Conditions of Registration
Confirmation of registration, hotel bookings and payment will be sent to you via email automatically upon completion of your registration. Note: if you did not pay at the time of registration your registration is not guaranteed until payment is received.
Payment or proof of payment must be made in order to receive registration confirmation.
Please note your registration is not guaranteed until payment is received. Payment for a registration not received by Monday 17 September 2018 will require the provision of your personal credit card at the event to guarantee payment and before your conference materials are released.
If paying by EFT it is agreed that you will accept all bank fees incurred by your banking institution (if applicable). We will not deem registrations as fully paid if the full cost of the registration fee plus any bank fees are not remitted.
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”, authorised registration agent for the 7th International Symposium on Hepatitis Care in Substance Users.
Payments are processed through our PCI compliant software and payment gateway eWay. CVV numbers are not stored with your credit card data.
If you are registering a group please fill in a registration form for all members of your group. We request that each person's individual email address be provided so that they receive all information regarding the conference.
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 another form of payment will be offered to you.
Registration and/or accommodation cancellations and amendments must be notified in writing to the Secretariat. Cancellations received before Friday 7 September 2018 will receive a refund less 20% administration fee. Refunds (less administration fee) for cancellations received in writing after Friday 7 September 2018 will be made only in exceptional circumstances. All cancellation requests need to be sent in writing to firstname.lastname@example.org
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 email@example.com. There will be no refunds for any items purchased by the original delegate.
If you are sharing a registration with a colleague/s you will be given a generic badge for your organisation. Each colleague will need to collect and return the badge from the registration desk each day. A sign in and out form will be required to be completed.
A fee may be charged to your credit card by the hotel, in line with their cancellation conditions, if you cancel accommodation after Friday 10 August 2018.
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 occurring during the Conference or associated activities. Insurance is the responsibility of the individual delegate.
The Conference Secretariat, the Australasian Society for HIV, Viral Hepatitis and Sexual Health Medicine (ASHM) complies with new, national privacy legislation, The Privacy Amendment (Private Sector) Act 2001, effective 21 December 2001.
Personal and sensitive information already submitted by this date or collected after this date will be regarded as confidential and will be disclosed ONLY under the following conditions:
- Conference Secretariat captures data on interested parties and registrants for use in the conference organisation.
- These lists are distributed to the conference committee and to ASHM.
- Marketing lists are used in the distribution of marketing materials with the ability to opt out of receiving this information.
- Delegate lists are produced for distribution to sponsors and other delegates at the conference with those who requested privacy excluded from the list.
Photographs and video will be taken at the conference; by registering you acknowledge that these may be used for marketing purposes.