To make a hotel reservation, it is necessary to fill in the On-line Accommodation Form.
Please note that the On-line Accommodation Form is only accessible with a password. Simply fill in the Personal Data Form and a password will be sent to you. Your password is the same for all online forms.
Reservations will be processed on a “first come, first-served” basis. Due to heavy demand and the fact that distribution of rooms in many hotels is limited, please book your accommodation as soon as possible.
All rates quoted are per room per night including breakfast and 15% VAT. Should VAT change before the beginning of the Meeting, the Meeting Secretariat will automatically change the price of your hotel room and inform you in writing about the new rate.
Extras are to be paid directly at the hotel reception before departure.
GUARANT International (further referred to also as the Meeting Secretariat) has been appointed as the official hotel accommodation agent for the International Network on Cancer, Infertility and Pregnancy Meeting (INCIP 2017) and will handle all related arrangements.
GUARANT International strongly advises all not to work with any unauthorized vendors/companies who may offer you hotel reservation services by phone / e-mail with "discounted meeting rates" and try to obtain your personal data including credit card details.
For group reservations please contact the Meeting Secretariat at e-mail address email@example.com, telephone number +420 284 001 444 or fax number +420 284 001 448. Our professional staff will assist you to find a suitable hotel for your stay and handle your reservation.
A one-night deposit is required to guarantee the reservation. After the payment is received, your hotel reservation will be confirmed by e-mail. The remaining amount has to be paid directly to the hotel upon check-in.
A one-night deposit must be paid until January 25, 2017.
Please inform GUARANT International about any amendments or cancellations in writing by e-mail firstname.lastname@example.org or fax +420 284 001 448. Telephone amendments will not be accepted.
Date of delivery of your written cancellation to the Meeting Secretariat will be considered as the date of cancellation.
Please do not contact the hotel directly for any reservation changes or cancellations. The appropriate refunds will be made after the meeting.
The following cancellation conditions apply to the cancellation of a hotel reservation:
Please note, that for shortening of your hotel reservation after check-in 100% of all cancelled room nights will be charged.
In case of a no show, the room will be kept for the guest until 12 noon of the day following the date of expected arrival; then the room will be released.
Change of the arrival date has to be announced to the Meeting Secretariat no later than 2 days prior your arrival, otherwise one-night cancellation fee will be charged.
Meeting Secretariat will process all reservation requests by February 20, 2017 or at the registration desk on site.
Please note that for any refund we reserve the right to charge 30 EUR handling fee.
Accommodation expenses must be paid in EUR by one of the following methods:
1. Credit card
For payment by credit card please use the On-line Payment System. The system is accessible with the password that you received upon registration. The system accepts the following credit cards: MasterCard/Eurocard, Visa and Diners Club.
2. Bank transfer
The bank details including the 10-digit variable symbol will be sent to a participant within three working days after the submission of the registration form. Please note that payments without this variable symbol will not be identified and the registration will not be confirmed.
Please note that payments by bank transfer will only be accepted by February 01, 2017. After this date only payments by credit cards will be accepted by using the On-line Payment System.
All payments made by bank transfer have to be net of all bank charges. The payer pays the bank charges of their bank, and the beneficiary pays the charges of their bank, if any.