Hospitality Services Information
CONVIN S.A. is the official “ISBI 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 ISBI 2024.
Individual Reservations: Participants can book their hotel room online through the dedicated ISBI 2024 Hospitality services form.
Group Reservations: For group bookings (5 rooms or more) please contact ISBI 2024 hospitality services team by email: isbi2024hospitality@convin.gr.
Group reservations are not accepted online as different terms and conditions apply.
Indicative benefits for Group Reservations:
o An ideal selection of hotels next to the conference venue and in other central locations.
o Hospitality desk at the hotel during conference dates.
o Dedicated personnel before the conference and onsite to support your stay in Athens.
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 May 26th until May 31st, 2024. Any query for extension of dates will be handled upon request and will be subject to hotels' availability.
• The official accommodation partner for ISBI 2024 is the Professional Congress 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.
• Your accommodation booking will be secured and valid only upon receipt of the full payment to the official "ISBI 2024" partner for hospitality services (CONVIN S.A.).
• The selected services' total amount should be received in its entirety.
• In case taxes and/ or VAT change, CONVIN S.A. reserves the right to change the rates accordingly.
• 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 isbi2024hospitality@convin.gr.
• Any Pre & Post Conference room nights must be fully paid following the confirmation of the availability, within the specific deadline date given through correspondence by the official "ISBI 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 isbi2024hospitality@convin.gr. The below mentioned cancellation terms apply only on the Conference dates (May 27th, May 28th, May 29th, 2024). Pre or Post-Conference 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 18th, 2024 no cancellation fees will apply.
• For written cancellations between March 19th and April 1st 2024 a charge of one (1) night stay will apply.
• For written cancellations received between April 2nd and April 15th, 2024 a charge of two (2) nights stay will apply.
• From April 16th, 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 "ISBI 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 isbi2024hospitality@convin.gr, otherwise the initial reservation will be automatically considered as cancelled.
• Until April 29th, 2024 a name change can apply without any charge.
• From April 30th to May 10th, 2024 an administration charge of € 50 applies (per room).
• From May 11th, 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 Conference proceedings.
Participants are encouraged to arrange their own insurance for, health, cancellation, travel, loss of personal possessions, accident etc. on their own behalf. “ISBI”, “IEEE” 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.
CONVIN S.A. is the only authorized agency, as the officially appointed Housing partner, offering hospitality services in Athens on behalf of ISBI 2024.
