Terms and conditions of registration

TERMS AND CONDITIONS OF REGISTRATION

Registration Entitlement

Upon payment of registration fees, delegates can attend the Scientific Programme, Opening/Closing Ceremony, Welcome Reception, Farewell Dinner and have access to the exhibition. They are also entitled to a delegate bag and other related materials.

Fees for accommodation and tours are not included in the registration fees.

Registration Process and Payment

Participants can register via online registration system. Alternatively, they may complete the registration form and send it to the [NAME] Secretariat by e-mail at: _________ [EMAIL] or fax at [NUMBER]. DELETE IF ITS NOT POSSIBLE

Online registration system is opened up to ___________2022 only. There is some limited possibility for registration to be done on site from _________ 2022 onwards.

In order to enjoy the early-bird rate, full payment of registration fees must be received by __________ 2022. A letter confirming the registration will be sent via email, and upon full payment of the registration fee an official receipt will be issued. Please bring along the confirmation letter and present it at the self-registration kiosks for printing your name badge or for delegate making onsite payment to proceed to the cashier counter during the congress. (For local participants who will be paying via Local Order (LO), please send the original LO before ___________ 2022 in order to enjoy the early bird fee).

Payment to the ORGANISER must be made in _________ [CURRENCY] or Euro only. As an indication, the conversion rate is approximately

Payment of registration fees in ______________[CURRENCY] or Euro can be made via:

Credit card (Visa & MasterCard only);

Telegraphic transfer; or

Local order (Applicable to LOCAL Government Agencies only).

Please mail the original copy of the LO to the [name] Secretariat for verification before ____________2022.

For payments made by credit card, the amount reflected in the credit card statement will be in the currency of the cardholder’s country of origin. If an invoice is requested, the amount paid will be reflected in______ [CURRENCY] and Euro terms.

For students, in order to complete the registration, a letter or any documentary proof from the relevant department or learning institution should be submitted to confirm the student status. The document could be sent to the _________[name] Secretariat by e-mail at _______________ or by fax at _______________.

Short courses may be cancelled if there is insufficient enrolment. The registration fee will be refunded in full for any course that is cancelled.

For promotional purposes, photos and video recordings will be taken during the conference. Delegates who do not wish to be filmed or recorded should advise the organisers in writing prior to the event. Please contact the organiser by e-mail at___________ [email] or by fax at [number], if you have any queries about the disclosure of personal information and Privacy Policy.

Registration Transfer

All registrations are transferrable to another participant on or before _____________2022. Transfer requests must be made by e-mail to the ____________[name] at [email] or by fax at____________ [number]. The new participant should complete the registration form. Change of participant will not be allowed after ________________  2022.

Cancellation and Refund Policies

Any delegate wishing to cancel their booking must notify the organiser in writing. Cancellations charges will apply as follows

Up to   10 weeks before the event starts: 20% of the delegate fee plus any bank transfer fee incurred by the organiser

Up to 4 weeks before the event starts: 50% of the delegate fee plus any bank transfer fee incurred by the organise

Less than 4 weeks before the event starts: 100% of the delegate fee

Non-arrivals are liable for 100% of the delegate fee

In the unlikely event of the conference being cancelled by the organiser, a full refund will be made. Liability will be limited to the amount of the fee paid by the delegate and there will not be any additional liability to the organiser, event hosts or any other individual associated with the event organization.

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, liability will be limited to the amount of the fee paid by the delegate and there will not be any additional liability to the organiser event hosts or any other individual associated with the event organization. Under these circumstances, the conference organisers reserve the right to refund the fees paid minus a 25% admin fee plus any bank transfer fee incurred.

Liability

The Organising Committee reserves the right to make changes were deemed necessary, with or without prior notice to parties concerned. All disputes are subject to the local Law. We kindly ask you to authorize us by your signature to use all registration data given in this form for computerized handling of the congress.

LETTER OF INVITATION (FOR VISA APPLICATION)

Participants must possess valid passports or other internationally recognized travel documents endorsed for travelling to Zambia, with a validity period of at least six (6) months beyond the time of stay allowed in Zambia. Participant may request the Visa Invitation Request Form by email at_______ [EMAIL].

Please note that, it is the sole responsibility of the participant to obtain the necessary paperwork for entry into ZAMBIA. This letter will facilitate but does not guarantee that you will be granted a visa. The invitation letter will only be provided to participant whom has registered and paid for the congress.  Visa requirements are dependent on the country of origin and last port of disembarkation before entering ZAMBIA.

For detailed information on visa applications, please visit: _________[URL]. Participants can also contact the nearest ZAMBIAN Embassy to confirm visa requirements.

PAYMENT MODE

All payments should be made payable to [NAME].

OPTION 1 – CREDIT CARD

OPTION 2 TELEGRAPHIC TRANSFERS

BANK TRANSFER

DETAILS:

Name of Bank   :

Address            :

Account No       :

Swift Code        :

Important Note:

Please attach a copy of your bank transfer as proof of payment. Bank draft and cheque will not be accepted for payment. _________[NAME] Secretariat is not responsible for payment not sent as stated above.

Payee will bear the bank charges

OPTION 3 – LOCAL ORDER (Only Applicable for SPECIFY)

Please mail the original copy of LO to [NAME] Secretariat for verification.

 REGISTER