Terms & Conditions for Media Representatives

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Definitions

These Terms and Conditions are valid for every delegate registered as a media representative to attend the XVIII International AIDS Conference (AIDS 2010), to be held in Vienna from 18 – 23 July 2010 (hereinafter referred to as “the conference").

All references to the age of a person, mentioned in this and other conference documents, refer to the age of that person as of 18 July 2010 (the first day of the conference), unless otherwise specified.

All references to a date or a deadline, mentioned in this and other conference documents, refer to the Central European Time Zone (CET).

Media representative accreditation

Media representatives must register online. There is no registration fee for accredited media representatives. However, to register as a media representative, you must submit the following:

Print journalists (including newsletters):

• Copies of three articles you have written, with your byline on the article. Do not send Word documents – we require copies of the original published article. If these articles are published online, upload the complete URL via the upload interface provided by the AIDS 2010 Registration Department; AND
• A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
• A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Broadcast journalists and film-makers:

• Links to audio or video files of three broadcast programmes you have worked on. You must upload a maximum of one minute of this file, which includes the section with your name on it. If this file is published online, upload the complete URL via the upload interface provided by the AIDS 2010 Registration Department. If you are unable to provide links to the audio or video files, please send a CD ROM with the recordings to the AIDS 2010 Conference Secretariat, Media Registration Department, International AIDS Society HQ, PO Box 28, CH-1216 Cointrin, Geneva, Switzerland; AND
• A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
• A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Internet journalists:

• The complete URLs of three articles you have written, with your byline on the article; AND
• A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and that you have been assigned to cover the conference; AND
• A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Each media house is granted a maximum of two media registrations except where the media house is able to justify in writing why they require more than two registrations.

The number of media registrations for small newsletters (with a circulation of under 15,000) is limited to one person per organization, unless additional media registrations are justified in writing.

All submitted documents and credentials will be thoroughly checked and verified by the AIDS 2010 Conference Secretariat and additional credentials may be requested before accreditation is approved. You should therefore allow 7 to 14 days processing time before you receive confirmation of your registration. The IAS cannot take responsibility for delays or delivery failure of supporting documentation.

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

Media representative registration

To be able to register as a media representative, you must be at least 18 years old. You may be asked to present an official identity card stating your age. Only fully completed registration forms will be accepted. The registration will only be processed upon receipt of the completed registration form, payment for any additional orders (if applicable) as well as the above mentioned documents. 

Registration for media representatives includes entry to the onsite media centre, all conference sessions, the exhibition and poster area and the opening session and closing session. A conference bag and materials are also included. All conference materials will be distributed onsite at the registration counter.

Registration confirmation/receipt

A registration confirmation will be sent by email after the AIDS 2010 Registration Department has received the fully completed registration form and payment for any additional orders (if applicable) and the applicant’s media credentials have been verified and confirmed. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration.

Please note that access to the media centre may be refused without this identification.

Methods of payment

Payment must accompany all additional orders. Payments should be made in advance and in EUR only, using a credit card or by bank transfer. Personal cheques, company cheques or Euro cheques are not accepted.

All bank fees and money transfer costs must be prepaid by the transmitter. Indicate the participant number, AIDS 2010 and the delegate’s name as a reference on all bank transfers.

Registration name change

A name change to an existing media registration is not possible. The granted media registration must be cancelled and the new media representative must register and submit the required documents.

Cancellation policy

Notification of cancellation must be made in writing and sent to the AIDS 2010 Registration Department by email.

A refund for any additional orders cannot be made.

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 media representatives for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Modification of the programme

The conference organizers reserve the right to modify the programme, which is published as an indication only.

Lost name badge

The conference name badge must be worn at all times during the conference. Access to the conference venue will not be granted without a proper name badge. If a media representative loses, misplaces or forgets the name badge, a handling fee of EUR 45 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.

Letter of Invitation

Individuals requiring an official Letter of Invitation from the conference organizers can request one from the online registration form or by contacting the AIDS 2010 Registration Department. To receive a Letter of Invitation, media representatives must first register for the conference, submit payment for any additional orders in full and receive the registration confirmation/receipt once the accreditation has been approved.

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 delegate.

Visa requirements

It is the sole responsibility of the media representative to take care of his/her visa requirements. Media representatives who require an entry visa must allow sufficient time for the application procedure. Media representatives should contact the nearest Austrian embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities before 1 June 2010.

Media representatives registration details will be shared with the Austrian immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2010 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of EUR 45 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 (for example abstract books, insurance etc) can not be made. Refund requests must be made in writing and sent to the AIDS 2010 Registration Department, by email, no later than 1 September 2010.

Travel-health insurance

As part of a Schengen visa application, individuals must have travel-health insurance for the duration of their stay in the Schengen zone. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible Schengen embassy/consulate for a list of approved insurers available in their country. As an additional service, the conference has made an agreement with UNIQA, an Austrian insurer, who is able to provide such insurance at a reasonable rate to conference participants.

Booking and purchasing of the UNIQA travel-health insurance can be done online through the online conference registration system at the time of registration. Delegates who need to book and purchase the UNIQA travel-health insurance after the registration has been submitted should contact the AIDS 2010 Registration Department for further assistance.

Payment

Payment for the insurance must be made to the registration department as part of the registration process. The costs are as follows:

8 days = EUR 10 
15 days = EUR 19 
22 days = EUR 28 
31 days = EUR 38

Individuals must have insurance for their entire stay in Austria (or anywhere in the Schengen zone) and therefore are encouraged to ensure they choose and pay for the correct number of days. The Schengen visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.

The conference will not receive any financial benefit or administration costs for any insurance policy purchased through the online registration system. The conference organizers take no responsibility for the agreement between UNIQA and the individual, nor can the conference intervene in the relationship between the individual and insurer.

Once the payment has been made, the conference will send the money and personal details of the individual to UNIQA. UNIQA will then send confirmation of the policy to the individual, including a letter stating the individuals’ personal details, the arrival date of the individual into the Schengen zone and the number of days covered by the insurance policy. The conditions of the insurance and the emergency number will be provided by UNIQA at that time.

The cost for the insurance is non-refundable.

UNIQA insurance policy coverage:

• The full costs of a stay in a public hospital at standard rates for urgent medically justified treatment resulting from sickness or accident;
• The full costs of medically justified transfer to the nearest suitable hospital, the holiday accommodation or an embarkation point for repatriation;
• Up to EUR 2,000 per person excluding the first EUR 40 for medically justified outpatient treatment or emergency dental treatment for the purposes of relieving pain, including medication prescribed by a physician;
• The cost of rescue up to EUR 2,000 per incident;
• The full costs of a medically indicated transport to a hospital in the home country or main place of residence, and the cost of transporting an accompanying person with the insured person being transported. The preconditions for repatriation apart from the transportability of the insured person are that:
• the patient’s health problem is life-threatening;
• in-patient treatment exceeding the duration of 5 days is to be expected. Repatriation must be organized by one of the contracting organizations listed on the SOS card, otherwise no more than EUR 2,000 will be reimbursed;
• The full costs for the transport of a deceased person to his/her home;
• The necessary coverage of EUR 30.000, demanded by the European Union is fulfilled.

The following are not covered by the UNIQA insurance policy:

Benefits in connection with:

• treatments, illness, disabilities, abnormalities and injuries predating the commencement of insurance cover;
• Curative treatment of chronic diseases, except as a consequence of acute attacks or episodes;
• Curative treatment that is the purpose of the stay abroad;
• Dental treatment other than first aid for the immediate treatment of pain;
• Induced abortions or deliveries, except deliveries that are premature by at least two months;
• Curative treatment due to the excessive consumption of alcohol and drug abuse;
• Cosmetic treatment, cure treatment, and rehabilitation programs;
• Prophylactic vaccinations;
• Curative treatment of diseases and the consequences of accidents caused by any kind of war, by active participation in unrest or intentionally committed criminal offences;
• Curative treatment for the consequences of accidents that occur during active and remunerated participation in public sports competitions and the accompanying training;
• Curative treatment of diseases and the consequences of accidents caused by the destructive effect of nuclear energy;

Further details of the insurance cover and claim process can be obtained at www.uniqa.at/uniqa_at/cms/privat/index.jsp.

Data protection and sharing of contact details

The IAS will collect and store all personal data for the preparation and execution of the XVIII International AIDS Conference (AIDS 2010). Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act.

In order to facilitate border entry and visa applications, the IAS will share contact details of media representatives with Austrian immigration authorities.

Protection of confidentiality of persons living with HIV

Many conference participants are people living with HIV, and for many, their HIV status is unknown in their home countries. For this reason, we impose the following restrictions: In all conference sessions, media representatives may film (video or photograph) the presenter/s of the session. Should media representatives film anybody in the audience, including those who stand to ask questions, they must obtain that person's permission to broadcast/publish this information BEFORE it is broadcast/published. Session chairs may impose further restrictions regarding visual recording at their discretion. Failure to adhere to this restriction could result in the removal of conference accreditation.

AIDS 2010 abstract embargo policy

The media embargo for all data and information included in accepted abstracts is date and time of presentation at the conference. Authors have been instructed to not speak to the media about their findings prior to the presentation of their abstracts. The IAS also requests that journalists reporting on the conference respect this embargo policy.

IAS Principles and Values of Conference Participation

By attending the XVIII International AIDS Conference (AIDS 2010), delegates agree to comply with the IAS Principles and Values of Conference Participation. The full policy is available on the conference website and onsite at the registration counter.

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 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 IAS.

Fulfillment and jurisdiction

This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Vienna, Austria and, in the event of any legal claims arising from either party, Geneva, Switzerland shall be the sole court of jurisdiction.

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