Registration

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Congress Registration

The registration deadlines are as follows:

October 2011	Registration opens
15 May 2012, 24.00 CET	Early Registration deadline
9 August 2012, 24.00 CET	Standard Registration deadline
from 10 August 2012	Onsite Registration

Only fully completed registration forms will be accepted.  The registration fee is based on the date of the receipt of the registration form and the payment in full in accordance with the deadlines mentioned above. Should one deadline be missed, the next applicable fee will be charged automatically.  The registration will only be confirmed upon receipt of payment in full.

If the maximum attendee capacity is reached, the organisers reserve the right to refuse any registration.

To be eligible to register for the Congress, attendees must be at least 18 years old. Attendees may be asked to present an official identity card stating their age.

Registration Fees

The registration fee for regular delegates includes entry to all sessions, the exhibition area, the poster area, the Opening Ceremony, the Closing Session, the Exhibition Opening Party, the Cultural Evening and one library visit (based on availability).

The registration fee for one day registrations includes entry to all sessions on the day of registration, the exhibition area on the day of registration (if applicable), the poster area on the day of registration (if applicable) and to the official Congress Reception on the day of registration (if applicable).

All IFLA members are entitled to register at the member rates published. If you are not an IFLA Personal Affiliate or Institutional Member, but are a member of your national association which is a member of IFLA, please contact your national association for the correct membership number. This number should be entered on the registration form.

To be able to register as a student, you must present proof of full-time enrollment at a recognised university or college for both the time of registration and during the Congress. Students must present their original student identification card onsite in order to receive their name badge. New Graduate Student IFLA Members are also eligible to register in this category. They must provide a copy of their diploma to receive their name badge.

At the December Meeting, the IFLA Governing Board established a new affiliate membership category for non-salaried persons.  We are pleased to announce that the benefits for this category have now been extended to the congress registration. IFLA members from this category can register for the congress at the same rate as the student rate.

The registration fee for accompanying persons includes entry to the exhibition area, the Opening Ceremony, the Closing Session, the Exhibition Opening Party and the Cultural Evening as well as one library visit (based on availability) and one half-day sightseeing tour. A maximum of one accompanying person can be registered per delegate.

To register as a media representative, please contact the Congress Secretariat in order to receive a media registration form. There is no registration fee for accredited media representatives. However, to register as a media representative, you must submit a copy of your official press card.

Registrations for more than ten persons will be handled separately as a group booking. Please contact the Congress Secretariat Registration Department.

Early Registration Fees until 15 May 2012	EURO
Full Delegate – IFLA Member	435
Full Delegate – Non Member	585
Student	215
IFLA Graduate Affiliate	215
IFLA Non-salaried Affiliate	215
Accompanying Person	285
Day Delegate	150
Registration Fees until 9 August 2012
Full Delegate – IFLA Member	520
Full Delegate – Non Member	695
Student	250
IFLA Graduate Affiliate	250
IFLA Non-salaried Affiliate	250
Accompanying Person	345
Day Delegate	175
Onsite Registration Fees from 10 August 2012
Full Delegate – IFLA Member	615
Full Delegate – Non Member	810
Student	275
IFLA Graduate Affiliate	275
IFLA Non-salaried Affiliate	275
Accompanying Person	410
Day Delegate	205

Congress Material

If the registration form and full payment are received no later than the early registration deadline (15 May, 2012), a Congress bag is included in the registration fee for delegates, students, speakers and media representatives. If the registration form and/or full payment are received after the early registration deadline, the Congress Secretariat cannot guarantee that a Congress bag will be available. All Congress materials will be handed out onsite at the registration counter.

Methods of Payment

Payment is required at the time of registration. It should be made in EUR only, using one of the following methods:

1.  Credit card (Visa, Master/Eurocard, AMEX): Attendees should complete the relevant section of the online registration form.

2.  Bank transfer: Payment should be made in EUR to:

K.I.T. Group GmbH Association & Conference Management
Commerzbank AG, Kurfürstendamm 237, DE-10719 Berlin

Bank Sorting Code	100 800 00
K.I.T. Group Account Number	05 140 018 00
SWIFT-CODE	COBADEFFXXX
IBAN	DE77 1008 0000 0514 0018 00

Reference: Participant number, name, code (e.g. WLIC 2012)

Please note that all transfer costs must be prepaid by the transmitter.
Cheques will not be accepted.

Letter of Confirmation/Payment Receipt

A letter of confirmation/payment receipt will be sent by email once the Congress Secretariat has received the fully completed registration form and the related payment. Attendees must present this confirmation/payment receipt at the registration counter as proof of their registration and payment.

General Information

In addition to the payment receipt, general city/Congress information will be sent to all delegates by email approximately four weeks prior to the Congress in addition to being available on the Congress website. This will provide information and advice helping you to prepare for your visit in Helsinki and attendance at IFLA WLIC 2012. Please be certain to submit your email address when registering.

Congress Participation Grants

Limited funds are available to support the attendance of selected speakers for congress sessions of IFLA’s three Regional Sections.  Additional grants/awards are also available from a number of sources.  See: complete details.

Letter of Invitation

Individuals requiring an official Letter of Invitation may be requested here. The Letter of Invitation does not financially obligate the Congress organisers in any way.  All expenses incurred in relation to the Congress are the sole responsibility of the attendee.

Certificate of Attendance

A Certificate of Attendance for regular delegates and students can only be acquired in the designated areas in the congress centre. It cannot be issued after the Congress.

Registration Name Change

A handling fee of 50 EUR will be charged for every name change to an existing Congress registration. A new registration form for the substitute attendee should be submitted, as well as a proof for the reduced fee if applicable. Name changes will only be accepted until the standard registration deadline indicating clearly the new and old name. After the standard registration deadline (9 August 2012), all name changes must be carried out onsite.

Lost Name Badge

The name badge must be worn at all times during the Congress. Access to the Congress facilities will not be granted without a proper name badge. If an attendee loses, misplaces or forgets the name badge, a handling fee of 50 EUR will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid.

Registration Cancellation Policy

Notification of cancellation must be made in writing and sent to the Congress Secretariat Registration Department by email or fax. The notification must 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 the early registration deadline, the paid registration fee less an administration fee of 50 EUR will be refunded. No refunds will be made for cancellations received after this date. Credit will not be given for unattended events or early termination of attendance.

Modification of the Congress Programme

The Congress Secretariat and the Congress Organiser reserve the right to modify the programme, which is published as an indication only.

Cancellation of the Congress

In the event that the Congress cannot be held or is postponed due to events beyond the control of the Congress Organisers (Force Majeure) or due to events  which are not attributable to wrongful intent or gross negligence of  the Congress Organisers, the Congress Organisers cannot be held liable by attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

Under these circumstances, the Congress Organisers reserve the right to either retain the entire registration fee and to use it for a future congress, or to reimburse the attendee after deducting costs already incurred for the organisation of the Congress and which could not be recovered from third parties.

General Terms and Conditions for Library Visits, Full-day Library Visits, Regional Areas

All Full-day Library Visits to regional areas require pre-registration with a small fee and are based on a minimum number of 15 attendees.  These visits will take place on a coach with an English speaking volunteer. Should the minimum number attendees not be reached, the Congress Secretariat reserves the right to cancel the tour and refund the amount paid. Prices may be subject to change for exceptional reasons beyond the control of the Congress Secretariat.

Definitions

K.I.T. Group GmbH Association & Congress Management is the Professional Conference Organiser appointed by IFLA for the IFLA World Library and Information Congress, 11 – 17 August, 2012 in Helsinki, Finland. The organiser leads the Congress Secretariat and is responsible for registration services, hotel accommodation, sponsorship opportunities, exhibition management and the logistics for social events.

Cancellations

Notification of cancellation must be made in writing and sent to the Congress Secretariat Registration Department by email or fax. The notification must 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 the early registration deadline (15 May 2012) the paid fee will be refunded. No refunds will be made for cancellations received after this date. Credit will not be given for unattended library visits.

All buses for Full-day Library Visits, Regional Areas, start and end at the entrance to the Helsinki Exhibition & Convention Centre (HECC).