These Terms and Conditions for Accommodation Booking are valid for every person registered to attend the 20th International AIDS Conference (AIDS 2014), to be held in Melbourne from 20 – 25 July 2014 (hereinafter referred to as “the conference") and who booked accommodation through the AIDS 2014 accommodation booking system. Different terms and conditions apply to group bookings.
Only fully completed accommodation booking forms will be accepted. All hotel rooms will be booked on a first come, first served basis.
Accommodation bookings must be accompanied by a deposit payment of USD 250 to secure and guarantee the booking. If the total cost of your stay is less than the requested deposit of USD 250, you will only be charged the total cost. The accommodation booking is only guaranteed upon receipt of the deposit payment within 14 working days. The outstanding payment has to be made to the AIDS 2014 Accommodation Department at the latest by 29 May 2014. If the full payment is not received by 29 May 2014, the accommodation booking will be cancelled. Do not send any payment directly to the hotel.
If you would like to avoid two transactions, you can alternatively pay the total amount for your entire stay upon submitting your hotel accommodation booking. In this case, the accommodation booking booking is guaranteed upon receipt of the full payment within 14 working days. If the full payment is not received on time, the accommodation booking will be cancelled.
Hotel booking confirmation/invoice
A hotel booking confirmation/invoice will be sent by email after the AIDS 2014 Accommodation Department has received the fully completed accommodation booking form and full payment. In order to receive your hotel booking confirmation/invoice by email, ensure that your email address is correctly entered in your conference profile.
Methods of payment
The deposit payment or payment in full must accompany all accommodation bookings. Payments must be made in advance and in USD only, using a credit card or by bank transfer.
Personal cheques, company cheques or euro cheques are not accepted.
For bank transfers, all bank fees and money transfer costs must be prepaid by the transmitter. Please don’t forget to indicate the booking number, AIDS 2014 and the guest’s first and last name as a reference on all bank transfers as it can otherwise not be guaranteed that payments can be allocated correctly. Please transfer the amount due to:
Account holder: A111 Power of Conference Service Ltd.
Bank account nr: 4001095
Branch No: 003
Transit No: 04120
Bank: RBC Royal Bank of Canada
BIC/ SWIFT: ROYCCAT2
Payment Center Toronto
Guaranteed room availability / Late bookings
The guaranteed room availability ends on 29 May 2014. Late bookings can be made after 29 May 2014 but are subject to availability and are only possible against full payment by credit card in order to guarantee the booking. A handling fee of USD 60 will be charged for all reservations received after 29 May 2014.
Change of bookings
Until 29 May 2014 changes to existing accommodation bookings can be made by the participant directly online through the link on the email received directly after submission of the booking. If changes can’t be performed by the user online, please contact the AIDS 2014 accommodation department in writing. Please do not contact the hotel directly. Changes (not reductions of stay) made after that date are subject to a handling fee of USD 45.
The AIDS 2014 Accommodation Department reserves the right to book another hotel in the same category should the requested hotel not be available due to unforeseen reasons.
Notification of cancellation must be made in writing and sent to the AIDS 2014 Accommodation Department by email.
In case of cancellation until 29 May 2014, the amount paid will be refunded less a handling fee of USD 85. If you cancel your booking after that date, the total accommodation amount will be charged. Refunds can only be made after the congress if the room is resold (either by A111 Power of Conference Service Ltd. or the hotel).
Refunds will only be issued after the conference. 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.
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 AIDS 2014 Accommodation Department and the conference organizers cannot be held liable for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.
In addition, the participant acknowledges that he/she has no right to lodge damage claims against the AIDS 2014 Accommodation Department and/or the organizers should he/she not be able to attend the meeting due to cancelled or delayed travel means caused by Force Majeure. With his/her reservation, the participant accepts this proviso.
Under these circumstances, the conference organizers reserve the right to either retain the entire payment for accommodation booking, or to reimburse the delegate after deducting costs already incurred 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 cancellations or theft or damage to belongings.
Letter of Invitation
Individuals requiring an official Letter of Invitation from the conference organizers can request one through the online registration form or by contacting the AIDS 2014 Registration Department. To receive a Letter of Invitation, delegates must first register to the conference, pay in full and submit any required supporting documentation (if applicable).
The Letter of Invitation does not financially obligate the conference organizers in any way, nor does it guarantee an entry visa to Australia. All expenses incurred in relation to the conference are the sole responsibility of the delegate
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 Australian embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities two months before travelling to Australia the latest (i.e. no later than mid-May 2014 for conference delegates).
Delegate registration details might be shared with the Australian immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2014 Registration Department will not directly contact embassies and consulates on behalf of delegates.
The registration fee minus a handling fee of USD 65 will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. A refund for any additional items ordered can not be made. Refund requests must be made in writing and sent to the AIDS 2014 Registration Department, by email, no later than 25 July 2014.
The AIDS 2014 Accommodation Department collects personal data from you when you book a room (name, first name, address, email address). Any information collected from you will be used only in connection with your room booking for the 20th International AIDS conference (AIDS 2014) in Melbourne and to process the booking transaction. Your information will be shared with the hotel accordingly. Your information will not be sold, exchanged otherwise, transferred or given to any other company, without your consent, other than for the express purpose of processing your hotel booking requested. This does not include trusted third parties who assist the AIDS 2014 Accommodation Department in operating the website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. The AIDS 2014 Accommodation Department may also release your information when we believe release is appropriate to comply with the law, enforce our policies or protect ours or others rights or safety.
The AIDS 2014 Accommodation Department shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the AIDS 2014 Accommodation Department - 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 AIDS 2014 Accommodation Department.