TERMS AND CONDITIONS FOR PARTICIPANTS OF
THE FIFTEENTH PAN-AFRICAN ORNITHOLOGICAL CONGRESS
21st to 25th NOVEMBER 2022, VICTORIA FALLS, ZIMBABWE
These Terms & Conditions apply to every person registering as a participant for the Fifteenth Pan-African Ornithological Congress (PAOC15) (hereafter referred to as “the Congress”) to be held in Victoria Falls, Zimbabwe from 21-25 November 2022. PAOC participants can be amateur and professional ornithologists, nature conservationists, students, interested individuals. The Congress will be organised by BirdLife Zimbabwe (hereafter referred to as the Local Congress Organiser (LOC)) on behalf of the Pan-African Ornithological Congress Committee (PAOC).
All references to a date or a deadline, mentioned in these terms and on other Congress documents, refer to the Central African Time Zone (CAT).
Only fully completed registration forms will be accepted. A confirmation of payment will be sent 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 bird or regular). To register for PAOC15 please complete the registration form.
A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received by the LOC. 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 through the Paynow platform or by bank transfer. All bank fees and money transfer costs must be paid by the transmitter. Indicate the registration number and the participant’s full name as a reference on all bank transfers.
REGISTRATION NAME CHANGE
A handling fee of USD 30.00 will be charged for every name change to an existing registration. A new registration form for the substitute participant should MUST be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until 1 August 2022.
Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email to the LOC at the following e-mail address firstname.lastname@example.org. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the PAOC15 LOC is received. Registration fees may be refunded as follows:
Written cancellation received:
– before April 1: full refund but a $30 handling fee will be charged;
– April 1 – May 31: 75% refund;
– June 1 – July 31: 50% refund;
– August 1 – September 30: 25% refund;
– after October 1: no refund;
The date of the email receipt will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the end of the Congress.
In the case of over-payment or double payment, refund requests must be made in writing and sent to the PAOC15 LOC by email. Delegates will be liable for bank charges. Delegates will be liable for all Bank charges.
No refunds will be granted for early termination of attendance, in case of cancellation of speakers, lack of space in the conference room/s or any other incidents during the Congress which are beyond the control of the LOC.
By registering to the PAOC15 delegates agree that neither the LOC nor the PAOC Committee assume any liability whatsoever. Delegates are requested to make their own arrangements for health and travel insurance. The congress fee does not include insurance.
PAOC15 LOC will assist delegates with accommodation bookings. Accommodation bookings can be made through Travel Portfolio. Delegates are required to adhere to the accommodation booking policies of the different accommodation service providers.
To book accommodation, delegates please complete the accommodation booking form.
CANCELLATION OF THE CONFERENCE
In the event that the Congress cannot be held or is postponed due to events beyond the control of the LOC (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the LOC, the organisers 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 LOC reserve the right to either retain the entire registration fee and to credit it for a future Congress, 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 PAOC reserves the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room/s or any other incidents during the Congress which are beyond the control of the LOC.
LOST NAME BADGE
The conference name badge must be worn at all times during the Congress. Access to the conference venue will not be granted without the name badge issued by the LOC. Delegates are urged to safeguard against loss of name tags as failure to show a name tag may result in participants not being allowed access into Congress activities as well as teas and lunches. Name Tags may only be replaced upon payment of a $30 fee.
LETTER OF INVITATION
Individuals requiring an official Letter of Invitation from the LOC can request one through email@example.com. To receive a Letter of Invitation, participants 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 LOC in any way. All expenses incurred in relation to the Congress, the registration and the attendance are the sole responsibility of the delegate.
It is the sole responsibility of the delegate to take care of his/her visa requirements. Participants who require an entry visa must allow sufficient time for the application procedure. Participants should contact the nearest Zimbabwean embassy or consulate to determine the appropriate timing of their visa applications. The detailed visa requirements for Zimbabwe are specified in the Visa Application Guidelines. (See travel Information link).
Should you want to travel to Botswana and/or Zambia after the Congress – you should request a double entry visa on arrival – it works out cheaper. The Kavango Zambezi Transfrontier Conservation Area (KAZA) visas will also be relevant if participants are planning a day trip only.
Participants intending to go to both Zambia and Botswana will need multiple entry visas and these need to be applied for well in advance (not on arrival).
The registration fee will be refunded after the Congress 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 the LOC by email. If you are having difficulty with your visa application, please email the LOC at firstname.lastname@example.org who will attempt to assist.
Delegates must apply for travel-health insurance for the duration of their stay in Zimbabwe. This insurance can be obtained from any approved insurer.
DATA PROTECTION AND SHARING OF CONTACT DETAILS
The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us. The LOC will collect and store all personal data for the preparation and execution of the PAOC15.
For detailed Zimbabwe Visa Application guidelines please refer to the link on the General Information and Travel Information pages.
The liability of the LOC – 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 Congress at his/her own risk.