General Terms and Conditions for Registration
These General Terms and Conditions are valid for each attendee registered for the 18th International Conference on AIDS & STIs in Africa, 29 November – 4 December 2015 in Harare, The Rainbow Towers Hotel & Conference Centre, Zimbabwe (hereafter referred to as the ”Conference”). Any person, delegate, accompanying person, media representative, speaker, or exhibitor is considered an attendee.
The registration deadlines are as follows:
|Early registration deadline:||31 March 2015, 24.00 GMT|
|Regular registration deadline:||30 July 2015, 24.00 GMT|
|Late registration deadline:||29 October 2015, 24.00 GMT|
|On-site registration||29 November 2015|
Only fully completed registration forms will be accepted. The registration fee is based on the date of the receipt of the registration form and the payment in full in accordance with the deadlines mentioned above. Should one deadline be missed, the next applicable fee will be charged automatically. The registration will only be confirmed upon receipt of payment in full.
|Late registration deadline:||29 October, 24.00 GMT|
After the late registration deadline, registrations are only possible on-site.
If the maximum attendee capacity is reached, the organisers reserve the right to refuse any registration.
To be eligible to register for the conference, attendees must be at least 18 years old. Attendees may be asked to present an official identity card stating their age.
The registration fee for delegates includes entry to all sessions, the exhibition area, the poster area, the opening session and the closing session.
The registration fee for accompanying persons includes entry to the conference venue, the opening session as well as the closing session. Entry to the exhibition area, the poster area and other conference sessions is not included. A maximum of one accompanying person can be registered per delegate.
Media representatives need to register through the online registration system. There is no registration fee for accredited media representatives. However, to register as a media representative, you must submit:
- Letter of assignment and
- Copy of press ID of the applicant and
- Copy of the applicant’s passport
The above are mandatory requirements for all members of the crew and not only the team/crew leader.
All submitted credentials will be thoroughly checked and verified by the ICASA 2015 Conference Secretariat and additional credentials may be requested before accreditation is approved.
Your registration will only be processed upon receipt and verification of the above mentioned credentials. As the number of media registrations is limited, the ICASA 2015 Conference Secretariat reserves the right to refuse applications.
Once you receive your Letter of Acceptance from the ICASA 2015 Registration Department, please be reminded to apply with the rules and regulations of Zimbabwe broadcasting cooperation. To this effect, please use the form provided on the ICASA 2015 official Conference website and directly submit your application to the address indicated on the form. Make sure you enclose your list of equipment when filing your application.(link for media for more information)
Registrations for more than ten persons will be handled separately as a group booking. Please contact the ICASA 2015 Registration Department.
If the registration form and full payment are received no later than the regular registration deadline, a conference bag is included in the registration fee for delegates, speaker and media representatives. If the registration form and/or full payment are received after the regular registration deadline, the organiser cannot guarantee that a conference bag will be available. All conference materials will be handed out on-site in the registration area.
Methods of Payment
Payment is required at the time of registration. It should be made in USD only, using one of the following methods:
- Credit card (Visa, MasterCard and American Express): Attendees should complete the relevant section of the registration form.
- Bank transfer: Payment should be made in USD to:
|BANK||ECOBANK GHANA LIMITED|
|BRANCH||A&C SHOPPING MALL, EAST LEGON|
|ADDRESS||PMBGPO ACCRA – GHANA|
|ACCOUNT NAME||SOCIETY FOR AIDS IN AFRICA-ICASA 2015|
|ACCOUNT NUMBER||015 103 4424770901|
|ECOBANK’S SWIFT CODE||ECOCGHAC|
|ECOBANK’S CORRESPONDENT BANK||DZ BANK, FRANKFURT GERMANY|
|SWIFT CODE FOR CORRESPONDENT BANK||GENODEFF|
Please note that all transfer costs must be prepaid by the transmitter.
Cheques will not be accepted.
Letter of Confirmation/Payment Receipt
A letter of confirmation/payment receipt will be sent by email once the ICASA 2015 Registration Department has received the fully completed registration form and the related payment. Attendees must present this confirmation/payment receipt at the registration counter as proof of their registration and payment.
Letter of Invitation
Individuals requiring an official Letter of Invitation can request one from the ICASA 2015 Registration Department. To receive a Letter of Invitation, attendees must first register to the conference and submit payment in full. The letter will be sent once the payment has been received by the Registration Department. Letters of Invitation will not be sent after the regular registration deadline.
The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to the conference are the sole responsibility of the attendee.
It is the sole responsibility of the attendee to take care of his/her visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications.
The organisers will not directly contact embassies and consulates on behalf of visa applicants.
Certificate of Attendance
A Certificate of Attendance for regular delegates can only be acquired in the designated areas in the conference centre. It cannot be issued after the conference.
Registration Name Change
A handling fee of 60 USD will be charged for every name change to an existing conference registration. A new registration form for the substitute attendee should be submitted, as well as a proof for the reduced fee if applicable. Name changes will only be accepted until the late registration deadline indicating clearly the new and old name. After the late registration deadline, all name changes must be carried out on-site.
Lost Name Badge
The name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge. If an attendee loses, misplaces or forgets the name badge, a handling fee of 60 USD will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid.
Registration Cancellation Policy
No refund will be issued for any cancellation.
Modification of the Conference Programme
The conference organisers reserve the right to modify the programme, which is published as an indication only.