For Registration
• All registration fees are quoted in Euro (€) and taxes are included.• Payment in any other currency will not be accepted.
• For issuance of invoices with an address within the European Union, the respective VAT registry number must be provided. 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.
• Registration fees are based on the applicable- on the date of payment- fee. The prices indicated are only applicable if BOTH the registration request AND payment are received before midnight, Central European Time (GMT +2), on the relevant registration deadline; otherwise the higher registration fee will apply.
• A confirmation email will be sent to you upon completion of your registration. For your registration to be valid and completed, the outstanding amount mentioned should be zero.
You are advised to have this confirmation, in your easily accessible records, should there be a need to present it at the registration desk at the congress venue.
Payment Details
• You may pay your registration fee by debit or credit card only*.
• Payment by cash will be only accepted on-site (during Congress dates).
• Registration payments must be completed before the end of the selected registration deadline; if the payment is not submitted by the deadline for the fee applicable, the outstanding amount will be changed to the one that corresponds to the next registration period.
* If this payment option is not feasible at all please contact .........@.......... for assistance
Cancellation & Alteration Policy
For any cancellation or alteration of your registration, the Professional Congress Organizer (CONVIN S.A) must be notified in writing by e-mail at registrations@...............
Registration cancellations or alterations are subject to the following conditions:
Registration Cancellation
• Until ……….: full refund will be given less €30 administrative fee
• From …………………… onwards: No refund granted.
Alterations / Name changes
• Until …………………..: name changes are permitted, upon payment of a € 30 administrative fee.
• From ………………………… onwards: no name changes will be accepted.
• Non-shows at the Congress will be charged the full fee.
- A fixed price of €40 will be charged for the replacement of lost badges during Congress dates.
- All refunds will be processed one (1) month after the closing of the congress; respective bank charges are the responsibility of the delegate.
* Exception for authors: Authors who wish to cancel their registration by ………, 20…. in case of non-acceptance of the abstract will receive a 100% refund
For Hospitality Services
CONVIN S.A is the official congress partner for hospitality services (i.e hotel accommodation, land arrangements etc) and is the only agency offering hospitality services on behalf of ...."CONGRESS".
As the official housing agency, CONVIN S.A provides professional customer service & support for all your hospitality needs.
We can secure your room in a wide range of hotels in the area of the conference venue. Early booking is highly recommended.
Individual Reservations : Participants can book their hotel room/ other services online at the official "CONGRESS" online registration form
Group Reservations: For group bookings (5 rooms or more) please contact "CONGRESS" hospitality services team by e-mail: reservations@........ Group reservations are not accepted online as different terms and conditions apply.
Indicative benefits for Group Reservations:
- An ideal selection of hotels next to the conference venue and in other central locations
- Group check-in
- Hospitality desk at the hotel during conference dates
- Dedicated personnel before the conference and onsite to support your stay in Athens
Hotel Reservation Terms
- Room rates are quoted in Euro, per room, per night, including Buffet Breakfast and VAT.
- Please note that a new tax is charged for Greek accommodation units and imposed as of January 1, 2018. According to this “stayover tax”, the amount of 1,50 euros will be applied in three-star hotels, 3,00 euros in four-star hotels and 4,00 euros in 4* Superior and 5-star hotels, on top of the room rate per night. These amounts should be paid directly at the hotel by the guests.
- Check-in time is 14:00; check-out time is 12:00.
- Rooms are available from ................until ............................... Any query for extension of dates will be handled upon request and is subject to hotels' availability.
- The official accommodation partner for the ............Congress is 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 direct settlement mentioned above.
- No reservation will be handled without the accommodation form fully completed and accompanied by the full credit card details for the payment.
- A confirmation will be sent by email within few minutes of the properly filled in accommodation form receipt and relevant payment.
- In case taxes and / or VAT change, the Professional Congress Organizer reserves the right to change the rates accordingly.
- You are kindly requested to advise the Professional Congress Organizer for any special requirements you may have (disabled person, specific dietary requirements, non-smoking room etc) at reservations@..................
- Any pre-post Congress date bookings must be fully paid after the confirmation of the availability, within the specific deadline date given through correspondence by 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/ delagates. 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 & Alteration Policy
Any cancellation of your hotel bookings is acceptable only in writing by e-mail to ..........@.......... , and will be subject to the following conditions:
- For written cancellations received until .............., 20.... a charge of one (1) night stay will aply.
- For written cancellations received between .............. and .......................... a charge of two (2) nights stay will aply.
- From..........., 20 onwards: No refund granted for any cancellation received.
- In case of change of the arrival date, or check-in time, please inform the Professional Congress Organizer in advance, so that your reservation will not be considered as non-show.
- Full cancellation fees aply for Non-shows.
Alterations / Name changes
Name changes to the room bookings should be communicated simultaneously in writing by e-mail to ..........@..........
- In case of name change until ..................., an administration charge of € 30 applies (per room)
- After ............... 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 one (1) month after the closing of the conference and bank charges associated with this will be the responsibility of the delegate
Miscellaneous
By registering to the …Tίτλος Συνεδρίου……, you accept to respect the following instructions with reference to your on-site attendance:
- ...............................(.....) is the Congress venue. Please visit relevant section for related venue policy ( ........... policy).
- Hazardous substances are not allowed in the venue premises.
- Safety and security measures need to be respected.
Liability and Insurance
No right to further claims or waiving of fees will arise, should the Organizers be obliged to alter the schedule of congress proceedings.
Participants are encouraged to make arrangements on their own insurance regarding cancellation, travel, loss of personal belongings, accident, etc.. The …Tίτλος Συνεδρίου……Organizers accept no liability.
In the event of special or unforeseen circumstances beyond their control, the Organizers shall be entitled to cancel or modify the Congress dates. Registered delegates shall not be entitled to compensation for any loss or damage incurred as a consequence of such a cancellation or change.
Data Privacy Statement
The information you supply in the online form is required for processing your registration and will be held in the customer data files of the Organizers. They may be used for marketing and communication purposes only by the …Φορέας and the Professional Congress Organizer (CONVIN S.A), within the context of this event or other educational meetings of the same or similar thematic.
The information you provide us with will remain in the Organizers’ archives, in electronic format, and access will only be allowed to persons under the control of the Organizers and on their instructions, in accordance with the legislation applicable.
Your personal data will be maintained by the Organizers for as long as no explicit objection has been stated. In any case, you retain the rights provided by the law applicable, namely the right to request access to or correction of your personal data, to oppose to the processing of all or some of them, to have your personal data deleted after completion of your participation in the Congress, etc.).
To exercise any of the aforementioned rights, or for any issue referring to the use of your personal data, please contact the Organizers in writing at info@...συνεδρίου........... To ensure that your personal data are used according to your wishes, we urge you to mind the Data Privacy section and respective authorizations, when filling in your registration form.
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 for …Tίτλος Συνεδρίου……, as the officially appointed Professional Congress Organizer
