International Conference on HIV and Vaccine Research

Rules and Regulations (Read Carefully before registration)

1.1 For paper Submission and Publication in ASAR Conferences:

1. All Authors and Co-authors must inform their respective Dept. Head/Principal/Guide about the paper submission of papers into ASAR Conferences.
2. ASAR accepts each paper for conference after doing the review by two internal or external ASAR Reviewers.
3. ASAR never publishes any unregistered paper.
4. ASAR is not responsible for identifying the original author or co-author of the paper. The person who submits the paper will be taken as the original author of the paper.
5. In any case if ASAR receives the complaint about the originality of the author and it is found to be true the paper will be suspended from the publication immediately.
6. ASAR can’t republish or distribute any suspended paper from the date of suspension.

1.2 Attending ASAR International Conferences:

1. All participants should register before coming to the conference by paying the specified amount mentioned at the registration menu on the website.
2. The Organizer has all the rights to change the venue and date at any time before the conference at any time. If the organizing Committee decides to change the venue and Date of Event, all delegates will get the information via their registered email ID.
3. ASAR will be not responsible for any kind of financial loss due to any ticket cancellation or any bookings of the registered participants if the conference gets format change from physical to virtual or rescheduled to another place or date at any time.
4. If at any time the author does not want to attain the conference and cancel the registration then no money will be refunded.
5. ASAR has all rights reserved, not to refund any money to the registered author or co- author who attended the conference and accepts the publication/ certificate during or after the conference at any time.
6. If the Author is unable to attend the conference for any personal reason,then the co-Authors should attend the conference. No refund will be encouraged.

1.3 Cancellation & Refund Policy:

1. Registration Cancellation will be accepted if the registrant/ participant did not receive the official invitation letter. If the registrant/ participant receives the official invitation letter then the registrant/ participant is not eligible to claim refund.
2. A full refund is applicable only if the registrant/ participant requests for a refund before 70 days from the conference date and the cancellation form needs to be submitted before 60 days from the conference date.
3. If the cancellation request is raised in 30 days or less than 30 days from the conference date, then the registrant/ participant is not eligible for a refund. However, the registrant/ participant will receive a credit for the fee and the credit will be valid for a period of one year from the time of their registration.
4. If the cancellation request is raised between 60-30 days from the conference date, the registrant/ participant will be eligible for a partial refund from the registration fee received. Charges will be included in case if the registrant/ participant received any document from the organization.
5. If the registrant/ participant completed the registration less than 30 days from the conference date, no refund will be applicable. They will have only the conference switch option, since the registration fee will be valid for one year, the registrant/ participant can use the credit and choose any other international conference within the one-year period.
6. If the registered participant cannot attend the conference for any personal reason, the registration fee will not be refunded. However, the fee will be considered as a credit to participate in any of our international conferences within one year from the date of registration.
7. If the conferences are scheduled in a hybrid format the organizer has all the rights to conduct the conference in physical or virtual format. The refund is not applicable for the format changes.
8. Virtual Participation registrations are non-refundable

1.4 Travel and Accommodation Responsibilities:

1. ASAR will never take responsibility for making and managing travel arrangements, including flights, transportation, and accommodation, and lies solely with the individual participant.
2. In the event of any changes to the conference format, cancellation, or venue adjustments, the organizers cannot assume responsibility for any costs incurred by participants for travel or accommodation.
3. The registration fees paid by the registrant/ participant does not include any travel and accommodation charges.

1.5 Transfer of registration:

1. All fully paid registrations are transferable to other persons from the same organization/Institution if the registered person is unable to attend the event. Registration form should be submitted.
2. Transfers must be made by the registered person in writing to info@asar.net.in. Details must be submitted through the registration form at the earliest with reference to the previous registration details and attested by the cardholder signature for the transformation confirmation.
3. All other registration details will be assigned to the new person unless otherwise specified. Registration can be transferred from one conference to another conference of the same organizer if the registrant is unable to attend one of the conferences.
4. However, Registration cannot be transferred if it is intimated within 14 days of the respective conference. The transferred registrations will not be eligible for Refund.

1.6 Visa Information:

The organizer will not directly contact embassies and consulates on behalf of visa applicants. All delegates or invitees should take responsibility for their visa and travel arrangements. Important note for failed visa applications: Visa issues cannot come under the consideration of the cancellation policy of the organizer, including the inability to obtain a visa.

For participants who register close to the conference date or after the registration deadline mentioned in Important dates, your registration will be considered for virtual participation only, as the conference is in hybrid mode. However, you will be eligible to attend one more international conference based on your registration category

**To be Noted:

1. All cancellations or modifications of registration must be made in writing to info@asar.net.in
2. All the participants are aware of these terms and conditions before completing the conference fee transaction and registration completion.
3. We do not initiate any auto debit. All the transactions are completed by the participants on their own with their interest only after reviewing the terms and conditions of the ASAR organization.
4. After completion of the registration the participant/ registrant needs to submit the conference registration form within 3 days from the date of registration completion. The registration form will be available on the event page. If the participant/ registrant did not submit the registration form, the participant for the event will not be confirmed.
5. Please do not book your travel arrangements until you receive the official conference program details. These details will be sent via email 15 days before the conference date.