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Accommodation

GUARANT International (further referred to also as the Conference Secretariat) has been appointed as the official hotel accommodation agent for the 6th European Conference on Antennas and Propagation (EuCAP 2012) and will handle all related arrangements.

A number of hotels of various categories at reduced rates will be available for participants of EuCAP 2012. A list of hotels can be found here.

Group reservations

For group reservations with special rates and benefits please contact the Conference Secretariat at e-mail address eucap2012@guarant.cz, 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.

How to make a hotel reservation

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 on-line 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 as reservation made after February 21, 2012 is subject to availability.

All rates quoted are per room per night including breakfast (except for Dormitory Petrská which does not include breakfast) and 14 % VAT. Should VAT change before the beginning of the Conference, the Conference 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.

Reservation confirmation

Standard reservations

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/out.

Non-refundable reservations

To benefit from non-refundable rates, 100% of the hotel reservation cost has to be covered while reservation is confirmed. Please note that the number of rooms in this category is often limited. No changes of non-refundable reservations will be accepted, 100% cancellation fee will be applied.

Reservation confirmation for Dormitory Petrská

The full payment of hotel accommodation is required to guarantee the reservation. After the full payment is received, your hotel reservation will be confirmed by e-mail.

All deposit must be paid until February 21, 2012.

In case you share the room with another conference participant, it is possible to pay only half of the hotel expenses. Invoice can be issued upon request after the conference.  Please include this request as a note in your accommodation form.

Cancellations, changes and refunds

Please inform GUARANT International about any amendments or cancellations in writing by e-mail eucap2012@guarant.cz or fax + 420 284 001 448. Telephone amendments will not be accepted.

Date of delivery of your written cancellation to the Conference 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 Conference.

The Conference Secretariat reserves the right to charge a handling fee of 30 EUR at any name change of a hotel reservation.

Cancellation conditions 


Standard rates

Cancellation before and on February  21, 2012

Full refund (less 30 EUR handling fee)

Cancellation from February  22, 2012

One night cancellation fee

No show 

One night cancellation fee

Shortening of reservation after check-in  

Hotel regular cancellation conditions (can be up to 100% cancellation fee of reduced nights)

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 Conference Secretariat no later than 2 days prior your arrival, otherwise one-night cancellation fee will be charged. For reservations with non-refundable rates different policy applies.

Any changes of your reservation at Corinthia Hotel Prague have to be announced to the Conference Secretariat no later than 2 days prior your arrival. Hotel charges 1 night cancellation fee for reduction of the stay after check-in.

Any changes of your reservation at Holiday Inn PCC have to be announced to the Conference Secretariat no later than 2 days prior your arrival. Hotel charges 100% cancellation fee for reduction of the stay after check-in.

 

Non-Refundable rates

Any reduction or cancellation

100% Cancellation fee

No show  

100% Cancellation fee


Cancellation conditions for Dormitory Petrská

Cancellation before and on February  21, 2012

Full refund (less 30 EUR handling fee)

Cancellation from February  22 – 28, 2012

20% of total amount

Cancellation from February  29 – March 6, 2012

50% of total amount

Cancellation from March 7, 2012 – arrival

100% of total amount

No show

100% of total amount

 

Terms of payment 

Accommodation expenses must be paid in EUR by one of the following methods:

1. Credit card

For payments through the Online Payment System only MasterCard/Eurocard, Visa and Diners Club credit cards are accepted. These payments will be charged in EUR.

For payments using American Express credit cards please complete the Credit Card Payment Authorization Form and kindly send it signed by a card holder to the Congress Secretariat by fax (+420 284 001 448) or scanned copy via e-mail eucap2012@guarant.cz. The payment will be charged in Czech crowns (CZK) at the exchange rate of the Czech National Bank valid on the date of payment. The approximate exchange rate is 1 EUR = 25.453 CZK (November 2012).

Credit Card Payment Authorization Form can be also used for MasterCard/Eurocard, Visa (will be charged in EUR) and Diners Club (will be charged in CZK).

 

2. Bank transfer

Please note that payments by bank transfer will only be accepted by February 21, 2012. After this date only payments by credit cards will be accepted (either by using the Online Payment System or by submitting the Credit Card Payment Authorization Form).

Bank name:
Bank address:
SWIFT/BIC:
Account name:
Account number:
IBAN:
Details of payment:

Československá obchodní banka
Na Příkopě 18, 110 00 Prague 1, Czech Republic
CEKOCZPP
GUARANT International spol. s r.o.
478533893/0300
CZ69 0300 0000 0004 7853 3893
EUCAP 2012 / participant's name*

*The participant's name should be clearly legible otherwise the payment cannot be identified.

 

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.

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Important Deadlines

Abstract submission

23rd October 2011
(Extended)
16th October 2011

Notification of acceptance
16th December 2011

Submission of final papers
15th January 2012

Passed deadlines:

Call for Short Courses
16th September 2011

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