TERMS & CONDITIONS

All participants are to comply with all rules, regulations and conditions as set out by SASCRS EXCO, Congress Organising Committee and the Hotels / venues.

Infringement of these regulations may lead to immediate closing of a stand, withdrawal of the right to participate in this SASCRS congress and exhibition without compensation or refund of sums already paid, and without prejudice to the participant or exhibitor.

CODE OF CONDUCT

Participants and their staff are required to conduct business and themselves in a manner that is professional and socially acceptable.

• Exhibitors are required to acquaint themselves with the contents of suppliers’ terms and conditions.
• Complaints will be resolved by the Organizing Committee.
• OSSA’s Code of Conduct will apply. (Obtainable from the OSSA’s administration office)
• The venue’s terms and conditions apply. (Obtainable from the Congress Venue)
• International Council of Ophthalmology Exhibitors’ Code of Conduct will apply. (Available on ICO website)

COMPLIANCE WITH LAWS

Participants shall comply with all local, laws, statutes, ordinances, regulations and rules applicable to the venue which are in force or applicable during the Congress, including without limitation those relating to health and safety, hygiene and fire hazards.

FORCE MAJEURE

SASCRS and the Organisers shall not be liable for the failure to comply with any obligation as a result of any force majeure event which shall include without limitation, acts of God, strikes, lock-outs, acts of war, terrorism, fire, protest, power failure or other natural disasters.

GOVERNING LAW

This agreement shall be governed in all respects by the law of the Republic of South Africa.

INDEMNITY

• The Participant indemnifies and agrees to hold the SASCRS, Organisers, its directors, employees and agents harmless for any damage, loss, death or injury occurring at or about the Congress or in any manner associated therewith
• The Participant agrees to indemnify and hold harmless the SASCRS, Organisers, its employees and agents against any claims or expenses arising out of anything occurring at or about the exhibitor’s stand or in any other manner attributable thereto

INSURANCE, LIABILITIES and SECURITY

• All participants (exhibitors or delegates) and persons using the venues MUST arrange, at their own cost, “all risk” insurance coverage from their country of origin to cover the exhibition stand for the duration of the exhibition period as well as transport time. This insurance coverage should be against injury to persons, fire, theft, damage to or loss of property, medical expenses, accidents, loss, etc
• Participants understand that neither the Organisers nor the SASCRS maintains insurance coverage
• The hotel and SASCRS shall ensure that suitably qualified security personnel are present at the venue during daily conference program times
• Lecture venues will be locked up where possible once the congress activities have closed for the day
• Participants are strongly advised not to leave valuables unattended, nor to leave same in the venues overnight
• Additional stand security may be ordered at a cost payable by exhibiting companies
• It is the EXHIBITOR’S RESPONSIBILITY to be fully covered by insurance and take out “public liability” and “comprehensive” protection

PRODUCT DISCLAIMER

The acceptance of a product or service for exhibition does not in any manner constitute an endorsement by the Organisers, the SASCRS Committees or the SASCRS members.

NOTES TO ALL PARTICIPANTS

ACCOMMODATION

Visit the Accommodation page for details.

• Delegates must book their accommodation with the hotel of their choice. 
• Please note that each hotel has different Terms and Conditions and you are advised to obtain a quotation before confirming your reservation and paying the non-refundable deposit.

AIRPORT SHUTTLE SERVICE

Airport shuttles contact details will be available at registration or with your hotel

ATTENDEE TYPES:  WHO MAY REGISTER?

• Ophthalmologist
• Registrar: Registrar registered in an Ophthalmology Department
• Medical Officer: Medical Officers registered in an Ophthalmology Department in Southern Africa
• Allied Health Professional / Community Field Worker
• Doctor from another discipline
• Ocularist
• Ophthalmic Assistant in the employment of a Southern African Ophthalmologist or Eye Hospital / Institute
• Ophthalmic Nurse employed/registered at a Southern African hospital / clinic / practice
• Orthoptist
• Practice Manager or Administrator in the employment of an Ophthalmologist or Eye Hospital / Institute
• Accompanying guest: spouse, child or partner accompanying a registered delegate
• Trade Delegate / Exhibitor: Registered representative in the service of a company participating in the Commercial Exhibition

ATTIRE & WHAT TO PACK

• Academic Sessions: Business elegant or smart casual
• Social events: Elegant

CANCELLATION & REFUND POLICY

• Application to cancel must be made in writing, signed by the registrant and submitted to Organising Chairman, with a copy to the Congress Office email address
• Cancellation received 4 weeks or more prior to the commencement date: ZAR 500 will be charged for administration
• Cancellation received within 2 to 4 weeks prior to the commencement date: 50% will be refunded
• Cancellation within 2 weeks prior to the commencement date: No Refund will be made
• Refunds will be processed after the congress
• No refunds will be made for meals not taken

CLIMATE

It is summer, but the weather could be unpredictable

CANCELLATION & REFUND POLICY

Application to cancel must be made in writing, signed by the registrant and submitted to Organising Chairman, with a copy to the Congress Office email address

• Cancellation received 8 weeks or more prior to the commencement date: ZAR 500 will be charged for administration
• Cancellation received within 4 to 8 weeks prior to the commencement date: 50% will be refunded
• Cancellation within 4 weeks prior to the commencement date: No Refund will be made
• Refunds will be processed after the congress
• No refunds will be made for meals not taken

CLIMATE

It is summer, but the weather could be unpredictable

CONGRESS VENUES

• Secure undercover parking
• Business centre
• Facilities for the physically challenged

1. Radisson Blu Hotel Umhlanga 

• Main academic program
• Exhibition venue
• Main registration
• Accommodation

2. Capital Pearls Hotel Umhlanga

• Master classes, Parallel sessions of the main program
• Two-day Congress for Ophthalmic Personnel
• Two-day congress lunch and refreshments
• Information desk
• Accommodation

This hotel is within walking distance, situated directly across the road from the Radisson Blu

Speakers review facility will be provided at both hotels

• Radisson Blu: A room for speakers to upload and review presentations will be provided on level 4 near Hall 3, the main plenary lecture venue
• Capital Pearls:  Speakers can review their presentations in a room near the lecture venue or inside the lecture venue
• IT and AV technicians will be available to assist speakers and to upload lectures to the academic program systems
• Visit the registration desks for details

CPD/ CME ACCREDITATION

• Accreditation points will be allocated for every session
• The certificates will be distributed via email or available from the website

COPYING OR RECORDING of Lectures and Presentations

Intellectual property rights restrict the copying or recording of lectures and presentations

CORRESPONDENCE

• E-mail: christitruter@me.com
• Postal Address: P O Box 9675, Centurion, Gauteng, 0046, South Africa

CURRENCY

• South African Rand (ZAR) and Credit cards are accepted by most hotels and shops
• Foreign Exchange branches are located at the airport and at shopping malls in the area

CURRENT:  220V 50hz

ENTITLEMENTS

Delegates: Payment of the registration fee entitles the Delegate to:

• Participate in the congress
• Access to congress sessions as in the program
• Access to the congress Courses – Booking is essential
• Lunch and refreshments served during official programme breaks
• Access to congress Exhibition
• Name badge
• Final program
• Access to the Exhibition opening & welcome function

Delegate’s accompanying guest: pay the once off fee, ZAR550, for access to the exhibition and to attend the Exhibition opening

• Name badge
• Pay the once off fee, ZAR550, for access to the exhibition and to attend the Exhibition opening & welcome function
• Pay the once off fee, ZAR 690, for access to the SASCRS awards dinner, subject to availability

EXHIBITION

A Commercial Exhibition will be held simultaneously to the Scientific Programmes.

MEALS &  DIETARY REQUIREMENTS

• Food and beverages will be served during scheduled lunch and refreshment breaks (Refer Final Program for details)
• Meals not taken cannot be refunded
• Vegetarian options will be available
• Food allergies and other dietary requirements.
• It is the participant’s responsibility to notify the organizers in advance and also the staff at the dining venue/s
• Upon arrival at the hotel, notify the chef/s or banquet manager in order for them to arrange alternatives
• At the dining venue, notify the manager on duty or waiter at their table
• Meals not taken cannot be refunded
• Participants requiring special meals such as STRICT Halaal or STRICT Kosher must indicate so on the registration form and place their order by 15 October
• These meals must be ordered from outside kitchens and a fee will be payable by the delegate
• Meal orders must be placed in writing and paid for by 15 October (or at least 2 weeks prior to the congress)

MEMBERSHIP

• SASCRS Member – Delegate who is a member of SASCRS and whose fees are paid up
• Non-member: Delegate who is not a registered member of SASCRS or a member whose fees are not paid up
• If you register as a Member and your fees are not paid up, the Registrations Manager will correct your registration amount and charge you accordingly

NAME BADGES

• Name badges will be supplied to all registered participants. These will be available for collection onsite at the Main Congress Registration Desk
• Attendees and Accompanying guests are required to wear the official congress name badges for access to academic sessions and to all official congress events
• Exhibiting Company Representatives are welcome to wear their company name badges as long as the Congress Name Badge is also visible.

OFFICIAL LANGUAGE:  English

PASSPORT & VISA

• A passport is necessary for all visitors.
• Passports must be valid for six months from the visa’s date of entry.
• Your passport must have at least 3x blank pages.

Visa

• Foreign Passport holders must make their own arrangements for their visas prior to departing
• Please check with the immigration or consulate in your country if you require a visa

Children under the age of 18 traveling 

• Please take note of the South African regulations and documents required when traveling with Children under the age of 18
• Read the checklist on http://www.drivesouthafrica.co.za/child-visa-checklist/

PAYMENT

Payment of registrations must be made within 7 days of submitting the registration form or invoice date

• Payment must be made in South African Rand (ZAR)
• Pay via BANK OR ELECTRONIC TRANSFER. Funds transfer charges, currency exchange costs must be paid by the registrant
• BANK DETAILS will be printed on the invoice
• Reference: Attendee’s name and surname

PHOTOGRAPHY

• The Organizing Committee, registration staff, Presenters and Journalists may photograph or take video footage of events and exhibitions
• Please inform the Organisers if you do not wish to be photographed

PRIVACY

• Newsletters: From time to time, you may receive information regarding Congresses. You may opt out at any time by returning your email with “unsubscribe” in the subject line
• Names of attendees and the city where they are from will be shared with participating exhibitors
• Contact information will not be shared with 3rd parties
  

REGISTRATION

• ALL speakers, accompanying guests, personnel, exhibitors, and representatives are required to register for the Congress
• By submitting a registration form we accept that you have read and agree to all terms & conditions
• The onsite registration desk will be open on a daily basis
• Payment of registrations must be made within 7 days of submitting the registration form

Entitlements

Delegates

Payment of the registration fee entitles the Delegate to:

• Participate in the congress
• Access to congress sessions
• Access to the congress Courses. Booking is essential as seats are limited
• Lunch and refreshments served during official programme breaks
• Access to congress Exhibition
• Name badge
• Final program
• Access to the Welcome Reception

Accompanying Guests

Payment of the Accompanying Guest’s registration fee entitles Guest to:

• Access to congress Exhibition
• Name badge
• Final programme
• Welcome Reception

SAFETY

Your safety and wellbeing are our most important concern

As in all large cities, we ask you to be careful and take the usual precautions

Every effort will be made to ensure that your visit will be a happy, safe and memorable experience

SMOKING

Smoking is only allowed outdoors in designated areas

SOCIAL EVENTS

• Participants are required to book their place at social events, for catering purposes
• Extra tickets for social events will be available for purchase at registration, subject to availability
• Events not attended can’t be refunded

TERMS & CONDITIONS

• By submitting a registration, you agree to all Terms & Conditions
• Please ensure that you have read and understand all terms & conditions, as they will apply
• Please note that each hotel has different Terms and Conditions and you are advised to obtain a quotation before confirming your reservation and paying the non-refundable deposit

VAT

15% VAT is payable on all products and services