TERMS & CONDITIONS
These terms and conditions govern your purchase of tickets for, and attendance at, events held by the Australasian Society for HIV, Viral Hepatitis and Sexual Health Medicine (ASHM, we, us, our). It is your responsibility to review these terms and conditions prior to the purchase of registrations. By purchasing registrations you agree to be bound by these terms and conditions. We reserve the right to amend these terms and conditions at any time and will provide the most recent version on our website.
Payment or proof of payment must be made in order to receive registration confirmation. We encourage payment to be made at the time of registration to confirm your registration and attendance at any social events. The online form will allow payment by credit card (Visa or Mastercard only) or indication that payment will be by EFT/ bank transfer. Please note your registration is not guaranteed until payment is received.
For registrations made after Sunday 22 October 2023, payment will be required by credit card online at the time of purchase to ensure payment is received before the delegate is onsite. Secure online credit card facilities provided by eWay.
All payment options are outlined on the registration site and are included on the tax invoice. If you are paying by credit card, charges will appear on your statement as coming from “ASHM Surry Hills”.
Payments are processed through our PCI compliant software and payment gateway eWay. CVV numbers are not stored with your credit card data.
If paying by EFT you must accept the bank fees at your end (if applicable). We will not deem registrations as fully paid if we receive them less bank fees.
International Credit Cards
If you are an international delegate and use a credit card for payment, we have the right to ask for a scanned copy of your credit card for proof of authenticity. If a card is not provided or the scan is not considered sufficient, the transaction will be reversed, and you will be required to pay via an alternative method for your registration to be confirmed.
Please note: ASHM’s standard invoice payment terms are 14 days from date of issue.
Your record of registration, hotel bookings and payment will be sent to you via email automatically upon completion of your registration.
REGISTRATION - CANCELLATIONS, AMENDMENTS & SUBSTITUTIONS
All prices are inclusive of Australian GST, APSAD/DANA member registration rates are not transferable to non-members. By selecting a member registration rate, you warrant that you are a current full APSAD/DANA Member and that the registration is made in the APSAD/DANA member’s name only. A breach of this may result in a cancellation of an event registration.
As an alternative to cancellation, your registration may be transferred to another person without incurring any penalty. The Conference Secretariat must be advised of the transfer in writing. Please email the name, position, phone and email address of the new delegate to [email protected]. There will be no refunds for any social functions purchased by the original delegate.
CANCELLATION BY YOU
Cancellation Requests prior to Sunday 22 October
Registration cancellations and amendments must be notified in writing to the Secretariat. Cancellations or changes received before Sunday 22 October 2023 will receive a refund less a 20% administration fee.
Cancellation Requests after Sunday 22 October
Cancellations and amendments received in writing after Sunday 22 October 2023 will not receive any refund, if cancellation is for medical purposes we can assist with any documentation required for your insurance claim.
Cancellation Requests after Sunday 22 October due to Reasons out of the Delegate’s Control
If your request is due to reasons out of your control such as border closures and government restrictions preventing you from attending the conference, you must send your request in writing to [email protected] and provide proof for your request. You will have the option to attend virtually and be refunded the difference in registration fees or you may transfer the registration to another person without incurring any penalty.
Cancellation of social functions
No refunds will be provided for social function tickets within 30 days of the function commencing. Tickets can be transferred to another name.
CANCELLATION BY US
Sometimes our events are cancelled, varied, rescheduled, or postponed due to Force Majeure Events, situations which affect the speaker or other causes.
In these terms and conditions, a “Force Majeure Event” means any of the following (whether or not foreseeable or anticipated): acts of God, terrorism, war, civil unrest, strike or labour dispute, lack of transportation, breakdown, labour or material shortage, blockade or embargo, supplier failure, epidemic or pandemic, government restriction or recommendation, legal requirement, extreme weather, earthquake, drought, fire, flood, explosion, natural disaster, and/or any other event, cause or circumstance that is beyond our reasonable control.
The conference must be postponed.
In the event the conference cannot be held and is postponed due to events beyond the control of ASHM or APSAD (incl. force majeure) or due to events that are not attributable to wrongful intent or gross negligence of ASHM or APSAD, ASHM and APSAD cannot be held liable by delegates for any damages, costs, or losses incurred, financial losses, etc.
Under these circumstances, APSAD and ASHM reserve the right to transfer the registration to the postponed conference. If you are unable to attend the new dates, you may, by notifying us no later than 30 days after the originally scheduled date of the postponed conference, obtain a refund for the registration cost less 30% admin fee. The admin fee will be used to cover costs already incurred for the organization of the conference and which could not be recovered from third parties.
Notification: We will use reasonable endeavours to notify ticket holders of a cancellation, variation, rescheduling or postponement of an event by sending an email to the address provided to us by the ticket holder and putting a notice on our website; however, the responsibility to ascertain whether an event has been cancelled, varied, rescheduled or postponed is yours.
Sole remedy: Any refund will be your sole remedy for a postponement or cancellation of an event, and, to the extent permitted by law, ASHM and APSAD will have no further liability to you in respect of any cancellation, variation, rescheduling or postponement of an event for any reason.
Format of the conference changed to virtual
In the event the conference cannot be held face-to-face and is amended to a virtual delivery due to events beyond the control of ASHM and APSAD (incl. force majeure) or due to events which are not attributable to wrongful intent or gross negligence of ASHM or APSAD, ASHM and APSAD cannot be held liable by delegates for any damages, costs, or losses incurred, financial losses, etc. Under these circumstances, ASHM and APSAD reserve the right to convert face to face registrations to virtual registrations. All registrations will be automatically changed to a virtual registration and the difference in the value of the registration will be refunded. Alternatively, if you do not wish to attend virtually the registration may be transferred to another person without incurring any penalty.
A fee may be charged to your credit card by the hotel, in line with their cancellation conditions, if you cancel accommodation after Sunday 8 October 2023.
Please note, in the event government COVID-19 restrictions (such as a stay at home order or border closure) make attending the conference impossible, no cancellation penalties will be imposed by the accommodation providers. In the circumstances where COVID restrictions are implemented it is the delegates responsibility to liaise with the hotel regarding their booking.
Registration fees do not include insurance of any kind. It is strongly recommended that all delegates take out their own travel insurance and medical insurance prior to the conference. The policy should include loss of fees through cancellation of your participation in the Conference itself, loss of airfares for any reason, medical expenses and repatriation should travel arrangements have to be altered. In the event of industrial disruptions or natural disasters the Australasian Society for HIV, Viral Hepatitis and Sexual Health Medicine and APSAD cannot accept responsibility for any financial or other losses incurred by delegates. Nor can the Secretariat take responsibility for injury or damage to property or persons.
Registered delegates are liable for any damages caused by the delegate to the conference venues, accommodations rooms, conference supplier equipment or conference organiser’s equipment. In registering for the conference the delegate agrees to indemnify the organiser for any damages caused by the delegate to any venue or equipment.
Limitation of Liability
To the extent permitted by law, we exclude all conditions and warranties relating to your purchase of tickets for and attendance at events. Where APSAD’s liability cannot be excluded, such as in relation to Consumer Guarantees under the Australian Consumer Law or other prescribed terms under legislation, to the extent permitted by law, our liability for breach is limited to the face value of the ticket purchased by you, plus any relevant booking fees. You agree that if ASHM will not be able to perform its obligations under these terms and conditions and in relation to events to the extent such performance is affected by a Force Majeure Event.
To the extent permitted by law we exclude all liability for consequential loss, which includes any indirect loss, loss of profit, loss of data or loss of reputation.
In registering for the conference, delegates consent for APSAD, its agents and others working under its authority, to take and to have full and free use of video/photographs containing their image/ likeness taken at events and conferences. APSAD may only use these images for promotional, news, online/ multimedia, research and/or educational purposes by and for APSAD. Delegates agree that they are not entitled to remuneration, residuals, royalties or any other payment from APSAD in respect of their image/likeness or its use. Delegates release, discharge, and hold harmless, APSAD and its agents from any and all claims, demands or causes of actions that they may hereafter have by reason of anything contained in the photographs or video. Should a delegate not agree to the above image release, they must advise ASHM by contacting [email protected].
Some speakers may agree to share their presentation slides and webcasts (where available) with delegates only. This content is not intended for wider distribution – sharing, broadcasting and/or copying of this content is not permitted according to Australia’s intellectual property laws. Please be respectful of these speakers’ intellectual property so that we can continue to offer similar content in future events.
SPECIAL DIETARY/PHYSICAL REQUIREMENTS
These requirements may not be catered for unless requested before the event registration closing date. Please note down clearly your requirements (where indicated) on your online registration form or email the conference team ([email protected]), with your specifications. Special requests on the day cannot be guaranteed.
COVID-19 VACCINATION ACKNOWLEDGEMENT
Delegates attending an APSAD event in-person acknowledge that proof of vaccination or a valid exemption against COVID-19 vaccination may be required by various parties including venues, transport and accommodation providers.
Delegates must agree to comply with the required health and safety processes and protocols in place at the event or forum. You must not attend if have any symptoms of illness associated with the Covid-19 Corona Virus.
CODE OF CONDUCT
Please view the Code of Conduct here.
ALCOHOL AND TOBACCO ENTITIES
Any delegate affiliated with tobacco entities (current, in the past, or have future plans), tobacco lobbyists, either professionally or on a personal basis, will be ineligible to attend or present at the APSAD Adelaide 2023 Hybrid Conference.
APSAD’s policy is aligned with the World Health Organization’s Framework Convention on Tobacco Control, Article 5.3: There is a fundamental and irreconcilable conflict between the tobacco industry’s interest and public health policy interests.
Any delegate who, in the past five years, has conducted, commissioned or disseminated research for an organisation producing, distributing, selling, or promoting alcoholic beverages, any proxies or affiliates thereof, or an advocacy, trade or Social Aspects Organisation for an alcohol producer/distributor/seller/promoter is ineligible to attend or present at the APSAD Adelaide 2023 Hybrid Conference.
Paid registrations of such persons described above will not be refunded.
By checking the Conference Terms and Conditions box when submitting an abstract for presentation and/or registering for the conference you declare that none of the specifications described above apply to you.
Please make sure you read and understand the Cancellation Policy and full Terms & Conditions before registering for the conference.
APSAD Adelaide 2023 Hybrid Conference reserves the right to deny entry and/or terminate the registration of any person who demonstrates behaviour that is deemed to be inappropriate and/or a risk to others, or that it reasonably believes is not complying, or has not complied, with the Terms and Conditions, or the Conference Code of Conduct. No refund of the registration fee will be available unless decided otherwise at APSAD Council’s sole discretion.
You must at all times comply with:
- these terms and conditions
- the Conference Code of Conduct
- any terms and conditions imposed by the Adelaide Convention Centre (Venue); and
- any reasonable direction given to you by APSAD, ASHM, the Venue host, or any of their employees, agents or contractors.
APSAD and the Conference Scientific Advisory Committee reserve the right to change the conference program at any time without notice, and cannot guarantee that any particular person will appear as a speaker or panellist.
The virtual component of the program will include 2 of the 4 streams only. These streams will be determined after the abstract program is finalised.
SPEAKERS AND PRESENTERS
Views, personal beliefs, or opinions expressed by any speakers, presenters, sponsors, exhibitors, or affiliates at the APSAD Adelaide 2023 Conference, and are not necessarily reflective of the beliefs and opinions held and expressed by APSAD, our members, or subsequent conference speakers, presenters, sponsors or affiliates.
APSAD or ASHM cannot accept liability for advice given, or views expressed, by any attendee, sponsor or exhibitor at the conference, or in any material provided to attendees by third parties.
AUDIO AND VIDEO RECORDING
For copyright reasons audio and video recording is strictly prohibited during APSAD Adelaide 2023 without prior consent. If you fail to comply with this term, APSAD or its representatives or agents may require you to leave the session or the conference.
At the time of registration, APSAD provided the most recent information available and the attendee accepts that the content and/or the delivery of the event can change beyond the control of APSAD. APSAD will not take any responsibility for any errors, omissions and changes to the program or content of the event. APSAD reserves the right to make changes as it deems necessary without penalty and in such situations no refunds, part refunds or alternative offers shall be made.
- APSAD reserves the right to update the Disclaimer and Terms and Conditions without notice to you.
- APSAD cannot control all content published or disseminated at the event. You alone are solely responsible for your interaction with other attendees and agree to act responsibly and exercise caution, common sense and safety while in attendance at the event.
- APSAD, its directors, employees, volunteers, agents and affiliates shall not be liable for any losses, damages, liabilities, claims or expenses whatsoever arising out of or referable to the event.
IN PERSON REGISTRATION COVID-19 CANCELLATION POLICY
(Applies to delegates who have fully paid for an in-person registration)
In the event that APSAD Adelaide 2023 is required to cancel the in person portion of the conference in November 2023 due to government imposed restrictions on travel or meeting size, delegates will be offered:
- the option to attend virtually and be refunded the price difference in registration fees, or
- be refunded 100% of their registration fee, if they do not wish to attend virtually.
In the event that the delegate is not able to attend the conference in November 2023 due to travel restrictions imposed by their state/territory of residence within 7 days of the conference, delegates will be offered:
- the option to attend virtually and be refunded the price difference in registration fees, or
- be refunded 100% of their registration fee if they do not wish to attend virtually.