Terms & Conditions for Media Representatives

Términos y Condiciones para Representantes de Medios

Definitions

These Terms and Conditions are valid for every person registered as a media representative to attend the XVII International AIDS Conference to be held in Mexico City, Mexico from 3-8 August 2008 (here below referred to as the "conference").

All references to the age of a person, mentioned in this and other conference documents, refers to the age of that person "as of 3 August 2008" (the first day of the conference), unless otherwise specified.

Media Representative Accreditation

Media representatives must register online. There is no registration fee for accredited media representatives. However, to register as a media representative, you must submit the following:

Print journalists (including newsletters):

• Copies of three articles you have written, with your byline on the article. Do not send WORD documents – we require copies of the original published article. If these articles are published online, you may send the complete URL rather than hard copies of the article; AND
• A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
• A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Broadcast journalists and film-makers:

• Audio or video files of three broadcast programmes you have written or produced – you must upload a maximum of one minute of this file, which includes the section with your name on it. If this file is published online, you may send the complete URL rather than upload the file; If you are unable to upload the audio/video files, please send a CD ROM with the recordings to AIDS 2008 Conference Secretariat, Mrs Karen Bennett, Communications Manager,  Postal address: PO Box 20, CH-1216 Cointrin, Geneva, Switzerland; AND
• A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
• A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Internet journalists:

• The complete URL’s of three articles you have written, with your byline on the article; AND
• A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
• A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

All submitted credentials will be thoroughly checked and verified by the AIDS 2008 Conference Secretariat and additional credentials may be requested before accreditation is approved. You should therefore allow 7 to 14 days processing time before you receive confirmation of your registration. The IAS cannot take responsibility for delays or delivery failure of supporting documentation.

Your registration will only be processed upon receipt and verification of the above mentioned credentials. As the number of media registrations is limited, the IAS reserves the right to refuse applications.

Media representative registration

To be able to register as a media representative, you must be at least 18 years old. You may be asked to present an official identity card stating your age. Only fully completed registration forms will be accepted. The registration will only be processed upon receipt of the above mentioned documents.

The registration for media representatives includes entry to all conference sessions, the exhibition area, the poster area, the opening session, the closing session and the media centre. A conference bag and materials are also included. All conference materials will be handed out onsite at the registration counter.

Confirmation/Payment Receipt

A Confirmation/Payment Receipt will be sent by email after the AIDS 2008 Registration Department has received a fully completed registration form and accreditation has been approved. Delegates must present this Confirmation/Payment Receipt at the registration counter as proof of their registration.

Please note that access to the media centre may be refused without this identification.

Registration name change

A name change to an existing media registration is not possible. The granted media registration must be cancelled and the new media representative must register and submit the required documents.

Cancellation policy

Notification of cancellation must be made in writing and sent to the AIDS 2008 Registration Department by email. 

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, financial losses, etc.

Modification of the programme

The conference organizers reserve the right to modify the programme, which is published as an indication only.

Lost name badge

The conference 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 a delegate loses, misplaces or forgets the name badge, a handling fee of  EUR 45 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.

Letter of Invitation

Individuals requiring an official Letter of Invitation from the conference organizers can request one from their conference profile or by contacting the AIDS 2008 Registration Department. To receive a Letter of Invitation, delegates must first register to the conference and receive the Confirmation once the accreditation has been approved.
 
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 Mexican embassy or consulate to determine the appropriate timing of their visa applications. The conference organizers and/or the IAS will not directly contact embassies and consulates on behalf of visa applicants.

Data protection and sharing of contact details

The IAS will collect and store all personal data for the preparation and execution of the XVII International AIDS Conference. Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act.

In order to facilitate border entry and visa applications, the IAS will share contact details of delegates with Mexican authorities.

In addition, the IAS periodically shares contact details of delegates with third parties that may use these details to contact delegates regarding activities at the conference or other communications which may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate in the registration form.

Protection of confidentiality of persons living with HIV/AIDS

Many conference participants are people living with HIV/AIDS, and for many of these people, their HIV status is unknown in their home countries. For this reason, we impose the following restrictions: In all conference sessions, you may film (video or photograph) the presenter/s of the session. Should you film anybody in the audience, including those who stand to ask questions, you must obtain that person's permission to broadcast/publish this information BEFORE it is broadcast/published. Session chairs may impose further restrictions regarding visual recording at their discretion.

IAS Principles and Values of Conference Participation

By attending the XVII International AIDS Conference, delegates agree to comply with the IAS Principles and Values of Conference Participation. The full policy is available on the conference website or onsite at the registration counter.

Liability

The conference organizers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the conference organizers - 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.

Fulfillment and jurisdiction

This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Mexico City, Mexico and in the event of any legal claims arising from either party, Geneva, Switzerland shall be the sole court of jurisdiction.