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International AIDS Society

Terms and Conditions for Tour Bookings



Definitions

These Terms and Conditions for Tour Bookings are valid for every person registered to attend the 20th International AIDS Conference (AIDS 2014), to be held in Melbourne from 20 July - 25 July 2014 (hereinafter referred to as “the conference") and booked tours through the AIDS 2014 Tours Booking system.

Tour booking

All tours will be booked on a first come, first served basis. To be able to take part in a tour, individuals must be at least 18 years old (as of 20 July June 2014). Delegates may be asked to present an official identity card stating their age. Accompanying children may also register for tours, provided their parent/guardian has agreed to take full responsibility for them while they are on the tour. Accompanying children must be with their parent/guardian at all times during the tour.


Tour booking confirmation/invoice

A tour booking confirmation/invoice will be sent by email after the AIDS 2014 Tours Department has received the completed tour booking form and payment in full. The tour booking confirmation/invoice will include the invoice number and other important information. In order to receive your tour booking confirmation/invoice by email, ensure that your email address is correctly entered in your conference profile.


Methods of payment

Payment must be made in full within ten working days of submission of the tour booking. Tour bookings are only guaranteed upon receipt of payment in full.

Payments will only be accepted in USD, using a credit card or paying by bank transfer. Personal cheques, company cheques or USD cheques will not be accepted.

For bank transfers, all bank fees and money transfer costs must be prepaid by the transmitter. Please don’t forget to indicate the booking number, AIDS 2014 and your first and last name as a reference on all bank transfers as it can otherwise not be guaranteed that payments can be allocated correctly. Please transfer the amount due to:

Account holder: A111 Power of Conference Service Ltd.
Bank account nr: 4001095
Branch No: 003
IBAN: 04120-003-4001095
Transit No: 04120
Bank: RBC Royal Bank of Canada
BIC/ SWIFT: ROYCCAT2
Payment Center Toronto


Language

All tours will be in English.


Prices

All prices quoted are in USD and include local taxes at the time of printing. If tax laws change, such changes will be reflected at the time of sale.


Change and cancellation policy

Notification of changes and cancellations must be made in writing and sent to the AIDS 2014 Tours Department by email.

In case of changes and cancellations until 29 May 2014 the amount paid will be refunded less a handling fee of USD 45. Changes are always subject to availability. If you change or cancel your booking after that date, no refunds can be made.

Refunds will only be issued after the conference. If a credit card has been used for payment the refund will be done to the same card. If payment was made by bank transfer the cancellation notification must indicate a bank account to which a possible refund may be remitted.

Credit will not be given for unattended tours or early termination of attendance.


Modification of the tours schedule and programme

All information regarding the tours is correct at the time of publication. The AIDS 2014 Tours Department reserves the right to modify the tour schedule and programme, which is published as an indication only.


Cancellation of a tour

A minimum number of 20 participants are required for each tour. The AIDS 2014 Tours Department reserves the right to modify itineraries or cancel tours due to insufficient number of participants. In the event of a tour cancellation, payment will be refunded in full after the conference.


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 AIDS 2014 Tours Department and the conference organizers cannot be held liable for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

In addition, the participant acknowledges that he/she has no right to lodge damage claims against the organizers should he/she not be able to attend the meeting due to cancelled or delayed travel means caused by Force Majeure. With his/her reservation, the participant accepts this proviso.

Under these circumstances, the conference organizers reserve the right to either retain the entire payment for the tour booking, or to reimburse the delegate after deducting costs already incurred and which could not be recovered from third parties. It is therefore recommended that you take out personal insurance.

Travel insurance is not included and participants are therefore advised to take out their own travel insurance and to extend their policy to cover personal possessions as the conference does not cover individuals against cancellations or theft or damage to belongings.


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 2014 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, nor does it guarantee an entry visa to Australia. 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 Australian embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities two months before travelling to Australia the latest (i.e. no later than mid-May 2014 for conference delegates).

Delegate registration details might be shared with the Australian immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2014 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 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 can not be made. Refund requests must be made in writing and sent to the AIDS 2014 Registration Department, by email, no later than 25 July 2014.


Privacy Policy

The AIDS 2014 Tour Department collects personal data from you when you book a tour (name, first name, address, email address). Any information collected from you will be used only in connection with your tour booking for the 20th International AIDS conference (AIDS 2014) in Melbourne and to process the booking transaction. Your information may be shared with the tour operator accordingly. Your information will not be sold, exchanged otherwise, transferred or given to any other company, without your consent, other than for the express purpose of processing your tour booking requested. This does not include trusted third parties who assist the AIDS 2014 Tour Department in operating the website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. The AIDS 2014 Tour Department may also release your information when we believe release is appropriate to comply with the law, enforce our policies or protect ours or others rights or safety.

This online privacy policy applies only to information collected through the AIDS 2014 tour booking form.


Liability

The AIDS 2014 Tours Department shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the AIDS 2014 Tours Department - 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 AIDS 2014 Tours Department.


Fulfillment and jurisdiction

This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Melbourne, Australia 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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Contact Details
AIDS 2014 Tours Department

From 9AM – 6PM PST
Phone: +1 604 736 9117
Fax: +1 604 696 3745

From 8AM – 6PM CET
Phone: +41 71 686 7965

Email: