Payment or proof of payment must be made in order to receive registration confirmation. We encourage payment to be made at the time of registration to confirm your registration and attendance at any social events. The online form will allow payment by credit card (Visa or Mastercard only) or indication that payment will be by EFT/ bank transfer. Please note your registration is not guaranteed until payment is received.
For registrations made after Friday 5pm, 29 April 2022, payment will be required by credit card online at the time of purchase to ensure payment is received before the delegate is onsite. Secure online credit card facilities provided by eWay.
All payment options are outlined on the registration site and are included on the tax invoice. If you are paying by credit card, charges will appear on your statement as coming from “ASHM Surry Hills”.
Payments are processed through our PCI compliant software and payment gateway eWay. CVV numbers are not stored with your credit card data. If paying by EFT you must accept the bank fees at your end (if applicable). We will not deem registrations as fully paid if we receive them less bank fees.
International Credit Cards
If you are an international delegate and use a credit card for payment, we have the right to ask for a scanned copy of your credit card for proof of authenticity. If a card is not provided or the scan is not considered sufficient, the transaction will be reversed and you will be required to pay via an alternative method for your registration to be confirmed.
Your record of registration, hotel bookings and payment will be sent to you via email automatically upon completion of your registration.
REGISTRATION CANCELLATIONS & AMENDMENTS
Cancellation Requests prior to 1 May 2022
Registration cancellations and amendments must be notified in writing to the Secretariat. Cancellations or changes received before Sunday 1 May 2022 will receive a refund less a 20% administration fee.
Cancellation Requests after 1 May 2022
Cancellations and amendments received in writing after Sunday 1 May 2022 will not receive any refund, if cancellation is for medical purposes we can assist with any documentation required for your insurance claim.
Cancellation Requests after 1 May 2022 due to Reasons out of the Delegate’s Control
If your request is due to reasons out of your control such as border closures and government restrictions preventing you from attending the conference, you must send your request in writing to email@example.com and provide proof for your request.
After the deduction of a 30% administration fee the remaining cost will be refunded.
As an alternative to cancellation, your registration may be transferred to another person without incurring any penalty. The Conference Secretariat must be advised of the transfer in writing. Please email the name, position, phone and email address of the new delegate to firstname.lastname@example.org. There will be no refunds for any social functions purchased by the original delegate.
Conference has to be postponed.
In the event that the conference cannot be held and is postponed due to events beyond the control of ASHM (incl. force majeure) or due to events which are not attributable to wrongful intent or gross negligence of ASHM, ASHM cannot be held liable by delegates for any damages, costs, or losses incurred, financial losses, etc.
Under these circumstances, ASHM reserves the right to use the fees to cover costs already incurred for the organization of the conference and which could not be recovered from third parties or to retain the entire registration fee and to use it for a future conference.
As an alternative to cancellation, your registration may be transferred to another person without incurring any penalty. The Conference Secretariat must be advised of the transfer in writing (email@example.com). There will be no refunds for any social functions purchased by the original delegate.
A fee may be charged to your credit card by the hotel, in line with their cancellation conditions, if you cancel accommodation after Sunday 10 April 2022.
Please note, in the event government COVID-19 restrictions (such as a stay at home order or border closure) make attending VH2022 impossible, no cancellation penalties will be imposed by the accommodation providers.
Registration fees do not include insurance of any kind. It is strongly recommended that all delegates take out their own travel insurance and medical insurance prior to the conference. The policy should include loss of fees through cancellation of your participation in the Conference itself, loss of airfares for any reason, medical expenses and repatriation should travel arrangements have to be altered. In the event of industrial disruptions or natural disasters the Australasian Society for HIV, Viral Hepatitis and Sexual Health Medicine cannot accept responsibility for any financial or other losses incurred by delegates. Nor can the Secretariat take responsibility for injury or damage to property or persons.