Registration and attendance at the Harm Reduction International Conference 2013 is subject to the following Terms and Conditions. Harm Reduction International is referred to in these Terms and Conditions as ‘HRI’ or the ‘conference organisers’.
All delegates must register for the conference using the online registration system. The registration will only be confirmed upon receipt of payment in full. The categories of conference fees, together with the relevant deadlines for payment are advertised on the conference website and on the online registration system. If full payment has not been received by the applicable deadline indicated, the ‘on-site’ delegate fee will be charged to the delegate on arrival at the conference.
Registration for the conference can be completed in person at the event itself, but only upon payment of the ‘on-site’ delegate fee. However if the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.
Limited student registration places will be available for Harm Reduction 2013. These will be sold on a first come first served-basis, and once all student badges have been purchased additional places will not be issued. To register as a student delegate, you must be enrolled as a full-time student at a recognised university or college at both the time of registration and during the conference. Proof of student identification will be required.
Payment of the delegate fee includes:
• Attendance at all sessions of the conference
• All documents and conference materials
• Tea and coffee break refreshments from Monday 10th to Wednesday 12th June
• Admission to the conference welcome reception on Sunday 9th June
The delegate fee does not include any lunch, travel and accommodation costs, which have to be arranged and paid directly by delegates.
Confirmation / Payment Receipt
A ‘Confirmation / Payment Receipt’ will be sent by email after HRI has received a fully completed registration form and the appropriate payment in full.
Delegates will be required to present this ‘Confirmation / Payment Receipt’ at the check-in desk at the conference as proof of their registration and payment.
Methods of Payment
All registration fees must be paid in GB Pounds Sterling (£).
Payments can be made using a credit card or by bank transfer. Credit cards will be charged in GB Pounds Sterling (£). When paying by bank transfer, all bank fees and money transfer costs must be prepaid by the transmitter. Please indicate your delegate registration number and name as a reference on all bank transfers and communications.
Harm Reduction International does not store credit card details nor do we share customer details with any 3rd parties.
Registration Name Change
If a delegate is unable to attend an alternate may attend in their place. However the alternate should inform the organisers by e-mail email@example.com – before 12th May 2013 and bring the receipt confirming the payment of the appropriate delegate fee for the original delegate with them to present at the check-in desk for the conference.
Notification of cancellation must be made in writing and sent to HRI by email – firstname.lastname@example.org. The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted.
If the written notification of cancellation is received before Friday 26th April 2013, 80% of the registration fee will be refunded. If written notification of cancellation is received before Friday 10th May 2013, 50% of the registration fee will be refunded. HRI regrets that no refunds will be made for cancellations received after this date. Please see also the previous section relating to alternate delegates. The cancellation will not be effective until a written acknowledgement is issued by HRI.
In the case of over payment or double payment, refund requests must be made in writing and sent to HRI, by email, no later than Friday 14th August 2013. Refunds will be sent after the close of the conference and will be made in the same form as the original transaction. For original payments made by bank transfer, the cancellation notification must indicate a bank account to which a refund may be remitted.
Credit will not be given for unattended events or early termination of attendance.
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 organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.
Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the delegate, in each case after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.
Modification of the Programme
The conference organisers reserve the right to modify the programme, which is published as an indication only.
Lost Name Badges
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 delegate loses, misplaces or forgets the name badge, a handling fee of £30 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid.
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 Lithuanian or Schengen member embassy or consulate to determine the requirements and timing of their visa applications.
For more information on what countries are included in the Schengen Area agreement and whether you might eligible for a Schengen visa, please visit the European Commission Home Affairs website (http://ec.europa.eu/dgs/home-affairs/what-we-do/policies/borders-and-visas/index_en.htm), and for further help on Schengen visas please visit this website: http://www.immihelp.com/visas/schengenvisa/.
The registration fee minus a handling fee of £30 will be refunded after the conference if the visa was applied for in time (in the conference organisers’ view) and proof is shown that a visa could not be granted even though all requested documents were submitted. The conference organisers will not directly contact embassies and consulates on behalf of visa applicants.
Data Protection and Sharing of Contact Details
HRI will collect and store all personal data for the preparation and organisation of the Harm Reduction International Conference 2013. HRI will process delegates’ personal information in accordance with its obligations under the UK Data Protection Act 1998. It may use delegates’ details to update them from time to time on its other events and activities.
HRI may also share contact details of delegates with the relevant Lithuanian authorities in order to facilitate border entry and visa applications.
In addition, HRI 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 delegates’ personal data might be passed on to third parties unless the delegate expressly opts out of having his or her data shared in this way in the registration form.
Photography & Filming
For promotional purposes, there may be a photographer and video production taking place during the conference. Please advise the conference organisers if you do not wish to be filmed or photographed.
Subject to the other provisions of this section (Liability), HRI shall only be liable to delegates for proven direct losses suffered due to the negligent acts or omissions of HRI and liability for these proven direct losses is limited in total to the conference fee paid by the delegate to HRI. HRI expressly excludes any liability for any property damage or loss incurred at any time during the event. HRI shall not be liable (whether such liability arises due to negligence, breach of contract, misrepresentation, or otherwise) for any direct losses or damages not stated above or for any indirect or consequential losses or damages howsoever arising.
This shall include, but not be limited to, (and whether direct, indirect or consequential) loss of use or any profit, business, or data or any loss of use or damage suffered by any delegate as a result of an action brought by a third party.
Nothing in these terms and conditions is intended to limit or exclude any liability which HRI is not able to limit or exclude by law including, but not limited to, liability for any fraudulent misrepresentation and/or for any death or personal injury caused by its negligence.
You shall indemnify HRI and keep HRI indemnified, for any costs, losses, or damages that HRI pays to the venue, accommodation or any other supplier connected to the conference following (i) any breach by you of any of the relevant rules and regulations relating to the venue or accommodation; (ii) any damage done to that venue or accommodation or any equipment thereon by you, including, but not limited to, any equipment provided for the event; and (iii) any injury suffered by any person or item caused by or in consequence of your act or omission.
Delegates should ensure that they have appropriate insurance cover in relation to their attendance at the conference. .
Variation of these terms
No variation to these terms and conditions shall be binding on the conference organisers unless confirmed in writing by Harm Reduction International.
Governing law and jurisdiction
These terms and conditions are governed by the law of England and Wales and the parties submit to the exclusive jurisdiction of the English courts to determine any disputes which may arise in connection with them.