Booking Information & Conditions

How to Book Accommodation

A variety of hotels ranging from luxurious to economy categories and student hostels will be available for participants of the European Aerosol Conference 2013.

How to Reserve a Room

Participants are advised to make reservation through the Conference Secretariat at reduced rates. To book a hotel room it is necessary to complete the On-line Hotel Booking Form and submit it to the Conference Secretariat before July 15, 2013. A second choice should be indicated in the Special Request article of the form.

Full pre-payment of the deposit (a single night's stay) will be required with any reservation request - based on your first-choice hotel preference. No accommodation can be guaranteed without it.


Rooms will be allocated on a first-come, first-served basis. In case the hotel of your choice is full, the Conference Secretariat reserves the right to accommodate you in a hotel of a similar category. Hotel Booking Forms received on or after July 15, 2013 will be accepted, though the reservation cannot be guaranteed.

Confirmation of the Hotel Reservation

Upon receipt of the on-line booking request and one night's deposit, the Conference Secretariat will send a "Confirmation of the Hotel Reservation" to the delegate with the name of the allotted hotel, the exact address, type of room, terms of the stay, price per night and total price. The cancellation conditions which will apply to the respective hotel reservation will also be included.

Payment Conditions in General

A one night deposit is required together with all booking requests (it is necessary to provide credit card details or a copy of the bank transfer) and no reservation can be confirmed without this. For all hotels and hostels full prepayment is necessary to guarantee the booking. The balance payment will be charged 30 days prior to planned arrival - we anticipate your agreement to use the same credit card as indicated in the hotel booking form. Upon receipt of any payment, the Conference Secretariat will issue an official tax invoice. After the full prepayment has been received the respective Hotel Voucher will be sent by e-mail to the delegate. The Voucher is to be presented at the reception of the respective hotel upon arrival.

Terms of Payment

All prices are given in EUR and can be settled by the following means of payment:

Credit Cards

Mastercard/Eurocard, VISA, Diners Club and American Express credit cards are accepted. Please enter your credit card number, expiry date and the cardholder's name in the appropriate space on the Accommodation Form. Do not forget to enter the CVC2 (MasterCard/EuroCard) or CVV2 (VISA, Diners) code which is printed on the reverse side of your credit card on the signature panel (last three digits). Please fill in the billing address (American Express only).

Bank Transfer

Please transfer the payment in EUR to:

Bank name: Ceska sporitelna
Bank address: Vaclavske namesti 16, Prague 1, Czech Republic, 110 00
Account number: 1717936273
Bank code: 0800
Account name: Congress Business Travel Ltd.
IBAN: CZ49 0800 0000 0017 1793 6273
Details of payment: EAC/612/ your name

Please note that all bank charges must be fully covered by the payer.

A copy of the bank transfer must be sent by fax (+420 224942550) or e-mail to the Conference Secretariat.

Cancellations, Refunds & Changes

The Conference Secretariat must be notified in writing about any change or cancellation of the confirmed hotel booking. Please do not contact the hotel directly. The following cancellation conditions will apply:

  • Cancellation before July 1, 2013
    - a fee of 15 EUR per room will be charged
  • Cancellation July 1 - July 31, 2013
    - 20% of the total price of the confirmed accommodation will be charged
  • Cancellation August 1- up to 4 days prior to arrival
    - 50 % of the total price of the confirmed accommodation will be charged
  • Cancellation  3 days prior to arrival or less or failure to arrive
    - a cancellation fee of 100% of the total price of confirmed accommodation will be charged

If a delegate fails to arrive the room will be reserved until 12:00 on the following day. Following this period the room may be re-let. The Conference Secretariat reserves the right to charge a handling fee of EUR 10 for any change in the confirmed reservation. These conditions are valid only for individual bookings (up to 5 rooms in total). If you are interested in making a hotel reservation for a group (more than 5 rooms in total), please contact the Conference Secretariat directly. 

Any refunds will be processed after the Conference.