Definitions
These Terms & Conditions for Media Representatives are valid for every person registered as a media representative to the COVID-19 Conference to be held on 10 – 11 July 2020 (hereinafter referred to as “the conference”).
All references to the age of a person, mentioned in this and other conference documents, refer to the age of that person as of 10 July 2020 (the conference day), unless otherwise specified.
All references to a date or a deadline, mentioned in this and other conference documents, refer to the Central European Time Zone (CET).
All references to “IAS” mentioned in this and other conference documents, refer to the IAS, a District of Columbia, United States, non-profit corporation with its principal office at 1035 Market Street, Suite 400, San Francisco, CA 94103, USA, doing business in California as AIDS 2020 (IAS DBA AIDS 2020).
All references to International AIDS Society mentioned in this and other conference documents refers to the International AIDS Society, registered and based in Geneva, Switzerland. The International AIDS Society is the organizer of the COVID-19 Conference.
Media registration and accreditation
Application process and requirements
Media representatives must register online by submitting both the media registration form as well as the supporting documents. To be able to register as a media representative, individuals must be at least 18 years old and may be asked to present an official identity card stating their age.
Journalists, photographers, videographers and community educators who are either employees of or on assignment for a recognized print, radio, broadcast or online consumer, medical, community-based or AIDS service organization-sponsored media outlet are eligible
to apply for complementary media registration.
To apply for a media accreditation, the following supporting documents must be submitted:
- Letter from your editor stating the purpose of your assignment at the COVID-19 Conference (on official company letterhead).
- Two articles on health, science or COVID-19 specific topics with your byline, written within the last year (URLs or scanned copies of print pieces are accepted). Note, if original articles are not in English, please provide an English translation for review.
- A copy of your current press badge. If you do not have a press card, your editor must state this clearly in the above letter.
Please note: Communications support professionals attached to a recognized research, advocacy or policy organization, whose work is directly related to supporting media coverage of presentations at the COVID-19 Conference are not considered media and must register as a regular delegate. Media accreditation for this category is not guaranteed, but is granted on a case by-case basis.
Application review
To be accredited as a media representative for the COVID-19 Conference, all required media documentation must be submitted and approved by the IAS Communications team.
Your media application will be processed only upon receipt of the fully completed registration form and verification of the requested supporting documents. The IAS Communications team will thoroughly check and verify all submitted applications. Additional credentials may be requested before accreditation is approved. Please allow a minimum of 14 days’ processing time to receive confirmation of your registration. The IAS Communications team cannot take responsibility for delays or delivery failure of supporting documentation.
Your media registration will only be confirmed once we have received and approved your completed registration form and required supporting documentation. As the number of media registrations is limited media registration is not guaranteed.
Media registration includes access to the COVID-19 Conference, a compelling combination of virtual plenary, invited-speaker and abstract-driven sessions on 10 July 2020 (for delegates in certain time zones, the conference will run into Saturday, 11 July 2020). A press conference will be scheduled for the COVID-19 Conference press conference and details will be shared nearer to the time with registered and accredited media.
Registration confirmation
There is no registration fee for accredited media representatives.
A registration confirmation will be sent by email once the Registration team has received the fully completed registration form, and after all required supporting documents have been provided and 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 for the application process.
Cancellation policy
Notification of cancellation must be made in writing and sent to the COVID-19 Conference – Registration team by email. The cancellation will not be effective until a written acknowledgement from the COVID-19 Conference – Registration team is received.
Cancellation of the conference
In the event that the conference cannot be held or is postponed due to events beyond the control of the IAS and the conference organizers (incl. force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the IAS and the conference organizers, the IAS cannot be held liable by delegates for any damages, costs, or losses incurred, financial losses, etc.
Modification of the programme
The IAS reserves the right to modify the programme, which is published as an indication only.
Data protection and sharing of contact details with third parties
The International AIDS Society will collect, process, transfer and store delegates personal
data only for (i) the preparation and execution of the COVID-19 Conference and (ii) the preparation of future International AIDS Society and International AIDS Conferences. Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act. Delegates’ personal data will be retained securely and only be accessible on a ‘need to know’ basis by duly authorized persons.
The data of delegates, including media, registering for the COVID-19 Conference entered in the Conference Account (i.e. full first and last name(s), gender, date of birth, nationality, organization type, profession type, email, full home address) will be shared with the following entity (i.e. third party), in countries which legislation might not ensure an adequate level of data protection:
- The COVID-19 Conference – Registration team, c/o K.I.T. Group, Germany.
The International AIDS Society will nevertheless contractually ensure that your personal data will be processed by the above listed third party to the same extent as it is authorized for itself under Swiss law. The International AIDS Society will also ensure that the third party which will process your personal data have implemented appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, and which provide a level of security appropriate to the risk represented by the processing and the nature of the data to be protected.
K.I.T. Group will collect and store all personal data for the preparation and execution of the COVID-19 Conference only and not use the personal data for any other purposes.
When you register you will be asked to complete the online form providing for example:
your name, address and email address. The above collected information is required to process, book and complete your booking (including the sending of a confirmation email of the booking to you).
All data will be saved and processed in compliance with the EU-General Data Protection
Regulation (EU-GDPR).
In order to protect and safeguard the personal data provided to K.I.T. Group, K.I.T. Group has implemented and uses appropriate business systems and procedures. For example, credit card information is transmitted through a secure server protocol, which encrypts all personal and credit card details. The encryption method used is the industry standard “Transport Layer Security (TLS)” technology. Our TLS certificate has been issued by utn.usertrust.com.
Furthermore, K.I.T have implemented and use security procedures and technical and physical restrictions for accessing and using personal information. Only authorized employees are permitted 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.
In addition, data might be passed on to third parties unless otherwise explicitly indicated by the attendee. Your contact details will only be forwarded in accordance with Art. 6 sec.1 lit a-f GDPR:
(a) given consent,
(b) performance of or entering into a contract,
(c) compliance with a legal obligation,
(d) protection of vital interests of data subject or another natural person,
(e) public interest or exercise of official authority,
(f) legitimate interest of data controller.
For further information please read the privacy policy.
Click here for further information about K.I.T. Groups privacy policy.
Should you have any queries regarding the processing of personal data please contact K.I.T. data protection team ([email protected]).
Conference Embargo Policy
Following the International AIDS Society and International AIDS Conference abstract embargo policy, all COVID-19 Conference abstracts are released to delegates and media under a strict embargo policy. A detailed breakdown of embargo procedures for different types of abstracts is available on the COVID-19 Conference website.
All conference participants, presenters and media are asked to respect this policy.
Liability
The IAS shall be held liable in the framework of a duty of care as a respectable business according to statutory provisions. The liability of the IAS – 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, including media, 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 IAS.
Fulfilment and jurisdiction
This Terms & Conditions for the COVID-19 Conference Media Representatives and the rights of the Parties hereunder shall be governed by and construed in accordance with the laws of Washington, District of Columbia, USA, without regard to choice of law rules.
Any dispute, controversy or claim arising out of, or in relation to, this Terms & Conditions for the COVID-19 Conference Media Representatives shall be resolved by arbitration in accordance with the Swiss Rules of International Arbitration of the Swiss Chambers’ Arbitration Institution in force on the date on which the notice of arbitration is submitted in accordance with these Rules. The number of arbitrators shall be one. The seat of the arbitration shall be Geneva. The arbitral proceedings shall be conducted in English. The arbitration shall be conducted in accordance with the provisions for Expedited Procedure.
Click here for further information on the International AIDS Society’s copyright, disclaimer and privacy policies.
