the individual into the Schengen zone and the number of days covered by the insurance policy. The conditions of the insurance and the emergency number will be provided by UNIQA at that time.
The cost for the insurance is non-refundable.
UNIQA insurance policy coverage:
- The full costs of a stay in a public hospital at standard rates for urgent medically justified treatment resulting from sickness or accident;
- The full costs of medically justified transfer to the nearest suitable hospital, the holiday accommodation or an embarkation point for repatriation;
- Up to EUR 2,000 per person excluding the first EUR 40 for medically justified outpatient treatment or emergency dental treatment for the purposes of relieving pain, including medication prescribed by a physician;
- The cost of rescue up to EUR 2,000 per incident;
- The full costs of a medically indicated transport to a hospital in the home country or main place of residence, and the cost of transporting an accompanying person with the insured person being transported. The preconditions for repatriation apart from the transportability of the insured person are that:
- the patient’s health problem is life-threatening;
- in-patient treatment exceeding the duration of 5 days is to be expected. Repatriation must be organized by one of the contracting organizations listed on the SOS card, otherwise no more than EUR 2,000 will be reimbursed;
- The full costs for the transport of a deceased person to his/her home;
- The necessary coverage of EUR 30.000, demanded by the European Union is fulfilled.
The following are not covered by the UNIQA insurance policy:
Benefits in connection with:
- treatments, illness, disabilities, abnormalities and injuries predating the commencement of insurance cover;
- Curative treatment of chronic diseases, except as a consequence of acute attacks or episodes;
- Curative treatment that is the purpose of the stay abroad;
- Dental treatment other than first aid for the immediate treatment of pain;
- Induced abortions or deliveries, except deliveries that are premature by at least two months;
- Curative treatment due to the excessive consumption of alcohol and drug abuse;
- Cosmetic treatment, cure treatment, and rehabilitation programs;
- Prophylactic vaccinations;
- Curative treatment of diseases and the consequences of accidents caused by any kind of war, by active participation in unrest or intentionally committed criminal offences;
- Curative treatment for the consequences of accidents that occur during active and remunerated participation in public sports competitions and the accompanying training;
- Curative treatment of diseases and the consequences of accidents caused by the destructive effect of nuclear energy;
Further details of the insurance cover and claim process can be obtained at www.uniqa.at/uniqa_at/cms/privat/index.jsp
Data protection and sharing of contact details
The IAS will collect and store all personal data for the preparation and execution of the XVIII International AIDS Conference (AIDS 2010). 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 Austrian 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 XVIII International AIDS Conference (AIDS 2010), 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 Vienna, Austria 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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