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Terms & Conditions for ICASA 2023
These General Terms and Conditions are valid for each attendee registered for the 22nd International Conference on AIDS & STIs in Africa which will be held from 04 - 9 December 2023. (hereafter referred to as the ”Conference”). Any person, delegate, accompanying person, media representative, speaker, or exhibitor is considered as an attendee.Participants must bring their CERTIFICATE / CARD of vaccination against COVID-19. Due to the COVID-19 pandemic, you have the option to participate in-person or virtual at ICASA 2023. However, Kindly note that you can switch from virtual to in-person participant and vice versa. However, you need to notify us three months prior to the conference.
In the event that the COVID-19 pandemic is not under control or force majeure, the conference will be entirely virtual.
These stipulated General Terms and Conditions are valid for each attendee registered for the 22nd International Conference on AIDS & STIs in Africa, which will be held from 4th to 9th December 2023. (Hereinafter referred to as the” Conference” or ICASA2023). Any person, delegate, accompanying person, media representative, speaker, or exhibitor is considered as an attendee.
All references to the age limit, mentioned in this and any other conference documents are binding as of 4th December 2023. References to date and time herein and any other document refer to CET Time zone.
The Society for AIDS in Africa (SAA) is the organizer of the International Conference on AIDS and STIs in Africa (ICASA). Its permanent secretariat is situated in Accra, Ghana.
Registration Confirmation/Invoice
A payment order or invoice will be automatically sent by email to the delegate or group manager once delegate or group manager duly complete the online registration form. Please note that full payment should be received before the registration deadline. Please send the proof of payment to: payment@saafrica.orgMethods of Payment
Payment is required at the time of registration. It should be made in USD only, using one of the following methods:- Credit card (Visa, MasterCard and American Express): Attendees should complete the relevant section of the registration form.
- Bank transfer: Payment should be made in USD to:
| Title | Bank Details |
| Bank: | ECOBANK GHANA LIMITED |
| Branch: | A&C SHOPPING MALL, EAST LEGON |
| Address: | PMB GPO ACCRA – GHANA |
| Account name: | SOCIETY FOR AIDS IN AFRICA-ICASA Registration |
| Account number: | 2441000304908 |
| Ecobank’s Swift Code: | ECOCGHAC |
| Ecobank’s Correspondent Bank: | DZ BANK, FRANKFURT GERMANY |
| Swift Code for Correspondent Bank: | GENODEFF |
| Reference: | Participant Number, Name, ICASA 2023 |
| BankBank code: | 13-01-00: |
| Branch code: | 13-01-07 |
Please note that all transfer costs must be endorsed by the sender.
Cheques will not be accepted.
Letter of Confirmation/Payment Receipt
A letter of confirmation/payment receipt will be sent by email once the ICASA 2023 Registration Department has received the fully completed registration form and the related payment. Attendees must present this confirmation/payment receipt at the registration counter as proof of their registration and payment. If the full payment is not received within the stipulated deadlines, the system will change over to the next registration fee automatically.Letter of Invitation
Individuals requiring an official Letter of Invitation can request one from the ICASA 2023 Registration Department. To receive a Letter of Invitation, attendees must first register to the conference and submit payment in full. The letter will be sent once the payment has been received by the Registration Department.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 attendee.
Visa Requirements
It is the sole responsibility of the attendee to take care of his/her visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications or visit the following link here.The organizers will not directly contact embassies and consulates on behalf of visa applicants.
Certificate of Attendance
A Certificate of Attendance for paid delegates can only be acquired in the designated areas in the conference centre. It cannot be issued before the conference, however it can be issued online.
Lost Name Badge and Change of Name
The name badge must always be worn during the conference. Access to the conference facilities will not be granted without a proper name badge. If an attendee loses, misplaces or forgets the name badge, a handling fee of 60 USD will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid. Name changes will only be accepted until the late registration deadline indicating clearly the new and old name. After the late registration deadline, all name changes must be carried out on-site.
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 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 attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs and financial losses. Under these circumstances, the conference organizers reserve the right to retain the entire registration fee or to use it for the next conference but this right will not be transferred to a third party.
Registration Cancellation Policy
No refund will be issued for any cancellation.
Modification of the Conference Programme
The conference organizers reserve the right to modify the programme, which is published as an indication only.
Data Protection and Sharing of Contact Details
The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data is executed within the guidelines of the effective data protection regulations.ICASA 2023 secretariat will collect and store all data for the preparation and execution of the 22nd International Conference on AIDS & STIs in Africa.
When you register you will be asked to complete the online form providing for: your name, address, email address and telephone number. The above collected information is required to process, book and complete your booking (including confirmation by email).
Should you choose to make the payment for your bookings with credit card, your credit card details will be collected (credit card type and number, CVC code, expiry date, credit card holder name).
All data will be saved and processed.
In order to protect and safeguard the personal data provided to us, we have implemented and used appropriate business systems and procedures. For example, your credit card information is transmitted to us through a secure server protocol, which encrypts all your personal and credit card details.Furthermore, we have implemented and used security procedures and technical and physical restrictions, for accessing and using personal information. Only authorized employees have permission to access personal information for performing their duties in respect of our services. Our server and network are protected by firewalls against unauthorized access and we have intrusion detection systems that monitor and detect unauthorized attempts to access to or misuse of our servers.
Your credit card details will be kept by ICASA 2023 Conference until three months after the end of the conference.
In addition, the conference organizers periodically share contact details of attendees with third parties that may use these details to contact attendees 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 attendee. Your complete contact details will only be forwarded if:
Attendees can use the name badge with the barcode/QR code like a business card with any conference exhibitor and/or satellite holder to give them the complete contact details. In this case you decide to whom you provide your data. Please note that offering your badge to be scanned at an exhibition booth and/or at the entrance to a satellite implies your acceptance that the respective company receives your complete contact details from the organizers and may contact you, using this data.
Granting of rights for photography, film and audio material for event documentation and public reporting.
The participant hereby declares their consent to the creation of image, film and audio recordings related to the 22nd International Conference on AIDS & STIs in Africa and that this material can be shared and published within public reporting or used in social networks (Facebook, Twitter, Skype) about the event without entitlement to remuneration.
Conference Embargo Policy
In the case of ICASA 2023, 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 below. All regular delegates, presenters and media are asked to respect this policy.
Principles and Values for Conference Participation
By attending the 22nd ICASA Conference on (AIDS IS NOT OVER: Address inequalities, accelerate inclusion and innovation), delegates agree to comply with the ICASA 2023 Principles and Values of Conference Participation. The conference organizers reserve the right to confiscate the conference name badge, and therefore deny access, to anyone who does not comply with this policy.The ICASA endorses freedom of expression as an essential principle in the fight against HIV/AIDS and in promoting full participation in our conferences. The combined efforts of all stakeholders in the public and private sectors and civil society are required to halt and reverse the AIDS pandemic. Activism and advocacy contribute to advancing commitment, policy and practice aimed at ending the epidemic.
The right to participate at an ICASA supported conference is fundamental to ensuring open dialogue between all stakeholders. The ICASA encourages debate and dialogue as key elements of participation, among all conference participants including delegates, sponsors, speakers and presenters, researchers and scientists, community representatives, leaders and the media. Peaceful protest has always been and continues to be a key element of participation at the conferences. The ICASA opposes the destruction of property or the use or threat of physical force by any individual or group of individuals during the conferences. The ICASA opposes the disruption of conference sessions or satellite meetings that results in the inability for dialogue and debate to take place.
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 attendee 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 organizers.
Fulfilment and Jurisdiction
This contract is subject to the law of Accra, Ghana. The terms of this contract shall be fulfilled in Zimbabwe and in the event of any legal claims arising from either party; Accra, Ghana shall be the sole court of jurisdiction.
Severability Clause
If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the Terms and Conditions remaining are not impaired.The parties are obligated to cooperate in order to replace the ineffective or impracticable clause by an effective or feasible clause, which results in the ineffective or impracticable clause being closed.
Group of 15 delegates and above are offered 10% discount For group bookings of 15 delegates or more, kindly click here and fill-in the individual details of each group member). The group focal person must make sure that all mandatory data on the group is provided. The complete group details must be submitted within the deadline provided.
Group booking for 5–14 delegates
Please be informed that you could make a group registration for 5 to 14 delegates but at no discount on total invoice to be paid. Kindly click here and fill-in the individual details of each group member). The group focal person must make sure that all mandatory data on the group is provided. The complete group details must be submitted within the deadline provided.
Registration Confirmation/Invoice
A payment order or invoice will be sent by email to the delegate or group manager once the ICASA 2023 Registration Department has received the duly completed registration form. This name list will then have to be returned to the ICASA 2023 Registration Department, kindly respect the deadline provided. Please note that the full payment has to be received before the registration deadline you wish to register for. Please send the proof of payment to: payment@saafrica.orgMethods of Payment
Payment is required at the time of registration. It should be made in USD only, using one of the following methods:- Credit card (Visa, MasterCard and American Express): Attendees should complete the relevant section of the registration form.
- Bank transfer: Payment should be made in USD to:
| Title | Bank Details |
| Bank: | ECOBANK GHANA LIMITED |
| Branch: | A&C SHOPPING MALL, EAST LEGON |
| Address: | PMB GPO ACCRA – GHANA |
| Account name: | SOCIETY FOR AIDS IN AFRICA-ICASA Registration |
| Account number: | 2441000304908 |
| Ecobank’s Swift Code: | ECOCGHAC |
| Ecobank’s Correspondent Bank: | DZ BANK, FRANKFURT GERMANY |
| Swift Code for Correspondent Bank: | GENODEFF |
| Reference: | Participant Number, Name, ICASA 2023 |
| BankBank code: | 13-01-00: |
| Branch code: | 13-01-07 |
Please note that all transfer costs must be endorsed by the sender.
Cheques will not be accepted.
Letter of Confirmation/Payment Receipt
A letter of confirmation/payment receipt will be sent by email once the ICASA 2023 Registration Department has received the fully completed registration form and the related payment. Attendees must present this confirmation/payment receipt at the registration counter as proof of their registration and payment. If the full payment is not received within the stipulated deadlines, the system will change over to the next registration fee automatically.Letter of Invitation
Individuals requiring an official Letter of Invitation can request one from the ICASA 2023 Registration Department. To receive a Letter of Invitation, attendees must first register to the conference and submit payment in full. The letter will be sent once the payment has been received by the Registration Department.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 attendee.
Visa Requirements
It is the sole responsibility of the attendee to take care of his/her visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications or visit the following link hereThe organizers will not directly contact embassies and consulates on behalf of visa applicants.
Certificate of Attendance
A Certificate of Attendance for paid delegates can only be acquired in the designated areas in the conference centre. It cannot be issued before the conference, however it can be issued online.
Lost Name Badge and Change of Name
The name badge must always be worn during the conference. Access to the conference facilities will not be granted without a proper name badge. If an attendee loses, misplaces or forgets the name badge, a handling fee of 60 USD will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid. Name changes will only be accepted until the late registration deadline indicating clearly the new and old name. After the late registration deadline, all name changes must be carried out on-site.
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 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 attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs and financial losses. Under these circumstances, the conference organizers reserve the right to retain the entire registration fee or to use it for the next conference but this right will not be transferred to a third party.
Registration Cancellation Policy
No refund will be issued for any cancellation.
Modification of the Conference Programme
The conference organizers reserve the right to modify the programme, which is published as an indication only.
Data Protection and Sharing of Contact Details
The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data is executed within the guidelines of the effective data protection regulations.ICASA 2023 secretariat will collect and store all data for the preparation and execution of the 22nd International Conference on AIDS & STIs in Africa.
When you register you will be asked to complete the online form providing for: your name, address, email address and telephone number. The above collected information is required to process, book and complete your booking (including confirmation by email).
Should you choose to make the payment for your bookings with credit card, your credit card details will be collected (credit card type and number, CVC code, expiry date, credit card holder name).
All data will be saved and processed.
In order to protect and safeguard the personal data provided to us, we have implemented and used appropriate business systems and procedures. For example, your credit card information is transmitted to us through a secure server protocol, which encrypts all your personal and credit card details.Furthermore, we have implemented and used security procedures and technical and physical restrictions, for accessing and using personal information. Only authorized employees have permission to access personal information for performing their duties in respect of our services. Our server and network are protected by firewalls against unauthorized access and we have intrusion detection systems that monitor and detect unauthorized attempts to access to or misuse of our servers.
Your credit card details will be kept by ICASA 2023 Conference until three months after the end of the conference.
In addition, the conference organizers periodically share contact details of attendees with third parties that may use these details to contact attendees 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 attendee. Your complete contact details will only be forwarded if:
Attendees can use the name badge with the barcode/QR code like a business card with any conference exhibitor and/or satellite holder to give them the complete contact details. In this case you decide to whom you provide your data. Please note that offering your badge to be scanned at an exhibition booth and/or at the entrance to a satellite implies your acceptance that the respective company receives your complete contact details from the organizers and may contact you, using this data.
Granting of rights for photography, film and audio material for event documentation and public reporting.
The participant hereby declares their consent to the creation of image, film and audio recordings related to the 22nd International Conference on AIDS & STIs in Africa and that this material can be shared and published within public reporting or used in social networks (Facebook, Twitter, Skype) about the event without entitlement to remuneration.
Conference Embargo Policy
In the case of ICASA 2023, 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 below. All regular delegates, presenters and media are asked to respect this policy.
Principles and Values for Conference Participation
By attending the 22nd ICASA Conference on (AIDS IS NOT OVER: Address inequalities, accelerate inclusion and innovation), delegates agree to comply with the ICASA 2023 Principles and Values of Conference Participation. The conference organizers reserve the right to confiscate the conference name badge, and therefore deny access, to anyone who does not comply with this policy.The ICASA endorses freedom of expression as an essential principle in the fight against HIV/AIDS and in promoting full participation in our conferences. The combined efforts of all stakeholders in the public and private sectors and civil society are required to halt and reverse the AIDS pandemic. Activism and advocacy contribute to advancing commitment, policy and practice aimed at ending the epidemic.
The right to participate at an ICASA supported conference is fundamental to ensuring open dialogue between all stakeholders. The ICASA encourages debate and dialogue as key elements of participation, among all conference participants including delegates, sponsors, speakers and presenters, researchers and scientists, community representatives, leaders and the media. Peaceful protest has always been and continues to be a key element of participation at the conferences. The ICASA opposes the destruction of property or the use or threat of physical force by any individual or group of individuals during the conferences. The ICASA opposes the disruption of conference sessions or satellite meetings that results in the inability for dialogue and debate to take place.
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 attendee 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 organizers.
Fulfilment and Jurisdiction
This contract is subject to the law of Accra, Ghana. The terms of this contract shall be fulfilled in Zimbabwe and in the event of any legal claims arising from either party; Accra, Ghana shall be the sole court of jurisdiction.
Severability Clause
If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the Terms and Conditions remaining are not impaired.The parties are obligated to cooperate in order to replace the ineffective or impracticable clause by an effective or feasible clause, which results in the ineffective or impracticable clause being closed.
Scholarship Programme
If it were not for the support of sponsors and donors attending the International Conference on AIDS and Sexually Transmitted Infections in Africa, ICASA 2023 would be limited to those who have the economic means to do so. One of the main initiatives of the conference is to make the conference as accessible and beneficial as possible to delegates from all regions of the globe, especially those in resource-limited communities and settings. The Scholarship Programme of ICASA 2023 empowers those least able, but most in need, to attend.
Scholarship will be opened from 3rd July 2023 to 31st July 2023.
Scholarship confirmation letter will be sent to all applicants not later than end of September 2023
ICASA 2023 is planning to provide 500 scholarships across the 3 Programmes: Scientific, Leadership and Community.
Scholarship Application policy:
- To be eligible, you must be at least 18 years old.
- Scholarship is open to all types of participants, including abstract submitters.
- Scholarship applications are connected to the abstract submission, not the individual. If your abstract and scholarship get accepted, the scholarship will be awarded to the presenting author. If the presenting author changes, so will the scholarship recipient.
- If you are media, please do not apply for ICASA 2023 online scholarship programme.
Types of scholarship:
- Full Scholarship: (includes: air travel, accommodation, and a per diem)
- Partial Scholarship: (includes: accommodation and per diem or accommodation only or per diem only).
- Virtual Scholarship: (waive of registration fee only. Access to full virtual participation)
Should you be awarded a scholarship (full or partial) and accept it, please note that there is a need to pay for your registration fee at a discounted price of US$500.00.
If your scholarship application is rejected and you are still willing to participate (in person) at the ICASA 2023 conference, please note that you will be granted the right to also pay for your registration fee at a discounted price of US$500.00.
For more information, please contact: scholarship@saafrica.org
Letter of Confirmation/Payment Receipt
A letter of confirmation/payment receipt will be sent by email once the ICASA 2023 Registration Department has received the fully completed registration form and the related payment. Attendees must present this confirmation/payment receipt at the registration counter as proof of their registration and payment. If the full payment is not received within the stipulated deadlines, the system will change over to the next registration fee automatically.Letter of Invitation
Individuals requiring an official Letter of Invitation can request one from the ICASA 2023 Registration Department. To receive a Letter of Invitation, attendees must first register to the conference and submit payment in full. The letter will be sent once the payment has been received by the Registration Department.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 attendee.
Visa Requirements
It is the sole responsibility of the attendee to take care of his/her visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications or visit the following link hereThe organizers will not directly contact embassies and consulates on behalf of visa applicants.
Certificate of Attendance
A Certificate of Attendance for paid delegates can only be acquired in the designated areas in the conference centre. It cannot be issued before the conference, however it can be issued online.
Lost Name Badge and Change of Name
The name badge must always be worn during the conference. Access to the conference facilities will not be granted without a proper name badge. If an attendee loses, misplaces or forgets the name badge, a handling fee of 60 USD will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid. Name changes will only be accepted until the late registration deadline indicating clearly the new and old name. After the late registration deadline, all name changes must be carried out on-site.
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 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 attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs and financial losses. Under these circumstances, the conference organizers reserve the right to retain the entire registration fee or to use it for the next conference but this right will not be transferred to a third party.
Registration Cancellation Policy
No refund will be issued for any cancellation.
Modification of the Conference Programme
The conference organizers reserve the right to modify the programme, which is published as an indication only.
Data Protection and Sharing of Contact Details
The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data is executed within the guidelines of the effective data protection regulations.ICASA 2023 secretariat will collect and store all data for the preparation and execution of the 22nd International Conference on AIDS & STIs in Africa.
When you register you will be asked to complete the online form providing for: your name, address, email address and telephone number. The above collected information is required to process, book and complete your booking (including confirmation by email).
Should you choose to make the payment for your bookings with credit card, your credit card details will be collected (credit card type and number, CVC code, expiry date, credit card holder name).
All data will be saved and processed.
In order to protect and safeguard the personal data provided to us, we have implemented and used appropriate business systems and procedures. For example, your credit card information is transmitted to us through a secure server protocol, which encrypts all your personal and credit card details.Furthermore, we have implemented and used security procedures and technical and physical restrictions, for accessing and using personal information. Only authorized employees have permission to access personal information for performing their duties in respect of our services. Our server and network are protected by firewalls against unauthorized access and we have intrusion detection systems that monitor and detect unauthorized attempts to access to or misuse of our servers.
Your credit card details will be kept by ICASA 2023 Conference until three months after the end of the conference.
In addition, the conference organizers periodically share contact details of attendees with third parties that may use these details to contact attendees 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 attendee. Your complete contact details will only be forwarded if:
Attendees can use the name badge with the barcode/QR code like a business card with any conference exhibitor and/or satellite holder to give them the complete contact details. In this case you decide to whom you provide your data. Please note that offering your badge to be scanned at an exhibition booth and/or at the entrance to a satellite implies your acceptance that the respective company receives your complete contact details from the organizers and may contact you, using this data.
Granting of rights for photography, film and audio material for event documentation and public reporting.
The participant hereby declares their consent to the creation of image, film and audio recordings related to the 22nd International Conference on AIDS & STIs in Africa and that this material can be shared and published within public reporting or used in social networks (Facebook, Twitter, Skype) about the event without entitlement to remuneration.
Conference Embargo Policy
In the case of ICASA 2023, 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 below. All regular delegates, presenters and media are asked to respect this policy.
Principles and Values for Conference Participation
By attending the 22nd ICASA Conference on (AIDS IS NOT OVER: Address inequalities, accelerate inclusion and innovation), delegates agree to comply with the ICASA 2023 Principles and Values of Conference Participation. The conference organizers reserve the right to confiscate the conference name badge, and therefore deny access, to anyone who does not comply with this policy.The ICASA endorses freedom of expression as an essential principle in the fight against HIV/AIDS and in promoting full participation in our conferences. The combined efforts of all stakeholders in the public and private sectors and civil society are required to halt and reverse the AIDS pandemic. Activism and advocacy contribute to advancing commitment, policy and practice aimed at ending the epidemic.
The right to participate at an ICASA supported conference is fundamental to ensuring open dialogue between all stakeholders. The ICASA encourages debate and dialogue as key elements of participation, among all conference participants including delegates, sponsors, speakers and presenters, researchers and scientists, community representatives, leaders and the media. Peaceful protest has always been and continues to be a key element of participation at the conferences. The ICASA opposes the destruction of property or the use or threat of physical force by any individual or group of individuals during the conferences. The ICASA opposes the disruption of conference sessions or satellite meetings that results in the inability for dialogue and debate to take place.
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 attendee 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 organizers.
Fulfilment and Jurisdiction
This contract is subject to the law of Accra, Ghana. The terms of this contract shall be fulfilled in Zimbabwe and in the event of any legal claims arising from either party; Accra, Ghana shall be the sole court of jurisdiction.
Severability Clause
If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the Terms and Conditions remaining are not impaired.The parties are obligated to cooperate in order to replace the ineffective or impracticable clause by an effective or feasible clause, which results in the ineffective or impracticable clause being closed.
All foreign Journalists are advised to submit a full list of all the equipment they will be bringing into ICASA 2023 host country including serial numbers to (media@saafrica.org ) with urgency.
Kindly download the media accreditation requirements, in order to be allowed in ICASA 2023 host country.
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. Conference kits will not be given to media representatives.
Kindly note that media registration for ICASA 2023 will be opened on 1st March 2023.
The conference organizers strongly recommend that media representatives bringing professional video equipment into ICASA 2023 conference, to obtain a “Temporary Admission / Admission Temporaire” to ease customs processes at the border. Failure to follow ICASA 2023 host country’s custom procedures may result in equipment being delayed at the border.
Registration confirmation for journalists
A registration confirmation will be sent by email after the ICASA 2023 Registration Department has received the duly 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.
On-site Registration for journalists
Most journalists will complete the accreditation process before the conference begins. However, an on-site accreditation desk will be available in the registration area. The hours for on-site accreditation are per the above registration time.Journalists are encouraged to register online before the conference to avoid long delays –often up to several hours – when registering on-site.
Media Accreditation
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.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 from happening. Accreditation from host country is compulsory for media registration.
Read more on Accreditation requirements
To register a media person, click here.Media representatives need to register through the online registration system. There is no registration fee for accredited media representatives. However, to register as a media representative, you must submit:
The above are mandatory requirements for all members of the crew and not only the team/crew leader.
All submitted credentials will be thoroughly checked and verified by the ICASA 2023 Conference Secretariat and additional credentials may be requested by the host country before accreditation is approved.
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.On-Site Media Centre
Media delegates are strongly advised to bring their own laptops, however, conference organizers will be able to provide some computers workstations.The Media Centre will serve the needs of print, radio and broadcast journalists covering ICASA 2023. Services provided to registered journalists include computer workstations, Internet connections, ISDN lines, printers and photocopying machines for limited numbers of photocopies. A multi-lingual communications staff will be available to assist journalists with editorial, technical and logistical support. A room will be available for interviews, and a press conference room will be used for the official daily briefing and third-party press conferences.
Opening Hours
Media Centre operations begin on Monday, 6th December, at 15:00PM. The Media Centre is accessible from 8:00am to 16:30pm (from 4th to 9th December, 2023).
Electronic Name Badge
All participants, including media representatives, will receive an official conference name badge. This name badge must be worn at all times during the conference and is not transferable. If, for whatever reason, a participant’s name badge is used by another person in his or her stead, the participant is fully liable for any consequences of this person’s actions. Access to the conference facilities and session rooms will not be granted without a proper name badge. For security reasons, your name badge will be scanned at the entrance to the conference venue.All accredited journalists must check-in at the Media Desk in the Registration Area upon arrival at the convention centre. Please do not report to the Media Centre directly as you will not have access without an official name badge.
The conference name badge can be used as an electronic business card at some exhibition booths and at the entrance to some satellite symposia as a way for delegates to provide their contact details to exhibitors.
Lost name badge and Change of Name
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 an attendee loses, misplaces, or forgets the name badge, a handling fee of USD 60 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.
Conference Embargo Policy
In the case of ICASA 2023, 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 below. All regular delegates, presenters and media are asked to respect this policy.
Embargo Breaks for Media Reporters
As well as having access to the materials detailed above, the media is also given prior access to the speakers’ slides. However, access is only granted to media onsite at the conference and the same embargo rules apply, meaning the information in speakers slides cannot be referenced or published before the start of the presentation.Breaking of the embargo policy by a reporter will lead to one or more of the following measures:
Any breach in the embargo by media will be brought to the attention of the Media Embargo Committee. If you have questions, please contact the ICASA 2023 communications team at media@saafrica.org
Access to full Abstracts Text
The posting of full abstract texts to the online Programme-at-a-Glance is now being staggered to reflect the timing of the updated Conference Embargo Policy.
Access to Speaker Slides
Media delegates will also be given full access to speaker’s PowerPoint presentations. The login and password will also be communicated to you in the media centre.
Access to Camera Platforms and Audio Distribution Panels
Reserved space for camera-persons and still photographers is available in Session Room 1 where all plenaries, the opening session and the closing session will take place. The space is at the front of the stage. In the press conference room located in the Media Centre, a camera platform will be available.Space in front of the stage in Session Room 1 and on the camera platform in the press conference room is on a first come, first serve basis only. Audio splitter distribution panels will also be available at these locations.
Restricted Access to Positive Lounge
The Positive Lounge (lounge for persons living with HIV) is off-limits to journalists, except those who are themselves living with HIV, in which case, the person entering the lounge does so as a PLHIV and not as a journalist. We trust that all journalists will respect the privacy of the PLHIV Lounge.Should you wish to interview a person living with HIV, please contact the Information Desk at the Media Centre. We will liaise with various NGOs and the Positive Lounge to set up interviews for you.
PLEASE NOTE! Protection of confidentiality of persons living with HIV
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, you may film (video or photograph) the presenter/s of the session. 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. It might happen that minors speak at sessions and request anonymity. In this case, they must not be photographed or recorded on video and their real name should not be used.
Access
Access to the Media Centre is reserved for conference-accredited journalists. Should journalists arrange to interview non-media conference delegates, kindly meet the interviewee at the entrance to the Media Centre. Unaccompanied interviewees will not be allowed access to the Media Centre. On completion of the interview, kindly escort guests back to the entrance of the Media Centre.
Photos
Photographic coverage of the conference proceedings will be provided. High-resolution photographs will be available for download on the Online Media Centre of the ICASA 2023 website: (http://icasa2023.saafrica.org)
Videos
Key sessions will be recorded and made available via the Programme-at-a-Glance (PAG).
Third Party Press Releases and Materials
Some tables will be made available for the distribution of press releases and materials produced by third parties (organizations other than the conference itself) in the Media Centre.
Press Conference Room
The Media Centre will be equipped with a press conference room. When not in use by conference organizers, the press conference room will be available for use by third parties (this refers to all parties other than the conference organizers, including presenters, NGOs, international organizations, or agencies, and/or industry representatives).An initial schedule of each day’s press conferences will be provided on the http://icasa2023.saafrica.org website and in your media kit distributed at on-site check in. Updates will be posted at the information office in the Media Centre. Only accredited members of the media and press conference speakers will be allowed to attend press conferences.
Speakers’ Corner
In addition to the Press Conference room, a smaller meeting room, the Speakers’ Corner, is available. The Speakers’ Corner can accommodate up to 20 people and it is ideal for press conferences on very specific topics.45 minutes slots for the Speakers’ Corner (Tuesday 5th December to Saturday 8th December, from 10:30AM to 15:00PM) can be reserved in advance by sending a booking request at media@saafrica.org with the title of your event and date/time of your requested slot, or directly on-site. Bookings will be approved on a first-come first-served basis.
ICASA Organizer Official Press Conferences
An official opening press conference will be held before the conference opening session on Monday,4th December from 17:00 – 18:00, and will feature speakers from the opening ceremony. At 14:15 from Tuesday to Saturday, conference organizers will hold a press conference featuring daily plenary speakers and other key speakers from special sessions.All official press conferences will be in English and French.
Broadcast Facilities
Broadcasters are required to capture their own video and obtain the audio from the sound desks in session rooms and the press conference room.
Electricity
Electricity at the conference venue is between 220 and 240 volts AC. Make sure you go to an electric supplies store and buy an adapter if needed. International adapters will not be available in the Media Centre.
Online Media Centre
During the conference, the Online Media Centre will feature links to videos of sessions and press conferences, photos, presentation slides, speeches and press releases. Access to other information, including conference abstracts, presentation slides, news reports and summaries of scientific sessions, will also be available through the website.
Oral Abstracts
Information about the oral abstracts may not be published or presented before the start of the session at ICASA 2023, in which the abstract is being presented.
Oral Abstracts and Poster Exhibition Abstracts
Information about the oral poster discussion and poster exhibition abstracts may not be published or presented before 10:00 (Zimbabwe Standard Time) on Tuesday, 5th December 2023.The Role of Volunteers The success of ICASA 2023 depends heavily on the support of volunteers between 150 and 200 working with ICASA during the week of 4th to 9th December 2023.
Volunteers will help coordinate programme activities, greet visiting delegates, assist with registration, act as guides during the conference, staff various offices and activities, and perform other crucial tasks. Volunteers will receive training and support from ICASA staff and the conference volunteer coordinators.
Volunteers will have free access to conference sessions when not on duty, a lunch each working day and they will also receive a Certificate of Appreciation.
Furthermore, volunteers will have the opportunity to gain international experience at the African largest open scientific conference on HIV/AIDS.
To volunteer, you must be at least 18 years old (as of 4th December 2023), have a good level of English/French and be available for at least three- and half--day shifts. Volunteers who can commit to more than 6 shifts from 4th to 09th December 2023 will be prioritized.
Volunteer registration will be opened on 3rd July 2023. If you have any questions, please contact volunteer@saafrica.org
Volunteers from Other Countries
Persons from countries other than ICASA 2023 host country seeking to volunteer at ICASA 2023 will be required to meet customs and immigration requirements for visitors.
The conference secretariat is unfortunately not able to offer any financial assistance or an official Letter of Invitation to help with visas. It is the sole responsibility of the volunteer to take care of his/her visa requirements.
Volunteers are responsible for their own accommodation and travel costs. The conference organizers reserve the right to modify the programme, which is published as an indication only.
Data Protection and Sharing of Contact Details
The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data is executed within the guidelines of the effective data protection regulations.ICASA 2023 secretariat will collect and store all data for the preparation and execution of the 22nd International Conference on AIDS & STIs in Africa.
When you register you will be asked to complete the online form providing for: your name, address, email address and telephone number. The above collected information is required to process, book and complete your booking (including confirmation by email).
Should you choose to make the payment for your bookings with credit card, your credit card details will be collected (credit card type and number, CVC code, expiry date, credit card holder name).
All data will be saved and processed.
In order to protect and safeguard the personal data provided to us, we have implemented and used appropriate business systems and procedures. For example, your credit card information is transmitted to us through a secure server protocol, which encrypts all your personal and credit card details.Furthermore, we have implemented and used security procedures and technical and physical restrictions, for accessing and using personal information. Only authorized employees have permission to access personal information for performing their duties in respect of our services. Our server and network are protected by firewalls against unauthorized access and we have intrusion detection systems that monitor and detect unauthorized attempts to access to or misuse of our servers.
Your credit card details will be kept by ICASA 2023 Conference until three months after the end of the conference.
In addition, the conference organizers periodically share contact details of attendees with third parties that may use these details to contact attendees 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 attendee. Your complete contact details will only be forwarded if:
Attendees can use the name badge with the barcode/QR code like a business card with any conference exhibitor and/or satellite holder to give them the complete contact details. In this case you decide to whom you provide your data. Please note that offering your badge to be scanned at an exhibition booth and/or at the entrance to a satellite implies your acceptance that the respective company receives your complete contact details from the organizers and may contact you, using this data.
Granting of rights for photography, film and audio material for event documentation and public reporting.
The participant hereby declares their consent to the creation of image, film and audio recordings related to the 22nd International Conference on AIDS & STIs in Africa and that this material can be shared and published within public reporting or used in social networks (Facebook, Twitter, Skype) about the event without entitlement to remuneration.
Conference Embargo Policy
In the case of ICASA 2023, 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 below. All regular delegates, presenters and media are asked to respect this policy.
Principles and Values for Conference Participation
By attending the 22nd ICASA Conference on (AIDS IS NOT OVER: Address inequalities, accelerate inclusion and innovation), delegates agree to comply with the ICASA 2023 Principles and Values of Conference Participation. The conference organizers reserve the right to confiscate the conference name badge, and therefore deny access, to anyone who does not comply with this policy.The ICASA endorses freedom of expression as an essential principle in the fight against HIV/AIDS and in promoting full participation in our conferences. The combined efforts of all stakeholders in the public and private sectors and civil society are required to halt and reverse the AIDS pandemic. Activism and advocacy contribute to advancing commitment, policy and practice aimed at ending the epidemic.
The right to participate at an ICASA supported conference is fundamental to ensuring open dialogue between all stakeholders. The ICASA encourages debate and dialogue as key elements of participation, among all conference participants including delegates, sponsors, speakers and presenters, researchers and scientists, community representatives, leaders and the media. Peaceful protest has always been and continues to be a key element of participation at the conferences. The ICASA opposes the destruction of property or the use or threat of physical force by any individual or group of individuals during the conferences. The ICASA opposes the disruption of conference sessions or satellite meetings that results in the inability for dialogue and debate to take place.
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 attendee 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 organizers.
Fulfilment and Jurisdiction
This contract is subject to the law of Accra, Ghana. The terms of this contract shall be fulfilled in Zimbabwe and in the event of any legal claims arising from either party; Accra, Ghana shall be the sole court of jurisdiction.
Severability Clause
If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the Terms and Conditions remaining are not impaired.The parties are obligated to cooperate in order to replace the ineffective or impracticable clause by an effective or feasible clause, which results in the ineffective or impracticable clause being closed.
Language
English and French are the official languages of the conference.
Banks and Currency
Banks are open Monday – Friday. Foreign Exchange can be made in the banks. ATMs are located at major bank branches, most shopping malls, and airports. Transactions are usually made in the country’s currency.Drink and Food
Delegates are encouraged not to drink tap water in the ICASA 2023 host country, there are many different cultures, and it is easy to find restaurants with quite a variety of foods at the conference venue.Security and Safety in COUNTRY
In general, The conference venue Centre is very safe. However, the usual travel precautions apply. Credit-card fraud is a growing problem worldwide, so only use your cards at established businesses and guard your credit card numbers.In general, whether you are staying in an area close to the conference venue or traveling around the city, it is necessary to consider the following common-sense principles for travelers to any city: Avoid areas of the city that are unfamiliar to you.
- Always travel with someone or in a group.
- Beware of pick-pockets.
- Avoid carrying large sums of money with you; bring only what you will need.
- Always let people know where you are and, if possible, carry a mobile phone with you.
- Always carry identification (including a copy of your passport) with you, along with the name, address and contact information of your hotel.
Taxes and Tips
A 15% goods and service tax (GST) is applied to all goods and services.To tip or not depends entirely on you, most hotels and large restaurants have already included a certain percentage on service charge.