Booking Terms and Conditions
Conference Registration
All delegates must register for the conference using the online registration system. The registration will only be confirmed upon receipt of payment in full. The categories of conference fees, together with appropriate deadlines for payment, are advertised on the conference website and on the online registration system. If full payment has not been received by one of the deadlines indicated, the ‘on-site’ delegate fee will be charged to the delegate on arrival at the conference.
Registration for the conference can be completed in person at the event itself, but only upon payment of the ‘on-site’ delegate fee. However if the maximum delegate capacity is reached, the organisers reserve the right to refuse additional registrations.
To register as a student delegate, you must be enrolled as a full-time student at a recognised university or college at both the time of registration and during the conference. Proof of student identification may be required.
Delegates registering as members of drug user/user advocacy organisations may be required to provide evidence of the bona fides of the organisation and the organisers may enlist the assistance of INPUD to help in any cases of dispute.
Payment of the delegate fee includes:
- Invitation to the formal conference launch (28 April)
- Access to all presentations, workshops, networking events and all other dedicated areas throughout the four-day event
- Tea, coffee and working lunch on all days
- Dedicated delegate pack upon arrival
- Conference bag, pads, pens, reports, presentation handouts
The delegate fee does not include any travel and accommodation costs, which have to be arranged and paid directly by delegates.
Confirmation / Payment Receipt
A ‘Confirmation / Payment Receipt’ will be available in your online account once you have completed the registration process and HRI has received the appropriate payment in full.
Delegates will be required to present this ‘Confirmation / Payment Receipt’ at the check-in desk at the conference as proof of their registration and payment.
Methods of Payment
All registration fees must be paid in GB Pounds Sterling.
Payments can be made using a credit card or by bank transfer. Credit cards will be charged in GB Pounds Sterling (£). When paying by bank transfer, all bank fees and money transfer costs must be prepaid by the transmitter. Please indicate your delegate registration number and name as a reference on all bank transfers and communications.
Registration Name Change
If a delegate is unable to attend, an alternative delegate may attend in their place. However, the alternative delegate should inform the organisers of this change by e-mail (conference[at]hri[dot]global) before 12 April 2019 and bring with them the receipt confirming the payment of the appropriate delegate fee for the original delegate to present at the check-in desk for the conference.
Cancellation Policy
Notification of cancellation must be made in writing and sent to Harm Reduction International by email (conference[at]hri[dot]global). The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted.
If written notification of cancellation is received before Friday 22 February 2019, 80% of the registration fee will be refunded. If written notification of cancellation is received before Friday 22 March 2019, 50% of the registration fee will be refunded. We regret that no refunds will be made for cancellations received after this date. You will be permitted to transfer your registration to an alternate delegate. The cancellation will not be effective until a written acknowledgement from Harm Reduction International is received.
In the case of over-payment or double payment, refund requests must be made in writing and sent to conference[at]hri[dot]global no later than Friday 26 April 2019. Refunds will be sent after the close of the conference and will be made in the same form as the original transaction. For original payments made by bank transfer, the cancellation notification must indicate a bank account to which a refund may be remitted.
Credit will not be given for unattended events or early termination of attendance.
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 organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers 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 organisers 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 organisation of the conference and which could not be recovered from third parties.
Modification of the Programme
The conference organisers reserve the right to modify the programme, which is published as an indication only.
Lost Name Badges
The HR19 conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a HR19 name badge. If a delegate loses, misplaces or forgets the name badge, a handling fee of £20 will be charged for a new name badge. When handing out a new name badge, the lost badge will become invalid.
Letters of Invitation
Individuals requiring an official Letter of Invitation from the conference organisers can request one by emailing conference[at]hri[dot]global. Letters of invitation can only be requested once a delegate has registered and full payment has been received.
The Letter of Invitation does not financially obligate Harm Reduction International in any way. All expenses incurred in relation to the conference are the sole responsibility of the delegate.
Visa Requirements
It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Portuguese Embassy or Consulate to determine the requirements and timing of their visa applications.
The registration fee minus a handling fee of £65 will be refunded after the conference if a visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Harm Reduction International will not directly contact embassies and consulates on behalf of visa applicants.
Data Protection and Sharing of Contact Details
Harm Reduction International will collect and store all personal data for the preparation and execution of HR19. Data protection is warranted in accordance with relevant data protection legislation in the UK. In order to facilitate border entry and visa applications, Harm Reduction International may share contact details of delegates with Portuguese authorities. Harm Reduction International periodically shares the contact details of delegates with third parties that may use these details to contact delegates regarding activities at the conference or other communications which may be of interest.
Liability
Harm Reduction International shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of Harm Reduction International - 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 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 Harm Reduction International.
