General Terms and Conditions
These Terms & Conditions for delegates apply to every person registering as a delegate for the Human Genome Meeting 2019 (HGM2019), to be held in Seoul, South Korea from June 24-26, 2018 (hereafter referred to as “the conference”), organised by the Human Genome Organisation.
All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Pacific Standard Time Zone (PST).
The reduced registration fees are only applicable if they have been paid to the congress account before the according deadlines are over. Registering without performing an actual payment will automatically set your balance to the higher fee applicable onsite.
The deadlines are as follows:
|Early fee deadline||31 December, 2018|
|Regular fee deadline||22 March, 2019|
Only fully completed online registrations will be accepted. An invoice will be available after the completion of your registration, and a confirmation of payment will be available upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/regular/on site).
To be able to register as a student or post-doc, individuals must present proof of fulltime enrolment at a recognized university or college or an according program (i.e. student ID, confirmation of head of department, etc.) during the on-site registration process.
The registration fee for delegates includes entry to all plenary and symposium sessions including special OECD, HVP and Trainee sessions, the exhibition and poster area, the welcome reception, the opening session and the closing of the conference, provided that sufficient seating space is available. The conference organizer cannot guarantee available space in every session.
The conference organizers cannot guarantee that a conference bag and other conference materials will be available for late registrations. All conference materials will be distributed on-site.
A registration confirmation/receipt will be available after the online registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.
METHODS OF PAYMENT
Payments should be made in advance and in USD only, using a credit card or by bank transfer.
All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the invoice as well as the registration number and the delegate’s full name as a reference on all bank transfers.
REGISTRATION NAME CHANGE
A handling fee of 50 USD will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until March 31, 2019. After this date, all name changes must be carried out on-site and paid directly.
Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email (email@example.com). The notification must include all relevant information regarding the payer’s name to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from HUGO is received.
Registration fees may be refunded as follows:
Written cancellation received:
– before December 31, 2018: 75% refund
– between January 1 and March 22, 2019: 50% refund
– after March 23, 2019: no refund available
The date of the email receipt date will be the basis for considering refunds. Please indicate your registration details on your written cancellation. Refunds will be made after the conference.
In the case of over-payment or double payment, refund requests must be made in writing and sent by email (firstname.lastname@example.org).
No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference, which are beyond the control of the conference organizers.
By registering to the HGM2019, participants agree that neither the organizing committee nor the HUGO office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance. Cancellations made after the March 23, 2019 cannot be refunded for any reason.
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 organizers or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the conference organizers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.
Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee and to credit 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.
MODIFICATION OF THE PROGRAMME
The conference organizers reserve the right to modify the program. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organizers.
LETTER OF INVITATION
Individuals requiring an official Letter of Invitation from the conference organizers can request one by contacting HUGO by email (email@example.com). To receive a Letter of Invitation, delegates must first register to the conference and submit any necessary data, as stated on the online form.
The Letter of Invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference, the registration and the attendance are the sole responsibility of the delegate.
Details regarding the request of letter of invitation will be posted online at website upon opening of early-bird registration.
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 Korean embassy or consulate to determine the appropriate timing of their visa applications.
Note: Korean embassies and consulates-general are independent decision-making agencies for visas, sometimes after specific checks have been made. You cannot appeal against the rejection of a visa application, neither can HUGO intervene on your behalf in case of a rejection or to speed up the procedure.
Delegate registration details will be shared with the Korean immigration authorities to assist in the immigration process. However, the conference organizers will not directly contact embassies and consulates on behalf of visa applicants.
The registration fee minus a handling fee of 50 USD will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to HUGO administration, by email.