Last Updated on Wednesday, 26 January 2011 18:09 Written by Stanislav Helvich Wednesday, 02 June 2010 09:57

Accommodation Guidelines

Reservation guidelines

Rooms at special Congress rates are being held in hotels of different categories close to the venue (Prague Congress Centre) or within Prague city centre. Rooms will be allocated on a first come, first served basis.

Participants are recommended to reserve the accommodation by March 15, 2011. After this deadline requests will be accepted; however, hotel rooms are subject to availability and cannot be guaranteed. When making the reservation please also indicate an alternative hotel/second choice hotel in case the preferred one is fully booked.

No shuttle service will be provided by the Congress from the airport to the hotels or from the hotels to the Prague Congress Centre. However, all hotels are located within easy reach of the public transportation.

To make a reservation please use our Online registration & booking system. Reservations by phone cannot be processed. A minimum deposit of 1 night is requested to confirm your booking.
Please note your reservation needs to be confirmed by the Congress Secretariat after your booking.

Cancellation/change of reservation

Cancellations/changes must be made in writing (e-mail or fax) to Congress Secretariat CZECH-IN. Cancellations/changes made by phone cannot be accepted. Please do not contact the hotels directly as reservations are held by CZECH-IN. In case of later arrival other than the reserved dates please inform Congress Secretariat CZECH-IN in order to guarantee the room.

Hotel reservations cancelled will be charged according to the Cancellation conditions below:

• Before March 15, 2011 the full deposit will be refunded less € 40
• After March 15, 2011 the deposit of 1 night will NOT be refunded
• After May 15, 2011 all nights as reserved will be charged and no refund will be made (CZECH-IN holds the right to charge your credit card for the rest of the nights OR not to refund the full pre-payment).

In case of no-show or later arrival or earlier departure other than reserved dates, all nights as reserved will be charged. Reimbursement will be processed after the Congress.

Payment conditions

• 1st night deposit will be required to guarantee the booking (non-refundable after March 15, 2011). All bookings must be guaranteed by a valid credit card (VISA, EC/MC cards are accepted). The expiration date of the card must not be any earlier than July 2011. CZECH-IN holds the right to pass your credit card details to the respective hotel. The final bill (rest of nights and extras) must be settled directly with the hotel upon departure.
  OR
• Full pre-payment can be made by a credit card or a bank transfer to the account of CZECH-IN (1 night is not refundable after March 15, 2011 and the full pre-payment will be charged in case of cancellation after May 15, 2011).

Bank transfer will be accepted until May 15, 2011 only. Please do not complete the bank transfer before availability of requested room is confirmed by the Congress Secretariat. Please include PRN (personal registration number) as variable symbol to identify your payment. Please, forward a copy of the transfer stating the participant’s name. A full payment free of any bank charges must be received by CZECH-IN. All extras must be settled directly with the hotel upon departure.

CZECH-IN Banking details (clear of any bank charges):
KOMERČNÍ BANKA a.s.
Bank Address: Na Příkopě 33,
114 07 Prague 1, Czech Republic
IBAN Number: CZ5901000000510903490207
BIC Code: KOMBCZPPXXX
Beneficiary: CZECH-IN s.r.o.

Please complete the bank transfer only after receiving the advance invoice and make sure you include PRN (personal registration number) as variable symbol to identify your payment. Please, forward a copy of the transfer stating the participant’s name. A full payment free of any bank charges must be received by CZECH-IN.

Credit Card Payment

With reference to the worldwide general terms please note your credit card will be charged in currency valid in country of the origin, i.e. in Czech Crowns (CZK) and hereinafter converted back to the currency of your account which may result in slightly different (higher) total charge than stated in EUR.

Confirmation of reservation, voucher and final bill

After completing the hotel booking, the participant will receive a system notification that the reservation request was received. Confirmation of the hotel booking (a hotel voucher) will be issued only after the deposit/pre-payment is received and will be sent to the participant by e-mail together with an invoice. The hotel voucher should be presented to the hotel reception during check-in. A final invoice will be issued by Congress Secretariat CZECH-IN (for 1 night’s deposit or full pre-payment) and the respective hotel (for the rest of the nights and extras). Local hotels will issue the bill in local currency (Czech Crowns) according to the daily exchange rate stated by the Czech National Bank.