International AIDS Society

Terms and Conditions for Tour Bookings


These Terms and Conditions for Tour Bookings are valid for every person registered 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") and booked tours through the AIDS 2012 Tour 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 21 July 2012). 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 2012 Tours Department has received the completed tour booking form and the payment in full. This 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

All tour bookings must be accompanied by the appropriate payment. Payment must be made upon submission of the tour booking, as tour bookings will only be confirmed upon receipt of the payment in full within ten working days.

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

All bank fees and money transfer costs must be prepaid by the transmitter. Indicate the tour booking number (4 digits), AIDS 2012 and the name as a reference on all bank transfers.


All tours will be in English.


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 2012 Tours Department by email.

In case of changes and cancellations until 20 June 2012 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 20 June 2012, 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 2012 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 25 participants are required for each tour. The AIDS 2012 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 2012 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.


The AIDS 2012 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 2012 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 2012 Tours Department.

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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