DEFINITIONS These Terms & Conditions for delegates apply to every person registering for the RSVVW 2019 - A Global Conference on Novel Preventive and Therapeutic Interventions, to be held in Accra, Ghana from November 12-14, 2019 (hereafter referred to as “the conference”), organized by The ReSViNET Foundation (hereafter referred to as “the conference organizers”). All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Central European Time Zone (CET).
CONFERENCE REGISTRATION Only fully completed registration forms will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (regular/late/onsite). To be able to register as a student or fellow, individuals must present proof by uploading an institution’s letterhead with a letter from the department head confirming current position. The registration fee for full participants, speaker, Scientific Advisory Committee member, Organizing Committee member, travel grant applicant, student or fellow or ReSViNET Board member includes entry to all scientific sessions, invitation to the welcome reception, refreshments during conference and lunch, poster sessions, dinner and networking on the night of 13 November, and conference material. Please note that the security personnel of the conference centre are responsible for granting or denying access to conference halls in case of overfilling, according to room capacities and national legislation. The conference organizers cannot guarantee that a conference bag and other conference materials will be available for late registrations. All conference materials will be distributed on-site. If the maximum delegate capacity is reached, the conference organizers reserve the right to refuse additional registrations.
REGISTRATION CONFIRMATION/RECEIPT A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.
METHODS OF PAYMENT Payments should be made in advance and in EUR only, using a credit card or by bank transfer. All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the registration number, conference title, and the delegate’s full name as a reference on all bank transfers.
REGISTRATION NAME CHANGE A handling fee of EUR 50.– will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until October 1, 2019. After this date, all name changes must be carried out on-site and paid directly.
CANCELLATION POLICY Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made by email to rsvresvinet@gmail.com. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement is received. Note, in case of cancellation at any stage, the bank transfer handling fee (30 USD) will not be refunded – applicable to Bank Transfer payments only.
Refund of registration fee will be as follows: - Prior to Tuesday, September 02, 2019 – 80% refund - From Wednesday, September 03 until Monday, October 28, 2019 – 50% refund - From Tuesday, October 29, 2019 – no refund
The date of the email receipt date will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the conference. In the case of over-payment or double payment, refund requests must be made by email to rsvresvinet@gmail.com. No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference, which are beyond the control of the conference organisers. By registering participants agree that the organizing committee assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance.
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 conference organizers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc. Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.
MODIFICATION OF THE PROGRAMME The conference organizers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organizers.
LOST NAME BADGE The conference name badge must be worn at all times during the conference. Access to the conference venue will not be granted without the name badge issued by the conference organizer. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50.– will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.
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 Ghanaian embassy or consulate to determine the appropriate timing of their visa applications. Delegate registration details will be shared with the Ghanaian immigration authorities to assist in the immigration process. However, the conference organizers and/or the RSVVW 2019 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.
DATA PROTECTION AND SHARING OF CONTACT DETAILS The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us. The RSVVW 2019 will collect and store all personal data for the preparation and execution of the RSVVW 2019. In order to facilitate border entry and visa applications, the RSVVW 2019 will share contact details of concerned delegates with Ghanaian immigration authorities. The RSVVW 2019 periodically performs e-mailings to delegates on behalf of third parties regarding activities at the conference or other communications, which may be of interest. Email contact details of delegates will not be passed on to third parties. Participants may opt out of these emailings at any time. This will not affect official correspondence from the conference secretariat.
FULFILMENT AND JURISDICTION The terms of this contract shall be fulfilled in Accra, Ghana and, in the event of any legal claims arising from either party, Utrecht, the Netherlands shall be the sole court of jurisdiction.
