Registration

Early registrations will be accepted until July 30, 2023 5:00 PM GMT.

• Should your registration remain unpaid by July 31, 2023: Early registrations will be upgraded to the late registration fee.
• New registrations from July 30, 2023 – October 20, 2023 will have the late registration fee applied.
• New registrations from October 23, 2023 & onsite will have the Onsite rate applied.

All payments are to be made in US dollars upon receipt of the invoice. Please indicate the participant’s name and “AHS2023” on all payments.

Full payment of all items is requested when registering (by bank transfer). No confirmation or invitation letter will be sent until AHS2023 Secretariat has received the payment.

After September 10, 2023, only payments by credit card will be accepted.

As a registered attendee of the African Hepatitis Summit 2023, you agree:

• To grant permission for AHS2023 to use your likeness in a photograph or video in all its publications and presentations, including website entries, without payment or any other consideration.
• To authorize AHS2023 to edit, alter, copy, exhibit, publish or distribute the photograph or video for purposes of publicizing AHS ‘s programs or for any other lawful purpose.
• To waive the right to inspect or approve the finished product, including written or electronic copy, wherein your likeness appears.
• That these materials will become the property of AHS2023.

Cancellation & Refund Policy

• Cancellations received up to and including 4:00 PM GMT, May 1, 2023 will receive a refund minus a $20 Cancellation Fee and $10 administration fee plus tax.
• Cancellations received between 4:00 PM GMT, May 1, 2023 – 4:00 PM GMT June 1, 2023 will receive a 20% refund minus $10 administration fee plus tax.
• Cancellations received after 4:00 GMT PT, June 1, 2023 and no-shows are non-refundable.

All cancellations must be submitted in writing to the Summit Secretariat Email: [email protected]

 Changes / Modifications / Name Substitution

• An alternate attendee name may be substituted if you are unable to attend the Summit. Changes can be made online by logging into your account. Substitutions are subject to a $10.00 plus tax administrative fee if you require assistance from the registration provider. AHS2023 will transfer any fee or payment balances.
• Any changes requiring assistance from the registration provider is subject to a $10.00 plus tax administrative fee.
• If a badge is lost or forgotten onsite, an administrative fee of $10 will be charged for the reprint of the badge after identity verification (passport, driving license or other recognized identification documents).
• A name change will be considered as a modification and will be charged $10.

 Refunds: All confirmed refunds will be made after the summit by bank transfer or credit card per your pre-payment method.

AHS2023 acts as an agent for accommodation bookings and AHS2023 accepts no responsibility for any recommendations given or any transactions made.

Reservations are made on a “first come, first served” basis. In case of room sharing, please send us their names in writing. Any request to modify or cancel a room reservation must be sent directly to AHS2023 in writing to avoid any misunderstanding.

Cancellation

• One night Room and Tax is non-refundable.

Modifications

• An alternate attendee name may be substituted if you are unable to attend the Summit. Changes can be made online by logging into your account. Substitutions are subject to a $10.00 plus tax administrative fee if you require assistance from the registration provider. Either AHS2023 will transfer any fee or payment balances.
• Any changes requiring assistance from the registration provider is subject to a 10.00 plus tax administrative fee.

Any enquiries or requests for additional information, modifications or cancellations to room reservations should be addressed to AHS2023 in writing (letter or email). Please do not contact the hotel directly.

Check-in/Check-out Time:

Hotel check-in time is 15:00. Should you wish to check-in earlier, extra costs may apply.

Check-out time is 11:00. Should you wish to check-out later, extra costs may apply.

Should you be informed of any delay/late check-in or cancellation, please inform ASH2023 as soon as possible.

Extras:

Potential additional incidentals, such as mini-bar, telephone or additional room-nights are to be settled directly to the hotel by each individual guest when checking out.

Upon check-in, the hotel may charge or block an amount on the credit card to cover this guarantee, and each hotel has its own independent policy.

Reservations are made on a first come, first served basis. Availability of rooms in each category is limited. Rates apply for standard room; other room types like deluxe room, junior suite, suite, etc. are available upon request. All rates are in US Dollars per room, per night and do not include taxes which are subject to fluctuation.

Only guaranteed reservations will be accepted: to guarantee your reservation a non-refundable deposit covering the first night is required, either by bank transfer or by credit card (deposits will be deducted from the final hotel bill when paid by the participant at the hotel).

After the hotel cut-off date of August 15, 2023, you will need to contact the hotel directly for any new reservations and changes. If you need additional dates for your hotel reservation out of the summit dates, please indicate your requirements online and you will receive a confirmation once your dates have been confirmed.

If you are sharing a room, please make sure that only one person makes the reservation. Any duplicate reservations that require cancellation will be charged the 1 (one) night non-refundable cancellation fee.

Bank transfer – please make your payment to:

Please indicate the participant’s / group’s name, identifier and “AHS 2023” on ALL payments. All expenses shall be borne by ordering customer. Please note that intermediary bank fees may be applied, please verify with your local bank.

For further information on how your data will be used, we invite you to carefully read the Data Protection and Privacy Policy: https://ndpb.gov.ng/

Group Data Privacy Policy:

 The group leader agrees and warrants that:

1. the personal data have been collected, processed and transferred and will continue to be collected, processed and transferred in accordance with the relevant provisions of the applicable data protection law (and, where applicable, has been notified to the relevant authorities);
2. the transfer to, and processing by, AHS2023 pursuant to this Agreement is not prohibited by a statutory or contractual duty of confidentiality;
3. prior to any transfer of personal data, it has informed the data subjects and has complied with any notification and/or registration set forth by the applicable data protection law; in particular, the intended purposes of the collection, processing and transfer of personal data have been communicated to the data subjects;
4. the data subjects are provided with their right of access, correction, blocking, suppression or deletion as available under applicable data protection law;
5. it has taken and will take all reasonable measures to verify the correctness of the personal data and ensure that incorrect or incomplete personal data will be corrected, completed or destroyed prior any transfer of such data to AHS2023;
6. it will inform AHS2023 of any specific requirement from any data subject or any relevant authority on how personal data should be processed;
7. it will inform without delay AHS2023 of any request from any data subject or any relevant authority to rectify, update or delete any personal data;
8. after assessment of the requirements of the applicable data protection law, it will ensure that the security measures are appropriate to protect personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access, in particular where the processing or transfer involves the transmission of data over a network, and against all other unlawful forms of processing, and that these measures ensure a level of security appropriate to the risks presented by the processing and the nature of the data to be protected having regard to the state of the art and the cost of their implementation;
9. it will provide AHS2023, when so requested, with copies of relevant data protection laws or references to them of the country in which the [group leader] is established;
10. it will respond to enquiries from data subjects and authorities concerning processing of personal data by AHS2023;
11. it will notify within 72 hours delay AHS2023 of any actual, potential or alleged breach of the provision of this Clause;

The group leader hereby commits with the present

Insurance, release and waiver of liability:

It is recommended that participants obtain adequate cover for travel, health and accident insurance before they depart from their countries. AHS as organizers cannot accept responsibility for personal injuries, or loss of, or damage to, private property belonging to the Summit participants and accompanying persons. Participants are requested to inform themselves and to abide by local work regulations accordingly. AHS, Venue and Hotel(s) 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, 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 AHS for the event or if for the same reasons the event is cancelled by AHS. The Organizers 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.

Minimum age:

Registration and/or admittance to the Summit shall be limited solely to participants who are 18 years of age or older, due to current health and safety regulations and legislation in effect. Any registration by anyone who is under 18 is unauthorized and in violation of these Terms and Conditions and will automatically result in the forfeit of their registration. You hereby accept that identification is to be provided to Summit staff upon request. By registering to the Summit or entering the Summit you represent and warrant that you are 18 years of age or older, and that you agree to and to abide by all of the Terms and Conditions of this Summit.

Force majeure:

AHS and the hotel(s) 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, 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 AHS for the event or if for the same reasons the event is cancelled by AHS.

Photography/Videography Disclosure:

As a registered attendee of the Summit, you agree to grant permission for AHS to use your likeness in a photograph or video in any and all of its publications and presentations, including website entries, without payment or any other consideration; to authorize AHS to edit, alter, copy, exhibit, publish or distribute the photograph or video for purposes of publicizing AHS programs or for any other lawful purpose; to waive the right to inspect or approve the finished product, including written or electronic copy, wherein your likeness appears; that these materials will become the property of AHS.

Visa:

Please visit the following website https://portal.immigration.gov.ng/visa/freshVisa to check if you require a visa for Nigeria. Citizens of other countries may need a visa.

Please contact your travel agent or the nearest Nigeria Embassies for further information. If you should need a visa, please apply early enough to allow sufficient handling time to the authorities

During the reservation process, 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 reservation fee. In some particular cases payment by credit card may not be allowed. 

Please note that neither AHS will be able to contact or intervene with any Embassy or Consulate office on behalf of a registrant. The invitation letter does not financially or legally obligate AHS in any way. All expenses incurred in relation to the event and to obtaining a visa are the sole responsibility of the registrant. AHS do not accept any responsibility for travel, accommodation and/or other costs incurred due to the rejection of a registrant’s visa application.