Registration

Advance Registration
All registrations (from regular participants, students, media representatives and accompanying persons) for the 12th World AIDS Conference must be submitted on the official Registration Form (provided in the pocket of the 2nd Announcement).

Use one form for each person registering. Please type or print clearly, completing the form in full. For additional registration forms contact Congrex.

Send the form with your payment to Congrex.

Scholarship applicants should use the Scholarship Application Form.

Registration Fees
The registration fee for regular participants and for student participants includes entry to all official Conference Sessions, the Exhibition, Opening and Closing Ceremonies and the Welcome Reception. It also includes a bag containing the on-site conference publications.

Please note: All fees must be submitted in Swiss francs.

Student Registration
To qualify for the student registration fee, students must be able to present proof of full time enrollment at an accredited university or college at the time of registration. Please attach a photocopy of a current registration card or a letter from your departmental administration office.

Student registration will only be accepted before May 1, 1998. Please note that only a limited number of student registrations can be made available and will be offered on a first come, first served basis.

Media Registration
To register as a media participant, complete and send in the Media Registration Form enclosed in the 2nd Announcement. There is no registration fee for accredited media participants. A registrant in this category is entitled to admission to all sessions, the Exhibition, the Opening and Closing Ceremonies and the Welcome Reception. Badges must be worn at all times for admission to each session and function. The Conference Record (abstract book or CD version) can be ordered and purchased in advance by media participants for a reduced rate (see the Media Registration Form).

To register as a media participant for the Conference, proof of accreditation is required. This accreditation may take the form of a photocopy of official press credentials or a letter verifying your assignment to the Conference on the stationery of the media organisation for which you work.

Freelance journalists wishing to cover the Conference must submit copies of three (3) by-lined AIDS articles in addition to an official letter of assignment.

Newsletter writers and editors must submit three (3) issues of their newsletter containing at least one by-lined AIDS article of the applicant. All credentials will be verified by Conference staff.

A limited number of hotel rooms have been reserved for media at varying price ranges.

Media representatives requiring hotel accommodation must complete and send in the Accommodation Form before April 1, 1998. Accommodation will be allocated on a first come, first served basis. Early registration is encouraged.

Accompanying Persons Registration
A special registration package is available for accompanying persons of regular participants.

This package is available for CHF 100 and includes tickets to the Opening and Closing Ceremonies, the Welcome Reception and a half-day sightseeing tour. Please check the appropriate box on the registration form. (Please note that this package is not available to those registering as media, students, exhibitors or scholarship recipients.)

Exhibitor Registration
Each commercial exhibitor will receive four exhibitor badges free (which do not permit entry to the Conference sessions). NGO booth exhibitors will receive one exhibitor badge free (which does not permit entry to the Conference sessions), and one full registration. Additional exhibitor badges can be bought for CHF 200 each.

Registration for the exhibitor badges must be made on the official Exhibitor Registration Form, which will be sent to all Exhibitors. Do not fill out the regular Registration Form contained in the Second Announcement.

To obtain the Invitation to Exhibition, please contact Congrex.

Representatives may register as regular participants using the official Registration Form.

Exhibitors requiring hotel accommodation must complete and send in the Accommodation Form before April 1, 1998. Early registration is encouraged.

Methods of Payment
Registration fees must accompany all Conference registrations.

Payment should be made in advance, in Swiss currency, in one of the following ways:

1. Banker’s Draft, which should be sent together with the registration form. The Banker’s Draft should be purchased at your bank and made out in CHF (Swiss francs) to Congrex, attn. AIDS 98. Cross the draft and send it by ordinary mail. We regret that we are unable to accept personal cheques, company cheques or Eurocheques.
   
2. Bank Transfer to S-E-Banken (Skandinaviska Enskilda Banken) S-106 40 Stockholm, Sweden, SWIFT-code ESSESESS, account No. 5553-82 24279, in CHF (Swiss francs) to Congrex, attn. AIDS 98 and your name.
   
3. Credit Card holders of American Express, Visa or Mastercard/Eurocard may use their cards for charging all costs. Please indicate the name of card holder, number and expiration date on the Registration Form.

Confirmation Letter
Registration will be confirmed when payment has been received by Congrex.

The confirmation letter will include your registration number and other important information.

Remember to bring this confirmation letter to Geneva. It is required (along with proof of identification such as a passport) to receive your Conference badge, bag and documents.

Notification of cancellation must be sent in writing to Congrex.

Cancellation of Registration
Cancellation will be accepted until February 2, 1998, up to which date the total amount paid will be refunded less CHF 100 for administrative expenses. A 50% refund will apply for written cancellations received before May 1, 1998. We regret that no refunds can be made for cancellations received after May 1, 1998.

Changes to Registration Names
Names within a group registration (10 or more) may be changed with a fee of CHF 50 per change.

Individual registrations are not transferable. Name changes will be treated as cancellations and subjected to the above cancellation policy.

Badges and Participation Kits
Registration identification badges are required for admission to all sessions, official functions, social events and the Exhibition. Participants who lose their badge must re-register using the confirmation letter and a picture identification. A CHF 60 fee will be charged to replace all badges.

Letters of Invitation
Individuals requiring an official letter of invitation in order to obtain a visa and authorisation to attend the Conference should contact Congrex. The invitation does not financially obligate the Conference in any way. Expenses incurred are the sole responsibility of the participant.

Registration Inquiries
Please direct all registration inquiries to Congrex.

On-Site Check-In Procedures
Each participant at the 12th World AIDS Conference must personally check in at the appropriate registration desk to pick up a Conference kit and badge before attending any Conference sessions or events. Participants, exhibitors and media are asked to check in at the desk in the lobby of the Conference Centre at Palexpo.

On-site check-in will be organised by registration number, so please keep your confirmation letter containing your registration number with you at all times.

Check-in times:
Friday, June 26 08.00–18.00
Saturday, June 27 08.00–18.00
Sunday, June 28 08.00–18.00
Monday, June 29 to
Thursday, July 2 07.00–18.00

Congrex Sweden AB
AIDS 98
P.O. Box 5619
Linnégatan 89A
SE-114 86 STOCKHOLM
Sweden

Phone: +46 8 459 6600
Fax : +46 8 661 8155
E-mail: aids98registration@congrex.se, aids98@congrex.se

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