International Conference on HIV Research and Clinical Trials

1. Policy on Cancellations & Refunds :

• A full refund is possible only if the cancellation request is submitted at least 70 days before the conference, with formal paperwork completed at least 60 days prior.
• If cancellation occurs between 60 and 30 days before the event, partial refunds may be granted based on administrative costs incurred.
• Cancellations made within 30 days of the event are non-refundable, though participants will receive a credit valid for one year.
• Registrations made less than 30 days before the event are not eligible for refunds, but may be transferred to another Science Net conference.
• Since this conference is hybrid format, the organizer reserves the right to conduct the event either in-person or virtually. Please note that no refunds will be issued due to changes in the event format.

2. Virtual Participation Fees :

Virtual registration fees are non-refundable. A credit will instead be issued for use at a future conference event.

3. Participation & Registration Requirements :

• To attend an Science Net event, participants must complete the registration process within the stipulated time.
• The event schedule, venue, and format are subject to changes at the discretion of the organizers, with prior notice sent via email.
• Science Net is not liable for any financial losses resulting from changes in event details.
• Fees paid for registration are strictly non-refundable.
• If the primary author cannot participate, a co-author may attend instead, but refunds will not be granted for non-attendance.

4. Submission & Publication Norms :

• Researchers submitting papers to Science Net must ensure their institution or supervisor is aware of their submission.
• Each submission is subject to a rigorous peer review before being accepted for presentation.
• Only papers linked to a completed registration will be included in conference proceedings.
• The submitting author is considered the primary author; Science Net does not verify individual authorship claims.
• If any concerns regarding authorship arise and are validated, the paper will be withdrawn without reconsideration.
• Once a paper is removed, it cannot be reintroduced into any Science Net publication.

5. Travel & Accommodation Responsibilities :

• Attendees are responsible for making their own travel and lodging arrangements.
• Science Net does not provide logistical assistance for travel or accommodation.
• The organization bears no responsibility for expenses incurred due to conference modifications or rescheduling.

6. Visa & Invitation Letter Policy :

• Attendees are responsible for making their own travel and lodging arrangements.
• Science Net does not provide logistical assistance for travel or accommodation.
• The organization bears no responsibility for expenses incurred due to conference modifications or rescheduling.
• Science Net does not engage directly with consulates or embassies on behalf of attendees.
• Participants must handle their own visa applications and processes.
• Important Information Regarding Invitation Letters:
• The invitation letter is provided solely for conference attendance and does not serve as a document for immigration, employment, or residency purposes.
• The letter assists in visa applications but does not guarantee visa approval.
• Science Net holds no responsibility for visa denials or processing delays, and all related costs are borne by the applicant.
• Any alterations or unauthorized use of the invitation letter will result in its invalidation and possible cancellation of conference participation.
• Legal action may be pursued if the document is misused.
• By accepting the invitation letter, attendees agree to comply with international travel regulations and ethical participation standards.

7. Registration Transfers :

• Registrations may be transferred to another individual from the same institution if the original participant cannot attend.
• Transfer requests must be made via email to [email protected] with necessary details and supporting documents.
• Transfers must be requested at least 14 days before the event; otherwise, they will not be accommodated.
• Transferred registrations are not eligible for refunds.

8. General Considerations :

• Any modifications or cancellations must be communicated in writing to [email protected].
• Registration confirms acknowledgment and acceptance of these policies.
• Science Net does not initiate automatic transactions; all payments are voluntarily completed by registrants.
• Once registered, participants must submit a conference registration form within three days for confirmation.
• Travel plans should only be finalized after receiving the official conference itinerary, which will be shared 15 days before the event.