74th International Astronautical Congress Registration
TERMS & CONDITIONS
This document sets out the terms and conditions between “Caspian Event Organisers” Limited Liability Company (hereinafter, referred as “Professional Conference Organizer” or “PCO”) and the Space Agency of the Republic of Azerbaijan (Host) and you when you register for the 74th International Astronautical Congress (Congress) to be held in Baku, Azerbaijan from 2–6 October 2023. This is the Congress organized by the International Astronautical Federation (IAF) and hosted by the Space Agency of the Republic of Azerbaijan (Host).
General Description of all the registration types and their access throughout the congress.
Delegate Non-Members are full-paying Participants whom are not members of IAF, IISL, or IAA.
Delegate Members are defined as full paying participants who are employees or elected officers of the IAF member organization or who are current members of the International Academy of Astronautics (IAA) and the International Institute of Space Law (IISL).
Young Professionals are defined as person under the age of 35 years by the start date of the Congress and have to upload an ID card or passport in the registration platform (that has to be valid at the time of the Congress).
Students are defined as a person under the age of 35 years and must upload a valid student card (to be valid at the time of the Congress).
Teachers must provide documentation from their organization to confirm they are educators of primary or secondary level or post-secondary (i.e. schools, high and vocational educational institutions).
Media registration is to be issued free of charge once proof of eligibility has been provided (official and valid press card) and reviewed by the Congress Secretariat. Person who registered as media staff is not allowed to present an abstract in The Technical Programme (Technical Sessions and Interactive Presentations’ Sessions).
Retired Persons are defined as no longer employed and full-time retired, thereby must upload proof of retirement in the registration platform.
Accompanying Persons is defined as a spouse, civil partner, and translator. Maximum 1 (one) per full-paying Delegate, Retired, or Young Professional. Includes: Admission to the Exhibit Hall, Plenary Programme, the Opening Ceremony and the Welcome Reception. It DOES NOT include access to the Technical Sessions.
Group Registration are considered for more than 10 (ten) persons handled separately as a group booking. Please contact the Congress Secretariat at firstname.lastname@example.org. A payment order will be sent by email to the group manager once the Congress Secretariat has received the fully completed registration form. Payment for the group registration shall be transferred immediately upon receipt of the payment order. A final registration invoice shall be issued and sent to the group manager after the Congress.
Please note that group members will only be considered as fully registered once the requested personal details have been provided. If Congress Secretariat (at email@example.com) do not receive the requested details, group members will neither be allowed to attend the Congress nor receive any kind of certificate of attendance. There will be no refund for paid and unused badges/registrations.
The deadline to submit the information of each group member is 31st August, 2023. Until this date, name changes (change of member within the group) are free of charge. After this date, a name change fee of EUR 50 shall become applicable and payable for each case of change of any one member within the group.
The following Congress Registration Terms & Conditions (the “Terms & Conditions”) apply to all events within the Congress. Prior to your registration, you must acknowledge and accept the Terms & Conditions contained herein.
Only fully completed registrations forms will be accepted. Submission of a registration is regarded as affirmation of your acceptance of the Terms & Conditions. The registration fee is based on the date of receipt of registration form and payment in full. Should a deadline be missed, the next valid registration fee is applicable. Registration will only be confirmed upon receipt of payment in full.
The followings are included to the IAC 2023 Registration for Delegate Members, Delegate Non-Members, Young Professionals, Students, Teachers and Retired Persons:
- Congress badge;
- Congress publications;
- Congress bag;
- Access to the exhibition halls;
- Admission to the Plenary Programme and IAF Global Networking Forum (IAF GNF);
- Access to all Scientific and Technical Sessions, the Opening Ceremony and the Closing Ceremony;
- Access to the Welcome Reception;
- Access to the online Congress Process
- All coffee and catering breaks.
Methods of payment
Full payment in EUR (euro) is required at the time of registration, without any deduction for any currency conversion, VAT, bank charges or any other transaction charges. Your registration will only be completed when the specified fee is credited or received in full.
Accepted Credit and Debit Cards: MasterCard, Visa, Maestro. The fees will include credit card charges of recipient for accepting the credit card payment.
Electronic Funds Transfer: In case the payment cannot be made via credit cards through online registration system, electronic funds transfer option can be used. Please note bank details mentioned below. Please ensure that the money remitted is in full and that all transfer and bank fees are covered additionally.
BENEFICIARY: “Space Agency of the Republic of Azerbaijan (Azercosmos)”
BENEFICIARY’s BANK IBAN: AZ32AIIB38150039781601864118
SWIFT CODE: AIIBAZ2X
Bank Name: Kapital Bank OJSCo, Ganjlik branch
Bank’s Address: 82 Hasan Aliyev Street, Baku, Azerbaijan
INTERMEDIARY BANK: Raiffeisen Bank International AG, Vienna Austria
CORR. ACCOUNT: 001-55.075.527
SWIFT CODE: RZBAATWW
PURPOSE OF PAYMENT: IAC-2023 registration fee
Letter of confirmation
The confirmation email/payment receipt will be sent by email once the Host has received the fully completed registration form and the related payment. Attendees may be requested to present this confirmation/payment receipt at the Congress Venues Registration Counter as proof of their registration and payment.
Letter of invitation
In order to receive a letter of invitation, attendees must first register to the Congress and submit payment in full. Letters of invitation will not be sent after the standard registration deadline.
Individuals requiring an official letter of invitation must choose the option for the Letter of Invitation. The Letter of Invitation shall be automatically sent to the registrant's email address promptly after payment.
The letter of invitation shall not financially obligate the PCO and/or IAF and/or the Host in any way, nor shall it guarantee that the registrant will receive a visa automatically. All expenses incurred in relation to the Congress shall be the sole responsibility of the registrant (participant, attendee).
The registrant (participant, attendee) is solely responsible for his/her own travel to and from the congress venue, including clarification of entry requirements. The registrant (participant, attendee) is responsible for clarifying and complying with all visa regulations. The registrant (participant, attendee) can go through the website https://evisa.gov.az/en/countries to identify whether she/he/it is eligible for e-visa or cannot apply for e-visa and needs a letter of invitation.
The registration fee minus a handling fee of EUR 75 will be refunded after the Congress if the visa to enter the Republic of Azerbaijan was applied for on time (but in all cases not later than 31st July 2023) and an official proof from the embassy of the Republic of Azerbaijan confirming that a visa could not be granted is forwarded to the Congress Secretariat to be evaluated and approved together with the Host no later than 60 days after the Congress.
Registration cancellation policy
Notification of cancellation shall be made in writing and sent to the Congress Secretariat by sending an email to firstname.lastname@example.org. The notification shall include all the relevant information regarding the bank account to which a possible refund may be remitted.
If the written notification of cancellation is received before 31st August 2023 a handling fee of 100 EUR will be deducted from the refund sum. No refunds will be made for cancellations received after 31st August 2023.
Refund requests received before 31st August 2023 will be processed after the Congress only. The refund requests received by the Congress Secretariat by email before 31st August, 2023 shall be evaluated and approved with the Host no later than 60 days after the Congress (06 December 2023, 23:59 GMT +4 Time). No refund request received after 31st August 2023 will be processed.
Credit will not be given for unattended events or late termination of attendance. Refunds will be credited only to person / entity who / which paid the original registration. Reimbursement to or for the benefit of third parties is excluded.
Lost name badge for onsite attendees
The name badge shall be worn at all times during the Congress. Access to the congress facilities will not be granted without a proper name badge.
Use of information
PCO/ the Host / the IAF uses the personal data you provide in this registration for administering your participation in this event. This may include information about the event’s content, event logistics, payment, updates, and additional information related to the event. PCO/ the Host / the IAF may disclose your personal data to third party service providers engaged by PCO / the Host / the IAF to assist in the conduct of the event.
PCO / the Host / IAF prohibits discrimination, harassment, and bullying against any person for any reason— regardless of age, ethnicity, race, religion, nationality, sexual orientation, gender, gender identity, gender expression or any other group identity.
Event conduct and safety
PCO/ the Host / IAF is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors at the Congress. PCO/ the Host / IAF has no tolerance for discrimination, harassment, or bullying in any form during the Congress. Participants are expected to adhere to these principles and respect the rights of others. By registering for the IAC, delegates agree to the IAF Code of Ethics and Professional Conduct.
What To Do If You Witness or are subjected to Unacceptable Behaviour: Any improper or unwelcome conduct that might reasonably be expected or is reasonably perceived to cause offence or humiliation to another person is prohibited at IAF events or activities. If any participant in IAF activities or events would like to report on experiencing or noticing an alleged violation of the "IAF Code of Ethics and Professional Conduct”, a written report on the alleged violation shall be sent to the IAF Ethics Board at email@example.com. More information can be found here: https://www.iafastro.org/assets/files/static/legal/iaf-code-of-ethics--professional-conduct.pdf
Liability waiver & release
In consideration of being allowed to register for, and participate in the event, you hereby warrant and represent that you are 18 years old or above and freely waive, release from liability, assume all risks, and covenant not to sue PCO and/or IAF and/or Host, its members, employees, board members, agents, or volunteers for any expense, loss, damage, personal injury, including loss of life, illness, including but not limited to COVID-19, disability, property damage, or property theft or actions of any kind that you may hereafter suffer or sustain before, during, or after the event. This Liability Waiver and Release is specifically binding upon your heirs and assigns and is knowingly given.
Usage of photographic and video material taken at the Congress
To comply with global data privacy laws, PCO and/or IAF and/or Host imposes certain restrictions on the use of multimedia at its events (e.g. photography, video, audio, online streaming, and all future mediums). An attendee is permitted to use hand-held cameras and/or smart phones to take photographs and capture digital images for personal, non-commercial use, provided the photography is not disruptive. PCO and/or IAF and/or Host may hire professional service providers (photo/video/streaming/audio) to document and display the event experience. PCO and/or IAF and/or Host may also use social media to: (i) post real-time photos and videos to its social media feeds; and (ii) display select submissions from those feeds on monitors throughout the event venue. Attendees and sponsors are encouraged to capture their event experiences and post their own social content from the event (text, photos, audio, video, streaming), provided it does not infringe upon the rights of any attendee, sponsor, third party, or PCO and/or IAF and/or Host. Such infringement would include, but is not limited to, defamation or infringement of intellectual property rights. In the event an attendee requires a release or permission to protect the rights of a third party, obtaining such a release or permission shall be the sole responsibility of the attendee.
By attending the event, you acknowledge and agree that IAF and/or Host may edit and use footage it captures at the event for marketing and promotional activities and for any other lawful purpose in the ordinary course of its business.
If the event cannot take place or has to be postponed due to events beyond the control of PCO and/or IAF and/or the Host or due to events that cannot be attributed to intent or gross negligence on the part of PCO and/or IAF and/or the Host, each of the aforementioned shall be released from their obligation to perform to this extent. PCO and/or IAF and/or the Host cannot be held liable by participants for any damage, costs or losses incurred, such as transport costs, accommodation costs, financial losses, etc.
In case of postponement and/or cancellation of the event, Host reserves the right to either retain the entire registration fee and use it for a future IAF events or to refund the registration fee to the attendee on a pro rata basis after deduction of the costs already incurred for the organization of the 74th International Astronautical Congress which could not be recovered from third parties.
PCO and/or IAF and/or Host reserves the right to change, amend, add or remove any of the Terms & Conditions in its sole discretion and without prior notice. If one or more of the conditions outlined in these Terms & Conditions should become invalid, the remaining conditions will continue to be valid and apply. These Terms & Conditions apply to all event participants, including attendees, speakers, sponsors, exhibitors.
All attendees, speakers, exhibitors, and sponsors are solely responsible for the content of their individual or corporate presentations, marketing collateral, and/or advertising.
The PCO/ the Host/ IAF shall be held liable in the framework of a duty of care as a respectable businessperson according to statutory provisions. The liability of the PCO at the exhibition area - for whatever legal reason - shall be limited to intent (wilful misconduct) and gross negligence. At the exhibition area in case of personal injury, including loss of life, disability if it is directly caused by PCO’s gross negligence or wilful misconduct, then PCO may be liable for direct damage only.
The Host and IAF and each of its and their respective officers, directors, including all its management, representatives, fully or partially employed staff, and/or the Governing Board of the IAF, and other partners shall not be liable under any circumstances, whether in contract, or otherwise, with respect to the damages suffered in relation with the Congress and/or your registration for and/or your participation to the Congress for: (a) any direct or indirect, consequential, punitive or exemplary damages of any kind, including, but not limited to, damages for loss of profits, loss of data, additional personnel costs or other intangible losses (even if the Host ad/or IAF have been advised of the possibility of such damages), and/or (b) the cost of procurement of substitute services, and/or (c) any matters beyond reasonable control of the Host and/or IAF, including Force Majeure event. You hereby expressly waive all claims against the Host and/or IAF and/or their physical person for any of the aforementioned damages. The attendee shall take part in the Congress at his/her own risk.
Space Agency of the Republic of Azerbaijan (Azercosmos)
Uzeyir Hajibeyli 72, Baku, AZ1000, Azerbaijan
IAC 2023 department
No verbal agreement is valid. Amendments or supplements to this Terms & Conditions must be made in writing.
If any provision of these terms and conditions is found to be invalid or unenforceable, the validity of the remaining terms and conditions shall not be affected. The PCO/ IAF / Host may introduce amendment in order to replace the invalid or unenforceable clause with a suitable valid clause. This also applies to any gaps in these general terms and conditions.
The present general conditions are subject to the Republic of Azerbaijan and any dispute not resolved amicably shall be brought in the courts of the Republic of Azerbaijan which will have exclusive jurisdiction.
TERMS & CONDITIONS for GALA DINNER
The Gala Dinner is a separate event, taking place in person during IAC 2023 on 6 October 2023. The deadline for registration for the Dinner is midnight (GMT +4), 4 October2023.
Participants may register for the Gala Dinner subject to payment of the dinner fee as defined below and provided that they are properly registered and have paid all registration fees in advance. Delegates may pick their Gala Dinner ticket also obtain additional information at the Gala Dinner information desk.
Accompanying persons may attend the gala dinner subject to payment of the dinner fee as defined below and provided that the participant with whom the accompanying person is attending the dinner is properly registered and has paid all registration fees. In addition, the accompanying person's name must be clearly indicated on the participant's registration form.
Generally, only one registration form is required for both the participant and the accompanying person.
All payments must be made at the time of registration, before midnight (GMT +4), 4 October 2023, in EUR, using one of the following payment methods:
- If payment is made by credit or debit card (Visa, MasterCard, Maestro), participants must fill in the relevant parts of the registration form.
- Bank transfer: Payment by bank transfer is possible, but only before 31 August 2023 and to the bank account mentioned above.
Reference: IAC2023, full name, participant number
All bank charges related to the transfer must be paid by the sender.
Cheques are not accepted.
An acknowledgement of receipt/confirmation of payment will be sent by the Organizer upon receipt of the registration and full payment by email.
Any request to cancel participation in the Dinner must be made by email and sent to the Congress Secretariat at the following address: firstname.lastname@example.org. The request must include all the necessary bank information for a possible refund. Refunds for cancellations received prior to 31st August 2023, will be made in amount of 50% of ticket price within 60 days after the Congress. No refunds will be made for the cancellation after 31st August 2023 or non-attendance at the Dinner.
The Organizer reserves the right to change and/or modify the date and/or location or any other conditions of the Dinner during the IAC 2023 period. None of such changes will entitle the participant to a refund or claim.
If the Dinner cannot take place or has to be postponed due to events beyond the control of the PCO and/or IAF and/or Host, the Organizer will be released from its obligations towards the Dinner participant, except for the refund of the price paid by the latter. In this case, the amount paid for the Dinner registration will be refunded within 60 days after the scheduled date of IAC 2023. Any other claim for compensation is excluded.