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International AIDS Society

Terms and Conditions for Accommodation Booking



Definitions

These Terms and Conditions for Accommodation Booking 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 who booked accommodation through the AIDS 2012 accommodation booking system.


Hotel booking

Only fully completed accommodation booking forms will be accepted. All hotel rooms will be booked on a first come, first served basis.

Accommodation bookings must be accompanied by a deposit payment of USD 250 to secure and guarantee the booking. If the total cost of your stay is less than the requested deposit of USD 250, you will only be charged the total cost. The accommodation booking will only be confirmed upon receipt of the deposit payment within 14 working days. The outstanding payment has to be made to the AIDS 2012 Accommodation Department at the latest by 16 May 2012. If the full payment is not received by 16 May 2012, the accommodation booking will be cancelled. Please do not send any payment directly to the hotel.

If you would like to avoid two transactions, you can alternatively pay the total amount for your entire stay upon submitting your hotel accommodation booking. In this case, the accommodation booking will be confirmed upon receipt of the full payment within 14 working days. If the full payment is not received on time, the accommodation booking will be cancelled.


Hotel booking confirmation/invoice

A hotel booking confirmation/invoice will be sent by email after the AIDS 2012 Accommodation Department has received the fully completed accommodation booking form and the related payment. In order to receive your hotel booking confirmation/invoice by email, ensure that your email address is correctly entered in your conference profile.


Methods of payment

The deposit payment or payment in full must accompany all accommodation bookings. Payments must 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. Please indicate the order number, AIDS 2012 and the guest’s name as a reference on all bank transfers.


Guaranteed room availability / Late bookings

The guaranteed room availability ends on 16 May 2012. Late bookings can be made after 16 May 2012 but are subject to availability and are only possible against full payment by credit card in order to guarantee the booking. A handling fee of USD 60 will be charged for all late bookings.


Change of bookings

Until 16 May 2012 changes to an existing accommodation booking can be made by the participant directly online through the online accommodation form. If changes can’t be performed by the user online, please contact the AIDS 2012 Accommodation Department in writing. Please do not contact the hotel directly. Changes (not reductions of stay) made after 16 May 2012 are subject to a handling fee of USD 45.

The AIDS 2012 Accommodation Department reserves the right to book another hotel in the same category should the requested hotel not be available due to unforeseen reasons.


Cancellation policy

Notification of cancellation must be made in writing and sent to the AIDS 2012 Accommodation Department by email.

In case of cancellation until 16 May 2012, the amount paid will be refunded less a handling fee of USD 85. If you cancel your booking after 16 May 2012, no refunds can be made.

Refunds will only be issued after the conference. If a credit card has been used for payment of the deposit 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.


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 Accommodation 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 AIDS 2012 Accommodation Department and/or 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 accommodation 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 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.


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 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. at 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.

Delegates are encouraged to submit their accommodation confirmation/invoice as part of their U.S. visa application.


Liability

The AIDS 2012 Accommodation 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 Accommodation 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 Accommodation 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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