REGISTRATION FOR THE CONFERENCE The 12th SA AIDS Conference 2025 is hosted by Dira Sengwe Conferences and managed by the Foundation for Professional Development. Registrations and applications are processed online by all participants. The submission of the Conference registration form shall be deemed as an acceptance of the Terms and Conditions herein by the delegate. The registration is confirmed only once the full registration fee is received by the Conference Secretariat. An invoice with the bank details will be emailed to you automatically once your on-line registration is successfully completed. Receipts will only be issued once proof of payment is received and identified in the Conference bank account. Proof of payment must be emailed to registrations@saaids.co.za. Please ensure that all payments make clear reference to the delegates being paid for, with their unique Registration Booking number or Invoice number. Failure to do so could result in your payment not being identified in the bank account and therefore not being acknowledged. It is the Delegate’s responsibility to provide the proof of payment with the correct information. Delegates attending from countries outside of South Africa are requested to make payment in South African Rands (ZAR) and are responsible for covering the full bank charges. The full delegate registration fee amount invoiced must appear in the Conference Secretariat bank account. Should this not be the case, the delegate will need to pay the difference in cash on-site before being allowed to participate in the event. REGISTRATION FEE STRUCTURE 1. Early registration fees of R 6,000.00 incl. VAT: delegates who register and pay prior to 28 February 2025. Should we not receive your payment or proof thereof, delegates will automatically be invoiced for the regular registration fee. 2. Regular registration fees of R 6,500.00 incl. VAT: Delegates who register from 2nd January 2025. Should we not receive your payment or proof thereof, delegates will be invoiced for the on-site registration fee. Pre-registrations close on 21 August 2025. 3. On-site registration fees of R 6,700.00 incl. VAT. To qualify for one of the specified registration fees, payment must be made within the period of time indicated in the registration fee structure. 4. Payment Options: Please note that NO cash money will be accepted on-site at the conference venue Method of payments accepted: valid Purchase Orders, EFT/Bank deposit or Credit Card payments only. REGISTRATION CANCELLATION CLAUSE Having accepted the Registration Terms and Conditions, the applicant accepts responsibility for full payment of the registration fee without prejudice. No telephonic cancellations will be accepted. Cancellation notification must be submitted in writing to the following e-mail address: registrations@saids.co.za and received by 8 August 2025 to the Conference Secretariat, thereafter, no cancellations will be considered and the delegate will be liable for the entire fee whether payment has been received or not. A 40% admin fee will be charged for any registration cancellation. Replacements: If the delegate is unable to attend the Conference, a substitute delegate is welcomed at NO extra charge provided written notification is given to the Conference Secretariat prior to 22 August 2025. Onsite replacement of ID tags or each reprint will be charged R200.00 (Incl. VAT). All refunds will be processed after the conference. INVITATION LETTER Individuals requiring an official letter of invitation from the conference organisers may request in writing to the following e-mail address registrations@saaids.co.za. To receive a Letter of Invitation, delegates must first register for the conference to receive an invoice and email the proof of full payment. The amount paid must be acknowledged in the Bank Account of the Conference Secretariat. The deadline for requesting a Letter of Invitation is 31 July 2025. The Letter of Invitation does not in any way or form whatsoever hold the conference organisers financially responsible, nor does it guarantee a visa to South Africa. All expenses incurred in relation to the conference are the sole responsibility of the delegate. SCHOLARSHIPS TERMS & CONDITIONS 1. Please note if you register as a delegate and also apply for a scholarship, your scholarship application will automatically be disqualified. 2. A scholarship recipient who confirmed acceptance of the scholarship and does not attend the conference is liable to pay the regular registration fee of R6 000.00 incl. VAT. An invoice will be issued to that effect. 3. A scholarship registration is not transferable. 4. A fee waiver scholarship is a complimentary registration to attend the Conference. Kindly note that travel, accommodation, flights, meals, visa cost and other incidentals will be for the participants own account. VISA REQUIREMENTS It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require a visa must allow enough time for the application procedure. Delegates should contact the nearest South African Embassy or Consulate to determine the appropriate timing of their visa applications. Details of participants may be shared with the South African immigration authorities to assist in the immigration process. The Conference Secretariat will not directly contact embassies and consulates on behalf of delegates. CURRENCY ON SITE Please note that only South African Rand (ZAR) will be accepted on-site. Payment in any other currency will not be accepted. MEALS Meals and refreshments will be available at the Conference venue but for the delegate own account for duration of the Conference. Public Catering is approximately R 60.00 per person per meal. PARKING Parking is available at the venue and free for the duration of the conference. PHOTOGRAPHS AND RECORDING By submitting the registration form for the Conference, the delegate agrees that the Organiser may take photographs and recordings (video and/or audio) of the delegate during the Conference and publish them on the conference website. The Organiser shall own the intellectual property rights to the photographs and recordings captured during the Conference and may use the said photographs and recordings for educational and/or marketing purposes. PROMOTIONAL MATERIALS By submitting the registration form for the Conference, the delegate indicates his/her consent to receiving marketing messages from the Organiser and its business partners unless the delegate has informed the Organiser in writing that the delegate does not wish to receive marketing messages from the Organiser. DISCLAIMER On these terms, if any services become unavailable for any reason, the Conference Secretariat, its appointed agents and other sub-contractors will make every effort to supply alternatives of equal standard and value, but no responsibility can be accepted for failure to provide the specific services. The Conference Secretariat, any member and/or members of its committee and its appointed agents or either subcontractors, act on the basis that they attend to the arrangements of the Conference for the convenience of the participants. They perform all tasks on condition that the Conference Secretariat, any member or members of its committee and appointed agents or subcontractors, cannot be held responsible for any loss, damage or inconvenience (however arising) experienced by the delegates at the Conference. Speakers' comments during the conference are in no way binding on the Conference Organisers. 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 Secretariat (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the Conference Secretariat, the Conference Secretariat cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the Conference Secretariat reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties. INTERPRETATION, GOVERNING LAW AND JURISDICTION Interpretation of the terms and conditions herein lies solely with the Organiser. The Terms and Conditions herein shall be governed by and construed according to South African law. The parties hereto hereby agree to submit to the exclusive jurisdiction of the South African courts.