General Terms and Conditions



DEFINITIONS

These terms & conditions for delegates apply to every person registering as a delegate for AROICON 2018 to be held in Thiruvananthapuram, Kerala from Nov 29 to Dec 2, 2018 (hereafter referred to as “the conference”), organised by the Kerala Chapter of Radiation Oncologists of India (hereafter referred to as “the conference organisers”).

CONFERENCE REGISTRATION

Only fully completed registration forms will be accepted. An email acknowledgement and invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full.

The registration fee for Members, non-members, trainees, foreign and trade delegates includes entry to all conference sessions, the exhibition and poster area, lunch and dinner sessions, the opening session and the closing session, provided that sufficient seating space is available. Please note that the security personnel of the conference centre are responsible for granting or denying access to conference halls in case of overfilling, according to room capacities. The conference organiser cannot guarantee available space in every session.

Family members will be allowed to enter the poster exhibition only. They must be linked to a regular delegate.
All conference materials will be distributed on-site. Conference kit cannot be assured for delegates who register after 14th November.
If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.

REGISTRATION CONFIRMATION/RECEIPT

A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.

METHODS OF PAYMENT

Payments should be made in advance and in INR or USD only, using a credit card, debit card or by net banking.

All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the registration number and the delegate’s full name as a reference on all bank transfers.

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 aroicon2018@gmail.com.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 AROICON Conference Secretariat is received and the amount may be refunded as follows:

Written cancellation received:
– before September 15, 2018 : 75% refund
– between September 15th and 5th November 2018,: 25% refund
– after 5th November, 2018: no refund

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, costs for additional orders, financial losses, etc.

Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to credit 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. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organisers.

LIABILITY

The conference organisers 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 delegate shall take part in the conference at his/her own risk.