Terms & Conditions for
Hotel booking and methods of payment
All hotel rooms will be booked on a first come, first served basis.
Accommodation bookings must be accompanied by a deposit, some hotels might require full pre-payment to secure and guarantee for a reservation. Exact information regarding the deposit amount required for each hotel to be paid will be indicated in the online accommodation booking form. Upon receipt of the deposit, each participant will receive a confirmation letter. All payments are to be made in US Dollars. Do not send any payment to the hotel.
Late bookings can be made after 20 June 2008 but are subject to availability. Bookings are only possible against a deposit payment by credit card to guarantee the booking. A handling fee of USD 30 will be charged to all late bookings.
Change of bookings
Any change to a reservation must be notified to the AIDS 2008 Accommodation Department in writing and not directly to the hotel. Changes made after 20 June 2008 are subject to a handling fee of USD 30.
Notification of cancellation must be made in writing and sent to the AIDS 2008 Accommodation Department at firstname.lastname@example.org. If the written notification of cancellation is received before 20 June 2008, the hotel deposit fee will be refunded less USD 60 handling fee. No refunds can be made for cancellations received after this date. Refunds will only be issued after the conference closes. If a credit card has been used for payment of the deposit the refund will be done to the same card. If payment was made by bank transfer the cancellation notification must indicate a bank account to which a possible refund may be remitted.
In the event that AIDS 2008 cannot be held or will have to be changed due to events beyond the control of the conference (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.
Under these circumstances, the conference organizers reserve the right to either retain the entire hotel deposit, 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. It is therefore recommended that you take out personal insurance.
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 cancellation of tour bookings or theft or damage to belongings.