Conference Registration
All delegates must register for the conference using the online registration system. The categories of conference fees, together with appropriate deadlines for payment are advertised on the conference website and on the online registration system. The registration will only be confirmed upon receipt of payment in full. Subject to capacity being available registration for the conference can be completed in person at the event itself and will be charged at the ‘Late Rate’ delegate fee.
To qualify for the ‘Reduced Rate’ delegate fees you must fall into at least one of the following categories:
- Be working and/or living in ‘Low Income’ and ‘Middle Income’ counties that do not appear on the World Bank list of High Income Countries;
- 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 may be required);
- Be unwaged, including those working in a voluntary capacity for drug user and service provider organisations (proof of status may be required).
- Please note reduced fees are applied entirely at the discretion of the conference organisers.
Payment of the delegate fee includes:
- Attendance at all sessions during the 5 days of the conference
- A conference bag containing the relevant documents and materials upon arrival at the event;
- Access to the exhibition and networking area throughout the event;
- Morning coffee, lunch and afternoon tea from Monday 4th to Thursday 7th April;
- A free internet cafe to enable you to receive important e-mails and other communications;
- An invitation to the conference welcome reception (drinks and snacks) to be held at the venue, on the evening of Sunday 3rd of April;
- An invitation to Harm Reduction International Awards Ceremony and conference party, to be held on the evening of Wednesday 6th April, with a complimentary drink and canapés.
Please note the delegate fee does not include any 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 the Conference Consortium 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
Registration fees should be paid in US Dollars ($). Payments made in other currencies will be charged at the prevailing rate advertised on the registration system on the day payment is completed. When paying by bank transfer, all bank fees and money transfer costs must be prepaid by the sender. Please indicate your delegate registration number and name as a reference on all bank transfers and communications.
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 before 15th March 2011 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.
Cancellation Policy
Notification of cancellation must be made in writing and sent to the Conference Consortium by email. 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 1700 GMT on Friday 18th February 2011, 80% of the registration fee will be refunded.
- If written notification of cancellation is received before 1700 GMT on Friday 5th March 2011, 50% of the registration fee will be refunded. We regret that no refunds will be made for cancellations received after this date, however an alternate delegate may attend (please see previous section for details).
A cancellation will not be effective until a written acknowledgement from the Conference Consortium is received.
In the case of over-payment or double-payment, refund requests must be made in writing and sent to the Conference Consortium, by email, no later than 1700 GMT on Friday 27th May 2011. Agreed refunds 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. Any bank charges incurred in making a refund will be deducted from the sum refunded.
Credit will not be given for non-attendance at events, or late arrival, 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 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. All and any such necessary changes will be notified to delegates as soon as practicable.
Lost Delegate Badges
The conference delegate badge must be worn at all times during the conference. Access to the conference facilities will not be granted without it. If a delegate loses, misplaces or forgets their badge, a handling fee of USD 50 will be charged for a new badge. Once a new delegate badge is produced, the lost badge will become invalid.
Letters of Invitation
A ‘Letter of Invitation’ will only be issued once a delegate has registered for the conference and their payment has been received in full. The ‘Letter of Invitation’ does not financially obligate the conference organisers in any way. All expenses incurred in relation to their attendance at the conference are the sole responsibility of the delegate.
Visa Requirements
It is the sole responsibility of the delegate to ensure that they comply with any visa requirements to attend the conference. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact their nearest Lebanese embassy or consulate to determine the requirements and timing of their visa applications.
At the sole discretion of the conference organisers, the registration fee minus a handling fee of USD100 may be refunded after the conference if the visa was applied for in good time and proof is shown that a visa could not be granted even though all requested documents were submitted. The conference organisers cannot directly contact embassies and consulates on behalf of visa applicants.
Data Protection and Sharing of Contact Details
The Conference Consortium will collect and store all personal data for the preparation and execution of Harm Reduction 2011. Data protection is warranted in accordance with relevant data protection legislation in the UK.
In addition, the Conference Consortium 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 on the registration form.
Liability
The conference organisers shall be held liable in the framework of a duty of care according to statutory provisions. The liability of the conference organisers – 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 Conference Consortium.