Hospitality Services Information
The Local Organizer (CONVIN S.A.) is the official “EOS 2024” partner for hospitality services (i.e.hotel accommodation, land arrangements etc.) and is the only agency offering hospitality services in the city of Athens on behalf of the “99th European Orthodontic Society Congress”.Individual Reservations: Participants can book their hotel room online at the official Congress online services form.
Group Reservations: For group bookings (5 rooms or more) please contact the "99th European Orthodontic Society Congress" hospitality services team by email: EOSaccommodation@convin.gr
Group reservations are not accepted online as different terms and conditions apply.
General Terms
By proceeding with your booking, you automatically accept to respect the following instructions:
• Hazardous substances are not allowed in the hotel premises.
• Safety & security measures need to be respected.
• Invoices with the address in the European Union must be provided with a VAT number. The invoicing address and VAT number can be set up during the registration process.
• Any modification on VAT number, address or financial documentation, requested after the issuing of the invoice or receipt, will result in an administrative fee of € 50.
Hotel Reservation Terms
• Room rates are quoted in Euro, per room, per night, including Breakfast and VAT.
• Please note that accommodation taxes applying in Greek accommodation units have been altered by the Greek government. This measure will take effect as of March 1st, 2024. According to this “climate tax”, the amount of 1,50 euros will be applied in 2* hotels, 3,00 euros in 3* hotels, 7,00 euros in 4* hotels and 10,00 euros in 5* hotels, on top of the room rate per night. These amounts will be paid directly at the hotel by the guests.
• Check-in time is 15:00; check-out time is 11:00.
• Rooms are available from June 9 until June 13, 2024. Any query for extension of dates will be handled upon request and will be subject to hotels' availability.
• The official accommodation partner for the “99th European Orthodontic Society Congress, EOS 2024” is the Local Organizer (CONVIN S.A.) Any queries regarding the accommodation should be addressed only to CONVIN S.A. Please note that hotels will not accept any changes, cancellations or payments directly, except the stayover tax settlement mentioned above.
• No reservation will be handled without the accommodation form fully completed and accompanied by the credit card details or bank transfer receipt for the full payment.
• A pre-booking confirmation letter will be sent by email within 7 working days of the properly filled in accommodation form receipt and relevant payment.
• Your accommodation booking will be secured and valid only upon receipt of the full payment to the official "EOS 2024" partner for hospitality services (CONVIN S.A.).
• In case no payment is received within 7 working days from submission of this form, CONVIN S.A., as the official "EOS 2024" partner for hospitality services will have the right to cancel the reservation.
• The selected services' total amount should be received in its entirety. The bank charges are additional and are the responsibility of the payer.
• In case taxes and/ or VAT change, CONVIN S.A. reserves the right to change the rates accordingly.
• In case of payment through Bank Transfer, please forward the bank slip for cross-reference purposes to our Hospitality Department at EOSaccommodation@convin.gr
• All bank charges associated with any refund will be the responsibility of the delegate.
• You are kindly requested to advise CONVIN S.A. for any special requirements you may have (disabled person, specific dietary requirements, non-smoking room etc.) at EOSaccommodation@convin.gr
• Any Pre & Post Congress room nights must be fully paid following the confirmation of the availability, within the specific deadline date given through correspondence by the official "EOS 2024" partner for hospitality services (CONVIN S.A.).
• CONVIN S.A. cannot be held liable for any damage or loss of any hotel property during the stay of the guests/ delegates. The guests will be exclusively and solely responsible for any damage or loss caused in the hotel rooms, or any public areas within the hotels’ premises.
Cancellation Policy
Any cancellation of your hotel booking is acceptable only in writing by e-mail to EOSaccommodation@convin.gr. The below mentioned cancellation terms apply only on the Congress dates (June 9 until June 13, 2024). Pre or Post-Congress secured extra dates are on request basis, and will be granted with full cancellation charges after confirmation and payment.
• For written cancellations received until March 1st 2024, no cancellation fees will apply.
• For written cancellations between March 2nd and March 30th 2024, a charge of one (1) night stay will apply.
• For written cancellations received between March 30th and April 25th 2024, a charge of two (2) nights stay will apply.
• From April 26th 2024, onwards: No refund granted for any cancellation received.
• In case of change of the arrival date, or check-in time, please inform the official "EOS 2024" partner for hospitality services (CONVIN S.A.) in advance, so that your reservation will not be considered as Non-show.
• Full cancellation fees apply for Non-shows.
Alterations / Name changes Policy
• Name changes to the room bookings should be communicated in writing by e-mail to EOSaccommodation@convin.gr, otherwise the initial reservation will be automatically considered as cancelled.
• Until April 23rd 2024, a name change can apply without any charge.
• From April 23rd until May 20th 2024, an administration charge of € 50 applies (per room).
• From May 21st 2024, onwards, no alterations/ name changes will be accepted or, therefore, made.
• Alterations in the total days of stay will be subject to the cancellation policy hereby mentioned.
**All refunds will be processed two (2) months after the closing of the Congress and bank charges associated with this will be the responsibility of the delegate.
Liability and Insurance
No right to further claims will arise should the Organizers be obliged to alter the programming of Congress proceedings.
Participants are encouraged to arrange their own insurance for, health, cancellation, travel, loss of personal possessions, accident etc. on their own behalf. “EOS” and CONVIN S.A. accept no liability.
In the event of serious special or unforeseen circumstances or serious circumstances beyond its control, the organizers shall be entitled to cancel or modify the dates of the event. You shall not be entitled to compensation for any costs or damages incurred as a consequence of such a cancellation or change.
Data Privacy Statement
The information you supply in the online hospitality form is required to process your booking and will be held in the customer data files of the organizer(s).
The information you provide to us will remain in the Company's archives, electronically and access will only be allowed to persons under the control of the Company and only on its instructions, in accordance with the applicable legislation.
Your personal data will be maintained by the Company as long as it has not been known to your objection. In any case you retain the rights provided by the applicable law (i.e. right to request access your personal data, correction, opposition to the processing of all or some of them, deletion etc.).
Should you want your personal data removed, please let us know at info@convin.gr
Phishing Awareness
You are strongly advised to be alert for unauthorized agents who may contact you directly by email or phone, offering their services.
The Local Organizer (CONVIN S.A.) is the only authorized agency, as the officially appointed Housing partner, offering land services in Athens on behalf of EOS 2024.
