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)

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.

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.

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

ATTENDEE TYPES / CATEGORIES

• 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: Business elegant or smart casual

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

CONGRESS VENUES

Main congress & exhibition venue:  Radisson Blu Hotel Umhlanga

• 5-star rated hotel
• Free WiFi access
• Secure undercover parking
• Business centre
• Facilities for the physically challenged

Two-day Congress for Ophthalmic Personnel – Protea Marriott Hotel Umhlanga

• Walking distance from the Radisson
• Two-day personnel congress venue

Speakers review room will be provided at both hotels

• Speakers can review their lectures in a room near the lecture venues or inside the lecture venus
• Visit the registration desk for details

Main congress & exhibition venue

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

EXHIBITION

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

FOOD | SPECIAL MEALS

• Food and beverages will be served during scheduled lunch and refreshment breaks (Refer Final Program for details)
• Meals not taken cannot be refunded
• Participants requiring special meals such as STRICT Halaal or STRICT Kosher must indicate so on the registration form
  • A fee will be payable for meals ordered from outside kitchens
  • Meal orders must be placed in writing and paid for 2 weeks prior to the congress
• 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

INSURANCE, LIABILITIES and SECURITY

• All participants (exhibitors or delegates) and persons using the venue 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
• 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
• Participants understand that neither the Organisers nor the SASCRS maintains insurance coverage
• It is the exhibitor’s responsibility to be fully covered by insurance and take out “public liability” and “comprehensive” protection

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 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 is required within 7 days from the date of registration
• 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
• Contact information will not be shared with parties not participating in this Congress

REGISTRATION

• ALL speakers, accompanying guests, personnel, exhibitors, and representatives are required to register for the Congress
• Payment of registrations must be made within 7 days of submitting the registration form
• The registration desk will be open on a daily basis
• All participants are required to book or confirm their attendance to reserve their place at social events
• Extra tickets for participation in any of the social events are available for purchase at Registration and will be subject to availability

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.

SHUTTLE SERVICE

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

SMOKING

Smoking is only allowed outdoors in designated areas.

SOCIAL EVENTS

Refer Final Program for details

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.