GENERAL TERMS & CONDITIONS

These General Terms and Conditions are valid for each attendee registered for the 5^th National HIV and AIDS Research Conference which will be held 25^th – 28^th April 2023 (hereafter referred to as the “Conference”). Any person, delegate, accompanying person, media representative, speaker, or exhibitor is considered an attendee.

CONFERENCE REGISTRATION

The registration opens on 1^st September 2022 and ends on 31^st March 2023

After the registration deadline, registrations are only possible on-site. On-site registration from the 25^th of April 2023.

If the maximum attendee capacity is reached, the organizers reserve the right to refuse any registration.

To be eligible to register for the conference, attendees must be at least 18 years old. Attendees may be asked to present an official identity card stating their age.

The registration fee for delegates includes entry to all sessions, the exhibition area, the poster area, the opening session and the closing session.

The registration fee for accompanying persons includes entry to the conference venue, the opening session as well as the closing session. Entry to the exhibition area, the poster area and other conference sessions are not included. A maximum of one accompanying person can be registered per delegate.

Your registration will only be processed upon receipt and verification of the above-mentioned credentials. As the number of media registrations is limited, the NHARCON 2023 Conference Secretariat reserves the right to refuse applications.

Once you receive your Letter of Acceptance from the NHARCON 2023 Registration Department, please be reminded to apply the rules and regulations of the Uganda broadcasting cooperation. Please click here for more information.

GROUP REGISTRATION

For group bookings of 15 Delegates or more, please complete the Group Registration Form online as well as the Excel document “NHARCON 2023_Group Registration Name List Template” (excel list to fill in the individual details of each group member) and email it back to the NHARCON 2023 Registration Department.

A payment order will be sent by email to the group manager once the NHARCON 2023 Registration Department has received the duly completed registration form. This name list will then have to be returned to the NHARCON 2023 Registration Department, kindly respect the deadline provided. Please note that the full payment has to be received before the registration deadline you wish to register for. Please send the proof of payment to the NHARCON 2023 Registration Department.

CONFERENCE MATERIAL

If the registration form and full payment are received no later than the regular registration deadline, a conference bag is included in the registration fee for delegates and speakers. If the registration form and/or full payment are received after the regular registration deadline, the organizer cannot guarantee that a conference bag will be available. All conference materials will be handed out on-site in the registration area.

LETTER OF CONFIRMATION/PAYMENT RECEIPT

A letter of confirmation/payment receipt will be sent by email once the NHARCON 2023 Registration Department has received the fully completed registration form and the related payment. Attendees must present this confirmation/payment receipt at the registration counter as proof of their registration and payment.

LETTER OF INVITATION

Individuals requiring an official Letter of Invitation can request one from the NHARCON 2023 Registration Department. To receive a Letter of Invitation, attendees must first register for the conference and submit payment in full. The letter will be sent once the payment has been received by the Registration Department. Letters of Invitation will not be sent after the regular registration deadline.

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 attendee.

REGISTRATION CANCELLATION POLICY

No refund will be issued for any cancellation.

DATA PROTECTION AND SHARING OF CONTACT DETAILS

The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data are executed within the guidelines of the effective data protection regulations.

NHARCON 2023 secretariat will collect and store all data for the preparation and execution of the 5^th National HIV and AIDS Research Conference. When you register you will be asked to complete the online form providing: your name, address, email address and telephone number. The above-collected information is required to process, book and complete your booking (including confirmation by email).

Should you choose to make the payment for your bookings with a credit card, your credit card details will be collected (credit card type and number, CVC code, expiry date, credit card holder name). All data will be saved and processed.

To protect and safeguard the personal data provided to us, we have implemented and used appropriate business systems and procedures. For example, your credit card information is transmitted to us through a secure server protocol, which encrypts all your personal and credit card details. The encryption method used is the industry standard “Transport Layer Security (TLS)” technology. Our TLS certificate has been issued by utn.usertrust.com.

Furthermore, we have implemented and used security procedures and technical and physical restrictions, for accessing and using personal information. Only authorized employees have permission to access personal information for performing their duties in respect of our services. Our server and network are protected by firewalls against unauthorized access and we have intrusion detection systems that monitor and detect unauthorized attempts to access or misuse our servers.

Your credit card details will be kept by NHARCON 2023 Conference until three months after the end of the conference.

In addition, the conference organizers periodically share contact details of attendees with third parties that may use these details to contact attendees 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 attendee. Your complete contact details will only be forwarded if:

• Your explicit consent is given,
• A third party has proven to the conference organizers that you have violated the rights of this third party and has thus demanded the disclosure of your data, or
• The conference organizers are obliged to give out your data due to for example a court order or an official order.

Attendees can use the name badge with the barcode/QR code like a business card with any conference exhibitor and/or satellite holder to give them the complete contact details. In this case, you decide to whom you provide your data. Please note that offering your badge to be scanned at an exhibition booth and/or at the entrance to a satellite implies your acceptance that the respective company receives your complete contact details from the organizers and may contact you, using this data.

Granting of rights for photography, film and audio material for event documentation and public reporting.

The participant hereby declares their consent to the creation of image, film and audio recordings related to NHARCON 2023 and that this material can be shared and published within public reporting or used on social networks (Facebook, Twitter) about the event without entitlement to remuneration.

PRINCIPLES AND VALUES FOR PARTICIPATION

By attending NHARCON 2023, delegates agree to comply with the NHARCON 2023 Principles and Values of Conference Participation. The conference organizers reserve the right to confiscate the conference name badge, and therefore deny access, to anyone who does not comply with this policy.

The NHARCON endorses freedom of expression as an essential principle in the fight against HIV and AIDS and in promoting full participation in our conferences. The combined efforts of all stakeholders in the public and private sectors and civil society are required to halt and reverse the AIDS pandemic. Activism and advocacy contribute to advancing commitment, policy and practice aimed at ending the epidemic.

The right to participate in an NHARCON-supported conference is fundamental to ensuring open dialogue between all stakeholders. The NHARCON encourages debate and dialogue as key elements of participation, among all conference participants including delegates, sponsors, speakers and presenters, researchers and scientists, community representatives, leaders and the media. Peaceful protest has always been and continues to be a key element of participation at the conferences. The NHARCON opposes the destruction of property or the use or threat of physical force by any individual or group of individuals during the conferences. The NHARCON opposes the disruption of conference sessions or satellite meetings that results in the inability for dialogue and debate to take place.

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 attendee 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 conference organizers.

FULFILMENT AND JURISDICTION

This contract is subject to the law of Ghana. The terms of this contract shall be fulfilled in COUNTRY and the event of any legal claims arising from either party; Accra, Ghana shall be the sole court of jurisdiction.

SEVERABILITY CLAUSE

If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the Terms and Conditions remaining are not impaired. The parties are obligated to cooperate to replace the ineffective or impracticable clause with an effective or feasible clause, which results in the ineffective or impracticable clause being closed.

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 attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs and financial losses.

Under these circumstances, the conference organizers reserve the right to retain the entire registration fee or to use it for the next conference but this right will not be transferred to a third party.

METHODS OF PAYMENT

Payment is required at the time of registration. It should be made in USD only, using one of the following methods:

Credit card (Visa, MasterCard and American Express): Attendees should complete the relevant section of the registration form.

Bank transfer: Payment should be made in USD to