Terms and Conditions – Groups Registration

REGISTRATION
  • Early registrations will be accepted until 26 April 2017, midnight CET.
  • Should your registration remain unpaid the 10 May 2017: Early registrations will be upgraded to the Standard registration fee.
  • As of 27 April 2017, Standard registration fees apply for every new registration.
  • Should your registration remain unpaid the 9 August 2017: Standard registration fees will be upgraded to the Onsite registration fee.
  • After 27 July 2017 & on site, Onsite registration rate for every new registration.

Payment conditions

An invoice to be settled upon receipt will be issued upon written confirmation. This invoice will act as a contract, and once issued, the below payment and cancellation conditions will apply.

All payments should be made before the beginning of the congress; otherwise, badges will not be given to the group leader or participant(s). Badges will be not given to the participant(s) in the event that the final invoice has not been settled before the congress.

Modifications and/or new registrations made on-site will require immediate payment (by cash or credit card).

In accordance with DIRECTIVE 2011/7/EU, late payment interest will be charged in the amount of 8% above the European Central Bank’s base reference rate.

Refunds will be made after the end of the congress, once your final balance invoice is issued. All refunds will be made by bank transfer.

Group registration procedure:

Upon receipt of your payment, we will send you an email with an internet link giving you direct and personalized access to our group registration tools.

In your personalized area, you will be able to enter the personal details of each of the participants of your group.

You will have plenty of time (until Wednesday, 5 July 2017, midnight CET) to complete the submission of your list of participants.

All modifications and cancellations are to be communicated by e-mail to MCI for processing (for related costs, please refer to the applicable rules listed below).

Registration, modifications and cancellations:

Names of all participants (registration and/or accommodation) should be submitted online before 5 July 2017.

Registration Cancellations:

Cancellations received before 14 June 2017, Midnight CET: Less 25% per participant for administrative costs.

Cancellations received after 14 June 2017: No payments will be refunded.

Modifications:

Modifications received until 5 July 2017: USD 40.- per registration modification.

If a badge is lost or forgotten, an administrative fee of USD 100.- will be charged for the reprint of the badge after identity verification (passport, driving license or other recognized identification documents).

Networking programme (congress Dinner):

Cancellations received before 31 May 2017, Midnight CET: deposits will be refunded

Cancellations received after 31 May 2017: No refunds will be possible

GENERAL CONDITIONS

Methods of payment:

For groups, only payments by bank transfer are accepted.

  • Bank transfer – please make your payment to:
  • MCI SUISSE SA, rue de Lyon 75, 1211 Geneva 13
    UBS SA, 35 rue des Noirettes 1227 Carouge
    Account number USD : 240-369393.61X
    SwiftCode: UBSWCHZH80A
    IBAN: CH19 0024 0240 3693 9361 X

    All payments are to be made in dollar sterling (USD/$). VAT may increase without notice and any such change will be reflected in final rates.

    Please indicate your group name, reference number (ex. UAA2017-G/XX) and “UAA 2017” on ALL payments. All costs are to be borne by the ordering customer.

  • Credit card: we may accept payments by credit card upon request. Should the amount to be paid be over USD 1’500.-, we will charge an extra 4% of the amount due.
    Only Eurocard/Mastercard, Visa and American Express are accepted.
  • Payment by cheques are not accepted.
  • Data management:

    Names of all participants (registration and/or accommodation) must be submitted and reservations assigned online before 5 July 2017.

    The Group Leader hereby commits to manage group registrations and hotel reservations using the tools proposed by the official registration bureau. The B-Com portal will be used to respect relevant registration and, if applicable, accommodation deadlines. Access to this tool will be provided upon full payment of deposits required.

    Contact information is to be entered in the system including the full coordinates of the participant of the congress. No generic agency coordinates will be accepted if reservations are handled by a third party or on the behalf of a sponsor. Reservations for registration and/or housing will then be assigned and updated through the B-Com portal and managed by the Group Leader or its internal representative.

    MCI, as the Official Registration Bureau will not be responsible for entering contacts’ coordinates nor assigning services on behalf of the entity hereby engaged in this contract.

    Should the Group Leader or the entity engaged in the present contract choose not to proceed with the proposed online tools, MCI will charge a handling fee of USD 50.- per participant, provided that the full coordinates are supplied.

    Insurance and liability:

    It is recommended that participants obtain adequate cover for travel, health and accident insurance before they depart from their countries. UAA 2017 and MCI as organizers cannot accept responsibility for personal injuries, or loss of, or damage to, private property belonging to the congress participants and accompanying persons

    UAA, MCI, Venue and Hotel are not responsible for either the partial or total non-execution of the contract in the event of accident, natural disaster (either threatened or actual) in war, curtailment or interruption of transportation facilities, threats or acts of terrorism, governmental travel or terrorism advisory, Strikes, Lock out, civil disturbance, the issue of a Travel Warning by the World Health Organization or any other cause beyond the parties’ control which prevents the Hotel and /or venue from accommodating the clients of MCI for the event or if for the same reasons the event is cancelled by MCI.

    The Organisers may at their entire discretion repay the delegate fee or Service Charge paid by the Delegate or Exhibitor, or part thereof, but shall be under no obligation to repay the whole or part of such Delegate fee or Service Charge, and shall be under no liability to the Delegate or Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Delegate or Exhibitor, as the result of the happening of any such event.

    Visa

    If your nationality is listed in the link below, you will require a visa to enter Hong Kong. Please tick the box and fill in the corresponding questionnaire in order to receive your Visa invitation letter. Please note that the VISA invitation letter will only be sent to participants who have paid their registration fee.

    Please click here (http://visahq.com/) to check if you require a visa for Hong Kong.

    Force majeure:

    MCI and the Hotel are not responsible for either the partial or total non-execution of the contract in the event of accident, an act caused by a third party, such as Acts of God including, without limitation, credible threats of natural disaster in the geographic vicinity of the Hotel, war, curtailment or interruption of transportation facilities, threats or acts of terrorism or similar acts, governmental travel advisory, a governmental elevation of the terrorism alert level, civil disturbance, the issue of a Travel Warning by the World Health Organization or any other cause comparable events or disaster beyond the parties’ control which prevents the Hotel from accommodating the clients of MCI for the event or if for the same reasons the event is cancelled by MCI.

    Closure of a hotel:

    Should above mentioned offered hotel(s) close between the date the contract was signed and the start of the event, MCI will do its utmost to offer alternative options to the client. If the client confirms such an alternative option, MCI will not be responsible for any difference in rates. Should the client decline the option and book in another hotel outside of MCI’s block, pre-payments made by the client for the closing hotel(s) would be reimbursed by MCI.