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International AIDS Society

Terms & Conditions for Media Representatives



Definitions

These Terms & Conditions for Media Representatives are valid for every delegate registered as media representative to attend the 7th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2013), to be held in Kuala Lumpur, Malaysia from 30 June – 03 July 2013 (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 30 June 2013 (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 registration and accreditation

Due to number restrictions, preference will be given to traditional media and credible online news sources.

Media representatives must register online. Only fully completed registration forms will be accepted. 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. There is no registration fee for accredited media representatives. However, to be accredited as media representative, you must submit the following:

Print journalists - Newspaper/magazine/HIV or scientific journals:
  • Copies of three articles that have been published by a recognised media outlet that 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, you may send the complete URL rather than hard copies of 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.
Broadcast journalists and film-makers:
  • 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, you may send the complete URL rather than upload the film. If you are unable to upload the audio/video files, please send a CD ROM with the recordings to the AIDS 2012 Conference Secretariat, Francesca Da Ros, Communications Officer, Postal address: Avenue de France 23, CH-1202 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 (Official news website):
  • The complete URL’s of three articles you have written that have been published by a recognized media outlet, 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.
News Bloggers:

This category will be marked on the quality and relevance of links provided. Being published on a blog does not automatically grant media accreditation.
  • The complete URL’s of three relevant HIV or health blog posts you have written in 2011/2012 with proof that you have an online following and that you have been re-blogged or published by others or sited on other blog sites
NGOs

Applications from NGOs wanting to accredit their communications and public relations staff will be assessed on merit. If successful only one pass will be granted to each organisation, unless they apply in writing to receive a maximum of two but as the media area space is limited numbers will be restricted.

Process

All submitted applications will be thoroughly checked and verified by the IAS 2013 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.

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.

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

The registration for media representatives includes entry to all conference sessions, the exhibition and poster area, the opening and closing session and the media centre. A conference bag and conference materials are also included. All conference bags and conference materials will be distributed onsite. Conference bags and conference material will not be mailed to media representatives.

At no time can any media delegates share their passes with other delegates. Identification checks will be done on entry to the media centre to avoid this happening.

Registration confirmation

A registration confirmation will be sent by email after the IAS 2013 Registration Department has received the fully completed registration form, the related payment (if applicable) and the applicant's media credentials have been verified and confirmed. Media representatives may be requested to present this registration confirmation 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

Payments (if applicable) should 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.

All bank fees and money transfer costs must be prepaid by the transmitter. Indicate the participant number, IAS 2013 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 IAS 2013 Registration Department by email. The cancellation will not be effective until a written acknowledgement from the IAS 2013 Registration Department is received. A refund for any additional items ordered (e.g. abstract book, etc.) cannot be made.

Cancellation of 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 facilities will not be granted without a proper name badge. If a media representative loses, misplaces or forgets the name badge, a handling fee of USD 65 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 through the online registration form or by contacting the IAS 2013 Registration Department. To receive a Letter of Invitation, media representatives 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. All expenses incurred in relation to the conference are the sole responsibility of the media representative.

Visa requirements

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 Malaysian embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities two weeks before travelling to Malaysia the latest (i.e. no later than mid-June 2013 for conference delegates).

Delegate registration details might be shared with the Malaysian immigration authorities to assist in the immigration process. However, the conference organizers and/or the IAS 2013 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.

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 (for example abstract books, etc.) cannot be made. Refund requests must be made in writing and sent to the IAS 2013 Registration Department, by email, no later than 10 August 2013.

The conference organizers strongly recommend that media representatives bringing professional video equipment into Malaysia obtain an ATA carnet (a Merchandise Passport) to ease customs processes at the border. Information regarding the carnet is available at: www.iccwbo.org/chamber-services/trade-facilitation/ata-carnets/about-ata-carnets/. Failure to follow Malaysia customs procedures may result in equipment being delayed at the border.

Data protection and sharing of contact details

The IAS will collect and store all personal data for the preparation and execution of the 7th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2013). 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 might share contact details of delegates with the Malaysian immigration authorities.

In addition, the IAS periodically shares contact details of delegates with third parties that may use these details to contact delegates 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 delegate in the registration form.

Protection of confidentiality of persons living with HIV/AIDS

Many conference participants are people living with HIV/AIDS, 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 unless a request from a presenter has been made for anonymity – if this happens media may attend the session but cannot film or take photos. They should also not use the presenters name in any materials.
     
  • The media may film group shots of the audience but if they film individuals asking questions they must obtain that person's permission to broadcast/publish this information once the session is over and BEFORE it is broadcast/published. Session chairs may impose further restrictions regarding visual recording at their discretion.
Conference Embargo Policy

In the case of IAS 2013, as with most scientific/medical conferences, all conference abstracts are released to delegates and media under a strict embargo policy. A detailed breakdown of the embargo variations for different types of abstracts is available on the IAS 2013 Conference Embargo Policy page.

All regular delegates, presenters and media are asked to respect this policy.

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.

Fulfilment and jurisdiction

This contract is subject to the law of Geneva, Switzerland. The terms of this contract shall be fulfilled in Kuala Lumpur, Malaysia 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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Contact Details
IAS 2013 Registration Department

IAS 2013
c/o Congrex Switzerland Ltd.

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