IFHE 2024 | Accommodation booking

IFHE 2024 is the 28th International Conference (hereafter “Conference”), hosted by the International Federation of Healthcare Engineering (hereafter “Host”) with accommodation services organised by K.I.T. Group - African Agenda (hereafter “Organiser”). Hotel accommodation is subject to availability and will be allocated on a first come, first served basis. All rates are listed per room and night in South African Rand (ZAR) and include VAT, breakfast, and applicable tourism levy. 1. An email confirmation will be sent automatically when you complete the hotel booking form. If you do not receive it, please email hotels@africanagenda.com. A completed hotel booking form is a confirmed commitment subject to the cancellation terms below. 2. All hotel payments must be made to the African Agenda PTY LTD C/O – IFHE2024. 2.1. Unless agreed to in writing, all accommodation payments must be made in South Africa Rand (ZAR). 2.2. Any short payment resulting from bank charges and/or exchange rate fluctuations will be charged back to the registrant. 3. Cancellations must be received in writing by the Organiser at this email address: hotels@africanagenda.com 4.1. For cancellations received 90 days and more before arrival (until 10 July 2024), 100% of the accommodation cost deducted by a handling fee of ZAR900 will be refunded. 4.2. For cancellations received between 89 and 31 days before arrival (11 July to 10 September 2024), 50% of the accommodation cost will be refunded. 4.3. From 30 days (11 September 2024) no refunds will be provided for cancellations or no-shows. The registrant will be liable for the full amount due. 4.4. All accommodation booking charges are subject to a 3.5% handling fee which will be due along with the required booking payment. If the handling fee is not paid, the booking will not be confirmed. 4.5. Failure to make an accommodation payment will result in the accommodation booking being cancelled. 4.6. For a reduction in the length of stay or in case of a no-show, no refunds will be made. The entire number of nights booked on the hotel booking form and confirmed will be charged. No-shows will be released at 09.00 the following day, and the accommodation will not be refunded. 4.7. Should the selected hotels be sold out, African Agenda reserves the right to book a hotel in a similar category and price range. 5. Hotel bookings may be transferred only if the Organiser is informed in writing at this email address: hotelscpt@kit-group.org DATA PROCESSING CONSENT We are committed to protecting your privacy and the security of the personal data you provide to participate in this Conference. The following information will assist you to be fully informed before you submit any personal data. Please review the following and give your consent for your personal data to be processed. What is personal data? You will be required to submit personal data, including contact and demographic information that identifies you personally (e.g., name, address, email address, phone number, etc) to participate in this Conference. The Organiser will use this information for the following purposes: (a) enabling your Conference participation; (b) communicating Conference-related information to you; (c) marketing IFHE 2024 and Conference news and opportunities you may be interested in; and (d) sharing limited personal data with third parties that perform Conference services on behalf of the Host and the Organiser. Why are we processing your personal data? We require your personal data to facilitate your participation in this Conference. This includes your registration. Other parties that will have access to your personal data. Your personal data will only be shared with other organisations/third parties in order to process your registration and facilitate your participation in the Conference; this could include but is not limited to accommodation and transport service providers. How long will we store your personal data? The Host and Organiser may use this information for as long as they remain active in conducting any of the above purposes. The right to enquire about your personal data. You retain the right to ask us about your personal data at any time. Please contact us at hotels@africanagenda.com with any enquiries you may have. Data Controller Contact and Nominated Data Protection Officer IFHE 2024 c/o African Agenda, Conference Organiser Abigail Droomer 120 Belvedere Road, Claremont, 7708, South Africa Email: hotelscpt@kit-group.org DISCLAIMER AND WAIVER As a condition of my participation in the Conference, I hereby release the Host and the Organiser, and their officers, directors, employees, and agents from and against all liability for damage or injury that may arise from my participation. I acknowledge that participation in the Conference events and activities entails some risk and I do hereby assume responsibility for my own safety. If someone else participates in my place per the Conference registration transfer policy, the new registrant agrees to this disclaimer and waiver by default of transfer. The Host and the Organiser intend to take photographs and video of the Conference for use in IFHE 2024 news and promotional material, and in print, electronic, and other media. By participating in the Conference, I grant the Host and the Organiser the right to use any image, photograph, audio or video recording, or other likeness of me, without limitation, for IFHE 2024 and Conference promotional materials and publicity efforts, without compensation. I agree that media may be displayed, distributed, or used by the Host and the Organiser for any reasonable promotional purpose, and that all media become the property of the Host. LIMITATION OF LIABILITY The Host reserves the right to cancel the Conference without notice or compensation in the event of any delay, default, failure, or cancellation of implementation of any deliverable to or for the Conference which has been caused, directly or indirectly, by any incident of "force majeure". For the purposes hereof, the term "force majeure" shall mean any incident, circumstance, or cause which renders delivery of the Conference substantially or totally impossible or impracticable and which is beyond the control of the Host or Organiser. The term shall include but not be limited to the following: • Strike, or other industrial action of any kind; • Fire, flood, drought, water shortages, or adverse weather conditions; • Power failure; • Unavoidable breakdown or destruction of facilities or equipment; • Failure of carriers, delays in performance or delivery by sub-contractors, or any other breach by a third party of a material obligation towards the Host or Organiser; • Promulgation, amendment, or rescission of any relevant legislation or regulation by local or national government; • Any occurrence of any nature which renders it reasonably necessary for the Conference to be cancelled. In such circumstances the Host and the Organiser are hereby indemnified and shall not be liable to any registrant, participant, partner, supplier, or other service provider for any loss or damage, save that the Organiser shall only be liable to reimburse the relevant party such amounts as may actually have been received by the Organiser, but after deduction of any costs that have been reasonably incurred by it up to the point of cancellation in preparing the Conference. This limited liability does not extend to any payments that may have been made directly or indirectly (on behalf of, e.g., registrants, participants, partners, suppliers, service providers, etc.) to third parties such as hotels or airlines. The Host and Organiser shall not be responsible for any theft, breakage, destruction, or damages of any kind whatsoever and howsoever caused to personal and/or business items of registrants and their guests, or other participants. All registrants are to make themselves fully aware of the health and visa requirements in respect of travel to South Africa; if a registrant, their guests, or other participant is unable to participate in the Conference due to not meeting these requirements in any way, the Host and the Organiser will not accept responsibility in any respect. Acknowledgement By checking the ACCEPT box, I acknowledge that I have read, understand, and accept the Accommodation Terms and Conditions, Data Processing Consent, Disclaimer and Waiver, and Limitation of Liability.