ACCOMMODATION GUIDELINES

HOW TO MAKE A HOTEL RESERVATION

Online booking is available for registered participants (hotel booking can only be done during/after the registration process).

Participants are advised to reserve accommodation by 25 June 2016. After this deadline requests will be accepted, however, hotel rooms are subject to availability and cannot be guaranteed.

GENERAL CONDITIONS

All rates are stated including breakfast, service charge and local 15% VAT. Rooms at special 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 Secretariat is not obligated to refund any overpayment. If the statutory VAT changes, the rates will change accordingly and the difference will be charged.

Early bird rate

Available at hotel Park Inn Hotel for reservations completed and fully paid until 25 May 2016.

PAYMENT CONDITIONS

Full prepayment can be made by a credit/debit card or a bank transfer. Bank transfer payments will be accepted until 15 June 2016 only.  All extra charges must be settled directly with the hotel upon departure.

By Bank Transfer

Please do not send any payments by bank transfer without the Registration Number and participant’s name included in payment details. Such payments cannot be identified.

As of 16 June 2016 you are kindly requested to make all payments by credit/debit card.

Online Payment by Credit/Debit Card

In case of rejected online credit/debit card payment, the delegate is recommended to log into the Online Registration Form and try to process the booking and the payment again. Should the trouble with the payment persist, the participant is advised to contact the credit/debit card issuer/bank first and check if online transactions are not disabled on the credit/debit card. Afterwards, the booking can be processed again.

Online payments service provider: GP webpay

Accepted Credit / Debit Cards: Visa, Eurocard/Mastercard

All online payments are processed via GP webpay secure connection. GP webpay conforms to international standards and it meets the strictest safety requirements of the MasterCard SecureCode and Verified by VISA standards as defined by the MasterCard and VISA card associations. These standards are designated as 3D Secure and they ensure maximum payment security. Click here to learn more about online payments security.

TRANSPORTATION

No shuttle service will be provided except for Park Inn Hotel where free morning transfer to the Prague Congress Centre is scheduled.

CANCELLATION / CHANGE OF RESERVATION

All changes to accommodation booking must be notified in writing (email or fax) to C-IN and cannot be done online. 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 Secretariat in order to guarantee the room.

CANCELLATION / REFUND POLICY

• For cancellation/reduction of room nights reserved until 15 May 2016, full deposit will be refunded less EUR 30,- (handling fee)
• From 16 May 2016 to 4 July 2016 deposit of 1 night will be charged.
• From 5 July 2016 all reserved nights 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 prepayment).

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 prepayment is received and will be sent by the 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 its database and is the only one responsible for sending such confirmations.

Final bill 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 (if applicable) and extras. Most hotels issue the final bill in local currency (Czech Crowns) according to the daily exchange rate stated by the 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 the Secretariat with a separate request at or call +420 261 174 301. Different payment and cancellation conditions will apply.