1. Introduction

These Terms and Conditions (“Terms”) govern your registration for and participation in the Sub-Saharan Africa Drug Prevention and Treatment Summit 2027 (SSA-DPTS 2027) , to be held in Kigali, Republic of Rwanda, on 12-14 October 2027 (indicative dates), and your use of the Summit website and related services.

By registering for the Summit, you agree to be bound by these Terms, together with our Privacy Policy, which is incorporated by reference. If you do not agree to these Terms, please do not register for or participate in the Summit.

  1. Definitions
Term Definition
“Summit” The Sub-Saharan Africa Drug Prevention and Treatment Summit 2027 (SSA-DPTS 2027)
“Organiser” The SSA-DPTS 2027 Organising Committee, including co-convening partners
“Participant” Any individual who registers for or attends the Summit
“Registration” The process of completing and submitting the registration form and paying any applicable fees
“Website” The official Summit website at [URL to be inserted]
“Materials” All content, presentations, documents, and other resources provided in connection with the Summit
  1. Registration and Payment

3.1 Registration Requirements

  • All participants must register for the Summit through the official registration process.
  • Registration is complete only upon submission of all required information and, where applicable, receipt of full payment.
  • You are responsible for ensuring that all information provided during registration is accurate and complete.

3.2 Registration Fees

  • Registration fees are as published on the Summit website at the time of registration.
  • Fees are quoted in [Currency to be specified] and are inclusive of applicable taxes unless otherwise stated.
  • The Organiser reserves the right to modify registration fees at any time prior to payment. However, fees already paid will be honoured.

3.3 Payment

  • Payment may be made by credit/debit card, bank transfer, or other methods specified on the registration platform.
  • Full payment must be received before the Summit unless otherwise agreed in writing.
  • If payment is not received, we reserve the right to cancel your registration.

3.4 Confirmation

Upon successful registration and payment (if applicable), you will receive a confirmation email.

It is your responsibility to ensure that you receive this confirmation. Please contact us if you do not.

  1. Cancellations, Refunds, and Substitutions

4.1 Cancellation by Participant

Cancellations must be submitted in writing to [registration@ssadpts2027.org].

The following refund schedule applies (indicative):

  • Cancellations received 90+ days before the Summit:90% refund
  • Cancellations received 60-89 days before the Summit:75% refund
  • Cancellations received 30-59 days before the Summit:50% refund
  • Cancellations received less than 30 days before the Summit:No refund

Refunds will be processed within 30 days of receipt of cancellation notice.

4.2 Substitutions

  • You may transfer your registration to another individual at no additional cost, provided we receive written notice at least 14 days before the Summit.
  • Substitutions after this date may be accommodated at our discretion.

4.3 Cancellation by Organiser

The Organiser reserves the right to cancel, postpone, or modify the Summit due to circumstances beyond our reasonable control (force majeure), including but not limited to natural disasters, public health emergencies, government restrictions, or other unforeseen events.

In the event of cancellation by the Organiser:

  • Registration fees will be refunded in full (excluding any non-refundable travel or accommodation costs incurred by you).
  • The Organiser shall have no further liability to you.
  1. Participant Conduct

5.1 Code of Conduct

By participating in the Summit, you agree to:

  • Conduct yourself in a professional and respectful manner at all times
  • Refrain from any form of harassment, discrimination, or inappropriate behaviour
  • Comply with all applicable laws and regulations of the Republic of Rwanda
  • Respect the intellectual property rights of presenters and other participants
  • Follow all instructions from Summit staff and venue security

5.2 Photography and Recording

The Summit may be photographed, recorded, and live-streamed by the Organiser.

By attending the Summit, you consent to being photographed and recorded, and you grant the Organiser the right to use these images and recordings for promotional, educational, and archival purposes.

You may not record or photograph sessions without prior written permission from the Organiser.

5.3 Unacceptable Behaviour

The Organiser reserves the right to remove any participant from the Summit (without refund) who engages in unacceptable behaviour, including but not limited to:

  • Harassment or discrimination of any kind
  • Disruptive behaviour during sessions
  • Unauthorised commercial solicitation
  • Violation of venue rules or applicable laws
  1. Intellectual Property

6.1 Summit Materials

All Summit Materials, including presentations, abstracts, papers, and other content, are the intellectual property of their respective creators.

You may not reproduce, distribute, or commercially exploit any Summit Materials without prior written permission from the Organiser.

6.2 Your Submissions

By submitting an abstract or other content to the Summit, you grant the Organiser a non-exclusive, royalty-free license to:

  • Publish and distribute your submission in Summit proceedings
  • Present your submission at the Summit
  • Use your submission for promotional and educational purposes

You warrant that you have the right to grant this license and that your submission does not infringe the rights of any third party.

6.3 Trademarks

The Summit name, logo, and branding are the property of the Organiser and may not be used without prior written permission.

  1. Liability and Disclaimers

7.1 Disclaimer of Warranties

The Summit and all associated materials and services are provided “as is” without any warranties of any kind, whether express or implied.

The Organiser does not warrant that the Summit will meet your expectations or that it will be uninterrupted or error-free.

7.2 Limitation of Liability

To the maximum extent permitted by law, the Organiser shall not be liable for any direct, indirect, incidental, special, or consequential damages arising out of or in connection with your participation in the Summit, including but not limited to:

  • Travel, accommodation, or other personal expenses
  • Loss of business or profits
  • Personal injury or property damage

The Organiser’s total liability to you shall not exceed the total registration fees paid by you (if any).

7.3 Force Majeure

The Organiser shall not be liable for any failure or delay in performing its obligations due to circumstances beyond its reasonable control.

7.4 Personal Responsibility

You are responsible for your own safety and well-being during the Summit.

You are advised to obtain appropriate travel and health insurance.

  1. Visa and Travel

8.1 Visa Requirements

  • It is your responsibility to determine and comply with visa and entry requirements for Rwanda.
  • The Organiser can provide an invitation letter upon request to support your visa application.
  • Issuance of an invitation letter does not guarantee visa approval.
  • The Organiser shall not be liable for any visa-related issues or costs.

8.2 Travel and Accommodation

Travel and accommodation arrangements are your sole responsibility.

The Organiser may provide recommendations but does not endorse or guarantee any third-party services.

  1. Privacy and Data Protection

Your personal data will be processed in accordance with our Privacy Policy, which forms an integral part of these Terms.

By registering for the Summit, you consent to the collection, use, and disclosure of your personal data as described in the Privacy Policy.

  1. Governing Law and Dispute Resolution

10.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Republic of Rwanda.

The courts of Rwanda shall have exclusive jurisdiction over any disputes arising out of or in connection with these Terms or your participation in the Summit.

10.2 Dispute Resolution

In the event of any dispute, the parties shall first attempt to resolve the matter amicably through good-faith negotiations.

If the dispute cannot be resolved amicably within 30 days, it shall be submitted to the competent courts of Rwanda.

  1. General Provisions

11.1 Entire Agreement

These Terms, together with the Privacy Policy and any other documents expressly incorporated by reference, constitute the entire agreement between you and the Organiser regarding the Summit.

11.2 Severability

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

11.3 Waiver

Failure by the Organiser to enforce any provision of these Terms shall not constitute a waiver of that provision or of any other provision.

11.4 Amendments

The Organiser reserves the right to amend these Terms at any time. Any changes will be posted on the Summit website and will take effect immediately.

Your continued participation in the Summit following any such changes constitutes your acceptance of the amended Terms.

11.5 Assignment

You may not assign your rights or obligations under these Terms without the prior written consent of the Organiser.

  1. Contact Us

If you have any questions or concerns regarding these Terms and Conditions, please contact us at:

SSA-DPTS 2027 Organising Committee