ACCOMMODATION GUIDELINES

Online hotel reservation is a part of the registration form.

To book you room and secure the special rate the reservation needs to be done via the ESPD online registration system. The actual hotel room can be reserved during the online registration process (alternatively, you can re-enter the online registration form at any stage later to add your hotel booking to your already existing registration).

Rooms are being allocated on a first come, first serve basis. Timely reservation is highly recommended.

For group requests please kindly contact the ESPD Meeting Secretariat at registration@espd.info


Accommodation Terms & Conditions

PAYMENT CONDITIONS

Full prepayment upon reservation is required to guarantee the room. Payment can be made by a credit/debit card online or by a bank transfer.

All incidentals/extra charges (mini-bar, phone, room service etc.) must be settled by the guest directly with the hotel upon departure. The hotel will demand a credit card guarantee from all guests upon arrival.

By Bank Transfer
Will be accepted until 20 May 2020 only.

Please do not send any payments by BT without the Registration Number and participant’s name included in payment details (invoice will be provided by the Secretariat).

A full payment free of any bank charges must be received by C-IN.

Beneficiary: CZECH-IN s.r.o.
Beneficiary address: 5.května 65, CZE 140 21 Prague 4, Czech Republic
Bank address: KB a.s., Na Příkopě 33, CZ-11000 Prague 1, Czech Republic
Account number: 51-0903490207/0100
IBAN: CZ5901000000510903490207
SWIFT/BIC: KOMBCZPPXXX

Online Payment Details
In case of rejected online credit/debit card payment, the delegate is advised to log into the Online Registration Form and try to process the registration and the payment again. If the trouble with the payment persists, the participant is advised to contact the credit/debit card issuer/bank first and check whether the online transactions with a merchant who is based in the Czech Republic are enabled on the credit/debit card. Afterwards, the registration can be processed again. Online Payment by Credit/Debit Card

Online payments service provider: GP webpay.

Accepted Credit / Debit Cards:
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.


CANCELLATION / CHANGE OF RESERVATION

Changes or cancellations must be notified in writing (by email) to C-IN; request made by phone call will not 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 to guarantee the room.

Cancellation policy

  • For cancellation/reduction of reserved room nights until 9 March 2020, EUR 30 administrative fee will be deducted from the refund.

  • In case of cancellation/reduction made from 10 March 2020 until 9 May 2020 an amount of 50% of cancelled room revenue will be charged.

  • From 10 May 2020 all nights as reserved will be charged and no refund will be made.

  • In case of no-show or later arrival or earlier departure 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 payment is received and will be sent by the Secretariat to the participant by email. This confirmation should be presented at the hotel reception upon check-in.

Please do not contact the hotel to obtain 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 final invoice will be issued based on details provided while registering (step Contact/Invoice details). Any change of such details (address, VAT number etc.) in possible only within 3 days from the registering date. Later changes will not be accepted. The hotel will then issue the invoice for the rest of nights and extras (if applicable). Most hotels issue the final bill in local currency (Czech Crowns) per the daily exchange rate declared by the Czech National Bank.

CHECK-IN / CHECK-OUT
Rooms will be available after 15 hrs on the day of arrival and shall be vacated before 10 am on the day of departure. If the guest fails to comply with the arrival/departure times, the hotel may charge his/her credit card any additional cost incurred. Early check-in or late check-out is up to room availability and may be additionally charged.

GROUP HOTEL RESERVATIONS
For group reservations (more than 5 rooms) please contact the ESPD Meeting Secretariat by email to registration@espd.org (include info on number of rooms required and arrival and departure dates). A contract proposal incl. the payment and cancellation terms will be provided.

RESPONSIBILITY
C-IN shall not be liable for any loss or damage to property owned by, or in the custody of the guest nor for any health issues or injury occurred to the guest. The guest is advised to arrange adequate insurance covers.

ESPD OFFICE

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Address for official postal correspondence

ESPD Office
c/o C-IN
5. kvetna 65, Prague Congress Centre
140 21 Prague 4
Czech Republic

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phone

Office phone & fax numbers

Tel: +420 261 174 318
Fax: +420 261 174 307

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