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  • Registration Guidelines
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ACCOMMODATION GUIDELINES

Terms & Conditions - Clarion Congress Hotel Prague (congress venue)

Rooms at the Clarion Congress Hotel Prague (congress venue) are available at special congress rates on direct basis by using their booking form. Terms and conditions are stated at the start of the booking process.

Terms & Conditions – Other congress hotels

All rates stated include breakfast, service charge and local VAT 15%. If the statutory VAT changes, the below mentioned rates will change accordingly and automatically and the difference will be charged.

Rooms at special congress rates are being held in hotels of different categories. Rooms will be allocated on a first come, first served basis.

All rates are valid at the day of booking. Please note that the rates may change. In case of any rate change the Congress Secretariat is not obligated to refund any overpayment.

For further information please contact the Congress Secretariat:

C-IN
Prague Congress Centre, 5. kvetna 65, 140 21 Praha 4, Czech Republic
Phone: +420-261-174 301, Fax: +420-261-174 307
e-mail: [email protected]

Beware of fraudulent hotel agencies

Please be aware of the fact that in the past, fraudulent hotel agencies have solicited our participants, especially speakers and Committees members (those having their names published on the Congress website). C-IN is the only official ESB 2015 Accommodation Agent and we advise you to book directly with us.

How to make a hotel reservation

Participants are recommended to reserve accommodation by 1 June, 2015. After this deadline requests will be accepted, however, hotel rooms are subject to availability and cannot be guaranteed; when making the reservation, please also indicate an alternative hotel/second choice hotel in case your preferred one is fully booked.

A minimum deposit of 1 night is required to confirm your reservation.

Early bird rate

Available at Clarion Congress Hotel Prague and Pentahotel Prague.

Reservation (full prepayment or 1 night deposit) must be received and fully paid until 4 May, 2015.

No shuttle service will be provided during the congress from the airport to the hotels or from the hotels to the venue.

Payment condition

• 1^st night deposit will be required to guarantee the booking. All bookings must be guaranteed by a valid credit/debit card (VISA, EC/MC cards are accepted). Expiration of the card must exceed October 2015. C-IN holds the right to pass your credit/debit card details to the respective hotel. Final bill (rest of nights and extras) must be settled directly with the hotel upon departure.
• In case of cancellation as of 6 May, 2015, 1st night deposit will not be refunded
• In case of cancellation as of 12 June, 2015 or no-show C-IN holds the right to charge your credit/debit card for the rest of your pre-booked accommodation 
  
  OR
   
• Full pre-payment can be made by a credit/debit card or a bank transfer (1st night will be not refunded as of 6 May, 2015 and the full prepayment will be charged in case of cancellation as of 12 June, 2015). Bank transfer payments will be accepted until 5 June, 2015 only). Please forward a copy of the transfer stating the participant´s name. A full payment free of any bank charges must be received by C-IN. All extra charges must be settled directly with the hotel upon departure.
   

    C-IN Banking details (for the bank transfers):

Online payment by credit/debit card (Visa, Eurocard/Mastercard)

In case of rejected on-line credit/debit card payment, the registration will not be processed by the Congress Secretariat. It is recommended that the participant contacts credit/debit card issuer/bank first and checks if the on-line transactions are not disabled on his credit/debit card. Afterwards, the online registration process has to be repeated.

Credit Card Acceptance Policy

Please kindly note that for the purposes of the online registration and payment, only internationally recognized credit cards using highest standards of security are accepted. We accept following credit cards for the online payments: MasterCard, Maestro, VISA, VISA Electron a V Pay. For your easier reference, please check if your credit card is embossed, has 16 digit number and 3 digit CVC code at the back plus a magnetic slip. Should you have any question in regards of validity of your credit card for online registration, or should you wish to check if payments with other cards like American Express are possible, please feel free to contact Congress secretariat.

Cancellation / Change of reservation

Cancellation or changes must be notified in writing (email or fax) to C-IN. Cancellation or changes made by phone cannot be accepted. Please do not contact the hotel directly as reservations are held by C-IN. In case of later arrival other than reserved please inform the Congress Secretariat in order to guarantee the room.

Cancellation will be charged according to the cancellation conditions below

• For hotel reservation cancelled before and on 5 May, 2015, full deposit will be refunded less EUR 30,- (handling fee)
• As of 6 May, 2015 deposit of 1 night will be charged
• As of 12 June, 2015 all nights as reserved will be charged and no refund will be made (C-IN holds the right to charge your credit/debit card for all nights booked OR not to refund the full pre-payment).
• In case of no-show or later arrival or earlier departure other than reserved all nights as reserved will be charged.

Confirmation of reservation and final bill

After completing the hotel booking, participant will receive a system notification that reservation request was received (please note this is not a confirmation of the room). Confirmation of the hotel booking will be issued only after the deposit / prepayment is received and will be sent by the Congress Secretariat to the participant by email. This confirmation should be presented to the hotel reception during check-in.
Please do not contact the hotel in order to enquire your confirmation of accommodation as C-IN keeps your reservation in his database and is the only one responsible for sending such confirmations.
Final bill for 1 night deposit or full prepayment will be issued by C-IN only upon request of the booker.  The respective hotel will then issue the invoice for the rest of nights and extras. Most hotels issue the final bill in local currency (Czech Crowns) according to the daily exchange rate stated by Czech National Bank.

CHECK-IN / CHECK-OUT

Check-in varies from noon until 15:00. Early check-in can be requested, however cannot be guaranteed. Early check-in is subject to the room availability on the day of arrival. Check-out is generally at 10:00. Late check-out is also subject to the room availability and some hotels may charge a daily rate

GROUP HOTEL RESERVATIONS

For group reservations (more than 5 rooms) please contact C-IN with a separate request at [email protected] or call +420 261 174 301.
Different payment and cancellation conditions will apply.