Terms & Conditions

Definitions

These terms & conditions for delegates apply to every person registering for the 13th International Adenovirus Meeting (13th IAM), to be held in Vista Hermosa, Morelos, Mexico from September 25 - 29, 2018 (hereafter referred to as “the meeting"), organized by the Sociedad Mexicana de Bioquímica, A.C. (hereafter referred to as “the meeting organizers”).

All references to a date or a deadline, mentioned in these terms and on other meeting documents, refer to the UTC, Time Zone (Coordinated Universal Time).

Meeting registration

Registration within the Site and the use of its services implies that your data as a delegate will be included in 13th IAM files and will be processed in accordance with the provisions of the Privacy Policy, which every person registering for "the meeting" expressly states that he/she understands and accepts.

Only fully completed registration forms will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/regular).

To be able to register as a student (undergraduate and postgraduate), individuals must present proof of fulltime enrolment at a recognized university or college or an according program (i.e. student ID, confirmation of head of department, etc.) either by e-mail at the time of registration or during the onsite registration process. The registration fee for delegates includes entry to all meeting sessions, two-way bus transportation between Mexico City’s airport and the meeting venue, hotel accommodation for 4 nights, and AM/PM breaks, breakfasts, lunches, dinners for 25/09 to 29/09, abstract book, poster sessions, closing banquet and farewell party.

Parents/guardians of children agree to take full responsibility for them while at the meeting site.

The meeting organizers cannot guarantee that meeting materials will be available for late registrations. All meeting materials will be distributed on-site.

If the maximum delegate capacity of 300 participants is reached, the meeting organizers reserve the right to refuse additional registrations.

Registration confirmation/invoice

If you choose wire transfer payment, an automatic registration confirmation with the payment reference code will be sent by email after the registration has been completed online. A confirmation of payment with your final registration number will be sent by email after the related payment has been received on the meeting account by the meeting office.

If you choose credit card payment, an automatic registration confirmation with your final registration number will be sent by email after the registration and payment has been completed online.

Upon request an official invoice will be sent by email within a few days after the registration has been completed by the meeting organizers. Delegates may be requested to present the registration number/invoice/confirmation of payment at the registration counter as proof of their registration and payment.

Methods of payment

All fees include 16% VAT according to Mexican tax law. Payments should be made in advance and in US dollars only, using a credit card or by bank transfer. All bank fees and money transfer costs must be paid by the transmitter with no additional fees for the beneficiary. Indicate the reference code and the delegate's full name as a reference on all bank transfers. The payment must be exact.

Registration name change

A handling fee of 25.00 US dlls will be charged for every name change to an existing meeting registration. A name change should be notified by email to the meeting organizers indicating the old and new names including the required contact details, the method of payment used by the old participant along with the payment reference.

Once the meeting organizers have been notified, a new registration should be made online by the new participant indicating WIRETRANSFER as method of payment . A new registration number will be generated and sent by email to the new participant.

Name changes will be accepted by email until July 27th, 2018. After this date, all name changes must be carried out on-site.

Cancellation policy

Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email to the meeting organizers. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the meeting organizers is received. Registration fees may be refunded as follows:

  • All cancellations must be received in writing no later than July 27th, 2018. After this date, all payments are NON-REFUNDABLE. 
  • If cancellation notification is received on or before July 27th, 2018, the registration fee is refundable, minus a $50.00 US dlls handling fee.
  • The date of the email receipt date will be the basis for considering refunds. Refunds will be made after the meeting.
  • In the case of over-payment or double payment, refund requests must be made in writing (by email) to the meeting organizers.
  • No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers or any other incidents during the meeting, which are beyond the control of the meeting organizers.
  • By registering to the 13th IAM participants agree that the meeting organizers do not assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance.

Cancellation of the meeting

In the event that the meeting cannot be held or is postponed due to events beyond the control of the meeting organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the meeting organizers, the meeting organizers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under these circumstances, the meeting organizers reserve the right to either retain the entire registration fee and to credit it for a future meeting, or to reimburse the delegate after deducting costs already incurred for the organization of the meeting and which could not be recovered from third parties.

Modification of the program

The meeting organizers reserve the right to modify the program. No refunds can be granted in case of cancellation of speakers, or any other incidents during the meeting, which are beyond the control of the meeting organizers.

Lost name badge

The meeting name badge must be worn at all times during the meeting. Access to the meeting venue will not be granted without the name badge issued by the meeting organizer.

Letter of Invitation

Individuals requiring an official letter of invitation from the meeting organizers can request one by email to the meeting organizers. To receive a letter of invitation, delegates must first register to the meeting and then submit any necessary data, as stated on the online form.

The letter of invitation does not financially obligate the meeting organizers in any way. All expenses incurred in relation to the meeting, the registration and the attendance are the sole responsibility of the delegate.

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 Mexican embassy or consulate to determine the appropriate timing of their visa applications.

Note: Mexican embassies and consulates are independent decision-making agencies for visas. You cannot appeal against the rejection of a visa application; neither can the meeting organizers intervene on your behalf in case of a rejection or to speed up the procedure.

Delegate registration details will be shared with the Mexican immigration authorities on request to assist in the immigration process. However, the meeting organizers will not directly contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of $50.00 US dlls will be refunded after the meeting 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. Refund requests must be made in writing and sent to the meeting organizers, by email, no later than July 27th, 2018, after which requests for such refunds cannot be taken into consideration.

Travel-health insurance

Participants are requested to make their own arrangements for health and travel insurance.

Data protection and sharing of contact details

The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us. The meeting organizers will collect and store all personal data for the preparation and execution of the 13th IAM. In order to facilitate border entry and visa applications, the meeting organizers will share contact details of concerned delegates with Mexican immigration authorities on request.

Liability

The meeting organizers shall be held liable in the framework of a civil organization according to statutory provisions. The liability of the meeting 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 meeting at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the 13th IAM organizers.

Fulfillment and jurisdiction

The terms of this contract shall be fulfilled in Vista Hermosa, Morelos, Mexico, in the event of any legal claims arising from either party, Cuernavaca, Morelos, Mexico shall be the sole court of jurisdiction.