1. Home

Terms and Conditions

CORESTA AP2025 Conference

Alliance One is hosting the CORESTA AP2025 Conference in Surabaya, Indonesia, from 28 September to 2 October 2025. These Terms & Conditions govern the registration and attendance by an Attendee at the Conference.

1. Definitions

  • 1.1 Accompanying person means an individual (not a colleague) who is accompanying a delegate.
  • 1.2 Attendee means an individual who is either a delegate or an accompanying person.
  • 1.3 Conference means the CORESTA AP2025 Conference, which is due to take place at the venue from 28 September until 2 October inclusive.
  • 1.4 CORESTA means the association whose purpose is to promote and facilitate international cooperation and best practices in scientific research relative to tobacco and its derived products.
  • 1.5 Delegate means an individual who has competed the appropriate registration which entitles that individual to attend any of the talks and lectures during the Conference.
  • 1.6 Host refers to Alliance One International who is hosting and organising the CORESTA AP2025 Conference.
  • 1.7 Intellectual property means any and all rights in and to patents (including supplementary protection certificates), copyrights, moral rights, industrial design rights, trade marks, service marks, business or trade names, domain names, get-up, database rights, business or trade secrets, confidential information, know-how and all other property rights (whether registered or unregistered, registrable or unregistrable), together with all other rights of a similar or corresponding character or nature and all applications and/or rights to apply for the same anywhere in the world.
  • 1.8 Losses means all losses, claims, liabilities, costs, charges, expenses and damages of any kind irrespective of whether they were reasonably foreseeable or avoidable or arising directly or indirectly.
  • 1.9 Meetings means the meetings of the CORESTA Sub-Groups and Task Forces (SGTF) and Committees that may be held prior to, during, or after the Conference.
  • 1.10 Registration means the registration process described under condition 2 below to be completed by individuals wishing to attend the Conference whereby places for the Conference are booked and paid for.
  • 1.11 Venue means the conference hotel "Shangri-la Hotel Surabaya, Surabaya".

2. Ordering process and payment

  • 2.1 Registration for the Conference may be undertaken through the Conference website operated by Alliance One International.
  • 2.2 Payment for delegate fees (as set out below) should be made at the time of purchase via the Conference website.Any queries should be directed to the registration team by email at akolling@aointl.com. Registration will not be confirmed and attendance at the Conference will not be guaranteed until payment has been received in full by Alliance One International.

3. Registration

  • 3.1 There is a limited number of delegate places for the Conference and the host accepts no responsibility if places are unavailable.
  • 3.2 All attendees must be at least 18 years of age and the host will not admit delegates who they reasonably believe to be under 18. Proof of age might be requested on attendance.
  • 3.3 The host may refuse registration and/or attendance to the Conference and/or accompanying person programme to any individual for any reason whatsoever, at its absolute discretion.
  • 3.4 Registration fees are non-transferable, non-exchangeable and refundable only in accordance with conditions stated below, unless otherwise agreed by the host at its absolute discretion. Places which have been booked for the Conference may not be transferred to a third party. Entry will be refused where the host believes that an individual is attempting entry to the Conference in breach of conditions.
  • 3.5 Registration fees will not cover any event, expenses, costs or charges incurred by any attendee, other than specifically set out below.

4. Delegate registration

  • 4.1 The delegate registration fees are as follows:
    a) If the delegate is not a member of a CORESTA Member Organisation (“Non-member delegate registration”):
    i. For registration completed before and including 10 August 2025, midnight GMT +07:00: US$1,100.00
    ii. For registration completed on or after 10 August 2025, midnight GMT +07:00: US$1,250.00
    b) If the delegate is a member of a CORESTA Member Organisation (“Member delegate registration”):
    i. For registration completed before and including 10 August 2025, midnight GMT +07:00: US$890.00
    ii. For registration completed on or after 1 August 2025, midnight GMT +07:00: US$960
    c) If the delegate is a student (“Student registration”):
    i. For registration completed before and including 10 August 2025, midnight GMT +07:00: US$715.00
    ii. For registration completed on or after 10 August 2025, midnight GMT +07:00: US$820
  • 4.2 Registrations must be received by 12:00 pm 10 August 2025 (GMT +07:00) in order for the preferential rate to apply. Where registrations have not been received by the deadline, the delegate registration fee set out under condition 4.1.a.ii and 4.1.b.ii above will apply.
  • 4.3 The cost of the delegate registration will entitle one person to the following:
    a) Entrance to all sessions, talks and presentations taking place at the Conference;
    b) Attendance at the Welcome Reception and Closing Dinner;
    c) Refreshments during breaks during the Conference;
    d) Conference bag and information documents;
    e) Attendance at one or more of the CORESTA Sub-Group and Task Force (SGTF) Meetings that may be held prior to, during, or after the Conference.

5. Accompanying persons

  • 5.1 No programme has been arranged for accompanying persons and therefore there is no registration fee charged.
  • 5.2 To avoid misunderstandings, accompanying persons are not allowed entry to any of the Meetings and/or Conference sessions, talks or presentations, and related breaks.

6. Conference and Meeting Programme

  • 6.1 The scheduled Conference programme is as follows:
    a) Sunday 28 September 2025 – Sub-Group and Task Force Meetings; Registration; Welcome Reception;
    b) Monday 29 September 2025 – Working sessions;
    c) Tuesday 30 September 2025 – Working and Poster sessions;
    d) Wednesday 1 October 2025 – Working sessions;
    e) Thursday 2 October 2025 – Working sessions; Closing Dinner
  • 6.2 A more detailed programme will be provided as part of the Conference papers. The Conference programme above is provisional only and CORESTA reserves the right to alter this programme at any time.

7. The Host’s Right of Refusal

  • 7.1 The host reserves the right in their absolute discretion to exclude or remove from the Conference any attendee whose presence (in the sole opinion of the host) is or is likely to be undesirable and cause disruption to the Conference. Examples include: abuse of attendees physically or verbally, damage to property, disruption of speakers or discussions, or any behavior likely to cause harm, offence, loss or disruption.
  • 7.2 Any attendee who is refused entry will not be entitled to a refund of their registration fees. The host accepts no liability to any attendee who is refused entry on such grounds.
  • 7.3 Any attendee in breach of this condition shall be liable for all losses incurred by the host, venue owners, other attendees or any third parties.

8. Changes to the Conference

  • 8.1 The host accepts no responsibility for cancellations of sessions, events, or changes in the order or timing of events or speakers.
  • 8.2 The host gives no guarantee that advertised speakers or specific attendees will be present.
  • 8.3 If Conference dates are changed, attendees may cancel their registration and request a full refund. The host will not cover any other incurred costs, including accommodation.

9. Cancellation and Refund

  • 9.1 The host may cancel the Conference for any reason with 30 days’ notice, refunding any registration fees paid. No other costs will be covered.
  • 9.2 Attendees may cancel their registration at any time. A full refund minus US$30 handling fee will be issued if cancellation is received by 15 September 2025, midnight (GMT +07:00). No refund will be issued for cancellations after this date or no-shows. Cancellation must be via email; other methods are not accepted.
  • 9.3 Cancellation must be made in writing and sent by e-mail to akolling@aointl.com. Refunds will be processed as soon as possible after the Conference.

10. VISA Requirements and Letters of Invitation

  • 10.1 If an attendee needs a visa and proof of purpose to attend, they may request a “Letter of Invitation” from the host. The host is not obliged to provide this and does not guarantee acceptance of the letter by authorities. If refused, registration fees will be refunded.
  • 10.2 The need for a Letter of Invitation must be indicated during registration.
  • 10.3 The applicant must complete all required details via the registration form to receive the letter.

11. Intellectual Property

  • 11.1 The attendee shall not acquire any rights in CORESTA’s intellectual property.
  • 11.2 The attendee must not alter, copy, distribute, or reproduce any CORESTA material provided at the Conference. Prohibited uses include:
    • a) Recording talks or audiovisual content;
    • b) Copying printed or digital materials;
    • c) Sharing content online or externally.
  • 11.3 The attendee shall indemnify CORESTA for any unauthorized use of its intellectual property.

12. Liability

  • 12.1 The host is not liable for third parties failing to deliver services at the Conference.
  • 12.2 The host is not liable for the accuracy or reliability of content shared at the Conference.
  • 12.3 Except in cases of death or personal injury caused by the host, and excluding indirect losses, the host’s liability is limited to the amount of registration fees paid.

13. Data Protection

  • 13.1 The host will process attendee data for the purposes of registration and organization. The attendee must have consent from any third parties for whom they provide information.
  • 13.2 Data includes name, email, phone, dietary or medical information, passport details (if required), and payment information.
  • 13.3 Contact information may be shared with third-party organizers and used to inform attendees of future events. Attendees can opt out by contacting CORESTA.
  • 13.4 Medical and passport data will only be used for Conference purposes and deleted within three months following the end of the Conference.
  • 13.5 Payment data is securely processed and stored in accordance with French laws, then deleted as soon as legally allowed.
  • 13.6 Data may be stored or processed outside the EEA. By registering, attendees consent to this.
  • 13.7 The host will take reasonable precautions to protect personal data, but transmission over the internet is at the attendee’s risk.
  • 13.8 Attendees may request access to their personal data in accordance with the French Data Protection Act and GDPR.
  • 13.9 All personal data will be deleted six months after the Conference.

14. General

  • 14.1 Attendees are bound by third-party terms of service for goods/services at the Conference.
  • 14.2 The host is not liable for any changes or cancellations due to events outside its control.
  • 14.3 No delay in enforcing rights under these Terms & Conditions is a waiver of those rights.
  • 14.4 No third party may enforce these Terms & Conditions.
  • 14.5 If any provision is found illegal or unenforceable, it will be removed without affecting the rest of the document.
  • 14.6 These Terms & Conditions represent the entire agreement and replace any previous agreements.
  • 14.7 These Terms & Conditions are governed by French law and subject to the exclusive jurisdiction of French courts.