Registration Terms and Conditions
The 5th Global Forum on TB Vaccines (the “Global Forum” or “conference”) will be held in New Delhi, India, from 20-23 February 2018.
These Terms and Conditions (the “Terms”) shall apply to all Global Forum participants, regardless of registration type, and to accompanying guests. Registration for the Global Forum implies the acceptance of the Terms.
These Terms may be amended from time to time and the details of such amendments shall be published on the Global Forum website and become effective as from the time of their posting.
Please read these Terms carefully. Should you require further information or have any comments on these Terms, please contact email@example.com.
All references to registration fees mentioned in this and other Global Forum documents are in Indian Rupees (INR).
All references to a date or a deadline, mentioned in this and other Global Forum documents, refer to the Pacific Time Zone, unless otherwise indicated.
Global Forum Registration
Registration details are to be submitted electronically via the online registration platform. Only fully completed registration forms will be accepted. Registration will only be confirmed upon receipt of payment in full. If the full payment has not been received before the respective registration fee deadline, the registration may be cancelled or a subsequent, higher rate may apply. The Global Forum and its organizers, including Aeras, disclaim any responsibility or liability for any such cancellation and no claims for compensation can be lodged against the Global Forum or its organizers, including Aeras, for such cancellation. If the maximum participant capacity is reached, the conference organizers reserve the right to refuse additional registrations.
Participants must be at least 18 years old, as of the first day of the Global Forum (20 February 2018) in order to register.
To be eligible to register at the discounted student rate, individuals must submit proof of full time enrollment at a recognized university or college at both the time of registration and during the conference. Proof of enrollment must be submitted as part of the registration process. If such proof is not received or is not valid, the registration may be cancelled or a higher rate may apply. The Global Forum and its organizers, including Aeras, disclaim any responsibility or liability for any such cancellation and no claims for compensation can be lodged against the Global Forum or its organizers, including Aeras, for such cancellation.
A limited number of discounted registrations are available for students and participants from academic/research institutions, public sector institutions, and NGOs in lower income countries (LICs) and middle income countries (MICs) as classified by the World Bank. Once the allotted number of discounted registrations have been received and paid, the organizers have the right to refuse additional registrations at those rates. If a qualifying person registers at a higher rate due to unavailability of discounted rates at the time of registration, and discounted rates later become available due to cancellations, the organizers are under no obligation to notify such person or provide a refund.
Please visit the Global Forum website for a description of what is included in the registration fee.
Conference materials are only guaranteed for participants who register during the online registration process, with the corresponding deadline of 22 January 2018. The organizers cannot guarantee conference materials for participants who register on-site.
Methods of Payment
A registration fee must accompany all conference registrations. Payments should be made in advance and in INR only, using a credit card or by bank transfer.
Due to banking regulations in India, corporate credits are not accepted for registration. Personal checks and company checks are not accepted.
All bank fees and money transfer costs must be prepaid by the transmitter. Clearly indicate “5th Global Forum on TB Vaccines” and the participant’s name as a reference on all bank transfers.
An 18% service tax is applicable to all registrations. The service tax is not included in the registration fee, and will be charged to the participant during the registration process.
Registration confirmation will be sent by email after the complete registration form has been submitted and full payment has been received, along with any required supporting documents. Participants are recommended to bring the email confirmation to the Global Forum as proof of registration.
Transfer of Registration
A paid registration may be transferred to another person within the same registration category (e.g., students, LIC/MIC country participants, full registrations) at no additional cost. Requests for registration transfers must be received by 6 February 2018. Requests for transfer of registration should be submitted in writing to firstname.lastname@example.org, and include the registered participant’s name, the name of the participant to whom the registration is being transferred, and changes in contact details.
Registration cancellations should be done online through the online registration platform. The registration fee less an INR 3000 administrative fee (INR 1500 for discounted student registrations) will be refunded for cancellation requests received until 8 December 2017. Requests made between 9 December and 31 December 2017 will receive a refund of 50% of the registration fee paid. No refunds will be provided for cancellations submitted after 31 December 2017.
Refunds will be made to the same form of payment as used for the registration fee. All approved refunds will be made after the conference.
In the case of overpayment or double payment, refund requests must be made in writing and sent to email@example.com by email, no later than 23 March 2018. No refund requests will be accepted after 23 March 2018.
The registration fee less an administrative fee of INR 3000 (INR 1500 for discounted student registrations) will be refunded after the conference if a visa was applied for at least two months prior to the start of the conference and proof is provided that a visa could not be granted even though all requested documents were submitted. No refunds will be given if a visa cannot be obtained due to an incomplete or incorrect application, or if the visa was applied for less than two months from the starting date of the Global Forum. Refunds will also not be given in the case that a visa was applied for and received prior to the recommended three-month window, and expires prior to the Global Forum.
Cancellation of the Global Forum
In the event that the Global Forum 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 participants 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 use it for a future conference, or to reimburse the participant after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.
Modification of the Program
The conference organizers reserve the right to modify the Global Forum program, which is published as an indication only.
Visa Requirements and Letters of Invitation
It is the sole responsibility of the participants to understand the visa requirements for India and to obtain a visa if required. Information on visas is provided on the Global Forum website, but participants are responsible for verifying the information with their local embassy. The organizers are not responsible if a visa application is declined due to failure to follow procedure or submit in a timely manner or for any other reason. Participants who require an entry visa must allow sufficient time for the application procedure. Participants should contact the nearest Indian embassy or consulate to determine the appropriate timing of their visa applications. It is recommended that all visa applications should be submitted to the appropriate authorities at least two months prior to the start of the Forum. Please note that conference visas generally have validity of three months from the date of issue, regardless of date of entry to India. Participants should be aware of the validity of the conference visa for which they are applying and ensure that it will be valid for their full stay in India.
Individuals requiring an official Letter of Invitation from the Global Forum organizers can request one by contacting firstname.lastname@example.org. Letters of Invitation will only be provided to participants who have fully registered and for whom the registration payment in full has been received. Please note that the Global Forum organizers will not directly contact embassies and consulates on behalf of visa applicants.
The Letter of Invitation does not financially obligate the conference organizers in any way, nor does it guarantee an entry visa to India. All expenses incurred in relation to the conference are the sole responsibility of the participant.
Insurance and Liability
The Global Forum and its organizers cannot be held responsible for any direct or indirect loss, injury or damage to any person or property, whatever the cause may be arising from or relating in any way to a participants participation in the Global Forum, and the Global Forum and its organizers hereby disclaim any liability with respect thereto. Each participant hereby acknowledges that he or she is aware of the risks involved in participation in the Global Forum and that, by participating in the Global Forum, he or she hereby accepts such risks. In addition, each participant, on his or her own behalf, as well as on behalf of his or her heirs, assigns and representatives, HEREBY RELEASES, WAIVES, DISCHARGES AND COVENANTS NOT TO SUE THE GLOBAL FORUM AND ITS ORGANIZERS, INCLUDING AERAS, AND THEIR RESPECTIVE DIRECTORS, OFFICERS, EMPLOYEES, AGENTS AND REPRESENTATIVES (COLLECTIVELY, THE “RELEASEES”) FROM ANY AND ALL LIABILITY FOR ANY LOSS OR DAMAGE AND ANY CLAIM OR DEMANDS THEREFORE FOR ANY INJURY OR DEATH OR DAMAGE TO PROPERTY ARISING OUT OF OR RELATED TO THE GLOBAL FORUM, WHETHER CAUSED OR CONTRIBUTED TO BY THE NEGLIGENCE OR BREACH OF WARRANTY OF THE RELEASEES, PARTICIPANTS, THIRD PARTIES, OR OTHERWISE.
In any case normal caution should be exercised by all participants at all times.
Without limiting the foregoing, participants who opt to participate in site visits recognize that the visits are to institutions and areas where TB is present.
Participants are recommended to obtain adequate personal, health and travel insurances.
Data Protection and Sharing of Contact Details
Photo and Video Consent
In view of the fact that the events related to the conference will be filmed and photographed, you hereby agree that, by attending the conference, your image and/or voice may be recorded and published or broadcasted through different media.
Fulfilment and Jurisdiction
This contract is subject to the laws of Maryland, United States. The terms of this contract shall be fulfilled in New Delhi, India and, in the event of any legal claims arising from either party the Courts located in the State of Maryland shall be the sole courts of jurisdiction.
7 September 2017