Terms & Conditions
Definitions
These Terms and Conditions for Tour Bookings are valid for every person registered to attend the 9th IAS Conference on HIV Science (IAS 2017), to be held in Paris, France, from 23 - 26 July 2017 (hereinafter referred to as “the conference") and booked tours through the IAS 2017 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 21 July 2017). 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 IAS 2017 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 entered correctly.
Methods of payment
Payment must be made in full at the time of booking and will only be accepted in USD. Payment via the online booking form is by credit card only. Payment onsite at the Tours Desk is via credit card or cash payment in USD. Tour bookings are only guaranteed upon receipt of payment in full.
Language
All tours will be in English.
Prices
All prices quoted are in USD and include local taxes at the time of publication. 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 IAS 2017 Tours Department by email.
Changes and cancellations may be made up until 1 June 2017. The amount paid will be refunded minus a handling fee of USD 50. If the value of the tour is less than USD 50, the value of the tour will be charged in full. Changes are subject to availability. If you change or cancel your booking after 1 June 2017 no refund will be given.
The refund will be made to the credit card used to make the booking. If the payment has been made longer than 90 days ago, the refund will be done by bank transfer. Credit will not be given for unattended tours or early termination of attendance.
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 conference due to cancelled or delayed travel means caused by Force Majeure. Any cancellation will be in line with the above cancellation policy. With his/her reservation, the participant accepts this provision.
Modification of the tours schedule and programme
All information regarding the tours is correct at the time of publication. The IAS 2017 Tours Department reserves the right to modify the tour schedule and program.
Departure / Return location
All conference Tour pick-ups / drop-offs (on 22-26 July) will be from/to the conference venue. The post-conference Tour pick-ups / drops-offs (on 27-28 July) will be from/to a location close to the conference venue. Please refer to your voucher for information on exact meeting point and time. Please collect your voucher from the Tours Desk onsite at least one day prior to the tour taking place.
Cancellation of a tour
A minimum number of participants are required for each tour. The IAS 2017 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 IAS 2017 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.
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. 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.
Visa requirements
It is the delegate’s responsibility to investigate the visa requirements for France and apply for a visa, if necessary. Delegates are recommended to apply for their visa, if required, by the end of May 2017, to ensure adequate processing time.
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 IAS 2017 Registration Department. To receive a Letter of Invitation, delegates must first register for 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 France. All expenses incurred in relation to the conference are the sole responsibility of the delegate.
Privacy policy
The IAS 2017 Tours Department (A111 Power of Conference Service Ltd.) collects personal data from you when you book a tour (surname, first name, address, email address). Any information collected from you will be used only in connection with your tour booking for the 9th IAS Conference on HIV Science (IAS 2017) in Paris and to process the booking transaction. Your information may be shared with the tour operator (Lime Destination Management Company (PTY) Ltd.) accordingly. Your information will not be sold, exchanged otherwise, transferred or given to any other company, without your consent, other than for the purpose of processing your tour booking. This does not include trusted third parties (such as, J&L Paris and MeetingMax) who assist the IAS 2017 Tours Department in operating the website, conducting its business, or servicing you, so long as those parties agree to keep this information confidential. The IAS 2017 Tours Department may also release your information when it believes release is appropriate to comply with the law, enforce its policies or protect its rights or safety or those of others.
This online privacy policy applies only to information collected through the IAS 2017 Tour Booking Form.
Liability
The IAS 2017 Tours Department shall be held liable in the framework of a duty of care as a respectable business person according to statutory provisions. The liability of the IAS 2017 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 IAS 2017 Tours Department.
Fulfillment and jurisdiction
This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Paris, France 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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