Accommodation

A number of rooms have been secured, in various hotels of all categories, in close proximity to the meeting venue.

Please contact the Accommodation Coordinator at info@esa13thconference.eu  for group reservations.

PHISHING AWARENESS

You are strongly advised to be alert for unauthorized agents who may contact you directly by email or phone, offering their services. PCO CONVIN is the only authorized agency, as the officially appointed accommodation coordinator.

RESERVATION TERMS

• Room rates quoted in Euro, per room, per night, including Buffet Breakfast and all applicable taxes.
• Check-in time is 14:00; check-out time is 12:00.
• The above mentioned rates are valid only from 27th August 2017 until 2nd September 2017. Any extension will be handled upon request.
• A deposit of one (1) night accommodation is mandatory for any reservation.
• No reservation will be handled without the accommodation form fully completed and accompanied by the full credit card details or bank transfer receipt for the payment (1 night deposit or full payment).
• A pre booking confirmation will be sent by email within 5 working days of the properly filled in accommodation form receipt and relevant payment. The final confirmation will be sent after full payment has been received

CANCELATION POLICY

• No fee is charged for written cancellation until June 30th.
• Any cancellation or alteration of dates (unless the alteration of dates is agreed and confirmed by the hotel) made from July 1st 2017 until July 31st 2017 results in a charge of one (1) night deposit.
• No refunds will be made for any cancellation/non-show/early departure after August 1st 2017.
• All cancellations should take place in writing (via email). The customer cannot derive any rights from a verbal cancellation.

GENERAL CONDITIONS

o Rooms are available from August 27th 2017 until September 2nd 2017. All other dates are upon request and subject to hotels' availability.
o A deposit of one (1) night accommodation is mandatory for any reservation.
o The full payment must be completed before July 31st 2017 otherwise the Accommodation Coordinator will have the right to cancel the reservation.
o Bank charges are the responsibility of the payer.
• In case of change of the arrival date, or check-in time, please inform the Accommodation Coordinator in advance, so that your reservation will not be considered as non-show. Alterations in the total days of stay will be subject to the cancellation policy mentioned above.
• In case taxes and / or VAT change, the Accommodation Coordinator reserves the right to change the rates accordingly.
• All bank charges associated with any refund will be the responsibility of the participant.
• Please advise the Accommodation Coordinator for any special requirements you may have (disabled person, specific dietary requirements, non-smoking room etc).

TOUR RESERVATION TERMS

• No fee is charged for written cancellation until July 31st
• Any cancellation or alteration of dates (unless the alteration of dates is agreed and confirmed by the organizer) made from August 1st until August 16 results in a charge of 50% of the total amount
• No refunds will be made for any cancellation/non-show after August 17

For all other enquiries/services i.e. family rooms, twin rooms, babysitting, early check-in/late check-out etc. please contact the Accommodation Coordinator at info@esa13thconference.eu