TERMS & CONDITIONS
Any accommodation cancelled after Sunday 3 October 2021 will be subject cancellation penalty. Please note; that terms and conditions vary for each property so please check your hotel’s terms and conditions regarding cancellation carefully before confirming your reservation.
Please note, in the event government COVID-19 restrictions (such as a stay at home order or border closure) make attending APSAD 2021 impossible, no cancellation penalties will be imposed by the accommodation providers.
Your attendance at the APSAD Brisbane 2021 Hybrid Conference is, at all times, at the sole discretion of APSAD. APSAD reserves the right to refuse entry to you to APSAD Brisbane 2021, or to request that you leave the APSAD Brisbane 2021 Hybrid Conference, without notice for any reason whatsoever. If this occurs, then 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 Sofitel Brisbane Central (Venue); and
- any reasonable direction given to you by APSAD, ASHM, the Venue host, or any of their employees, agents or contractors.
APSAD reserves the right to immediately terminate the registration of any delegate that it reasonably believes is not complying, or has not complied, with the above terms or the Conference Code of Conduct.
Audio and video recording
For copyright reasons audio and video recording is strictly prohibited during APSAD Brisbane 2021 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 APSAD Brisbane 2021.
Code of Conduct
Please view the Code of Conduct here.
Your record of registration, hotel bookings and payment will be sent to you via email automatically upon completion of your registration. Note: If you did not pay at the time of registration your registration is not confirmed.
Group registrations can be made via the Group Registration Site.
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.
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 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 occurring during the Conference or associated activities. Insurance is the responsibility of the individual delegate.
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 made by EFT/ bank transfer. Please note your registration is not guaranteed until payment is received.
If paying by EFT it is agreed that you will accept all bank fees incurred by your banking institution (if applicable). We will not deem registrations as fully paid if the full cost of the registration fee plus any bank fees are not remitted.
The Conference Secretariat, the Australasian Society for HIV, Viral Hepatitis and Sexual Health Medicine (ASHM) complies with new, national privacy legislation, The Privacy Amendment (Private Sector) Act 2001, effective 21 December 2001.
Personal and sensitive information already submitted by this date or collected after this date will be regarded as confidential and will be disclosed ONLY under the following conditions:
- The Conference Secretariat captures data on interested parties and registrants for use in the conference organisation.
- These lists are distributed to the conference committee and to ASHM.
- Marketing lists are used in the distribution of marketing materials with the ability to opt out of receiving this information.
- Delegate lists are produced for distribution to sponsors and other delegates at the conference with those who requested privacy excluded from the list.
Photographs and video will be taken at the conference; by registering you acknowledge that these may be used for marketing purposes.
APSAD and the Scientific Advisory Committee reserve the right to change the conference program and cannot guarantee that any particular person will appear as a speaker or panellist.
Registration Cancellations & Amendments
Cancellation Requests Prior to 10 October 2021
Registration cancellations and amendments must be notified in writing to the Conference Secretariat at firstname.lastname@example.org. Cancellations or changes received before Sunday 10 October 2021 will receive a refund less a 30% administration fee.
Cancellation Requests after 10 October 2021
Cancellations received in writing after Sunday 10 October 2021 will not receive any refund, if cancellation is for medical purposes we can assist with any documentation required for your insurance claim. You must send your request in writing to Conference Secretariat at email@example.com.
As an alternative to cancellation, your registration can 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 firstname.lastname@example.org There will be no refunds for any social functions purchased by the original delegate.
Cancellation Requests after Sunday 10 October 2021 due to COVID restrictions
If your request to cancel is due to reasons out of your control such as border closures and government restrictions preventing you from attending the conference, all registrations impacted by COVID restrictions will be automatically changed to a virtual registration and the difference in value of the registration will be refunded, after a deduction of a 30% administration fee has been applied to the full registration cost.
As an alternative to face to face attendance cancellation, your registration may be transferred to another person who can attend the face to face conference 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@example.com.
Conference has to converted to fully virtual.
In the event that the conference cannot be held face to face and is converted to fully virtual due to events beyond the control of APSAD & ASHM (incl. force majeure) or due to events which are not attributable to wrongful intent or gross negligence of APSAD & ASHM, APSAD & ASHM cannot be held liable by delegates for any damages, costs, or losses incurred, financial losses, etc.
Under these circumstances, APSAD & ASHM reserves 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 value of the registration will be refunded, after a deduction of a 30% administration fee has been applied to the full registration cost. APSAD will use the administration fee to cover costs already incurred for the organisation of the conference and which could not be recovered from third parties.
Speakers and presenters
Views expressed by any speakers or presenters at the APSAD Brisbane 2021 conference are their own.
APSAD or ASHM cannot accept liability for advice given, or views expressed, by any at the conference or in any material provided to Attendees by third parties.
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 firstname.lastname@example.org. There will be no refunds for any social functions purchased by the original delegate.
Registrations from people who are 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 Brisbane 2021 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.
Paid registrations of such persons will not be refunded.
Please make sure you read and understand the Cancellation Policy and full Terms & Conditions on this page before registering for the conference.