GUARANT International (further referred to also as the Meeting Secretariat) has been appointed as the official hotel accommodation agent for the 85th Annual Meeting of International Commission on Large Dams (ICOLD 2017) and will handle all related arrangements.
GUARANT International strongly advise 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.
A number of hotels of various categories at reduced rates are available HERE.
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 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.
A 100% prepayment is required to guarantee the reservation. After the payment is received, your hotel reservation will be confirmed by e-mail.
Full pre-payment is required to guarantee the reservation. After the full payment is received, your hotel reservation will be confirmed in writing by e-mail.
Hotel accommodation must be paid until June 03, 2017.
Immediate full pre-payment is required to guarantee the Non-Refundable reservations. After the full payment is received, your hotel reservation will be confirmed by e-mail.
Cancellations, changes and refunds
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:
|Cancellation before and on June 03, 2017||full refund (less 30 EUR handling fee)|
|Cancellation after June 03, 2017||one night cancellation fee|
|No show||one night cancellation fee|
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. For reservations with non-refundable rates different cancellation policy applies.
|Any reduction or cancellation||100% Cancellation fee|
|No show||100% Cancellation fee|
No changes of non-refundable reservations (this includes name change) will be accepted, 100% cancellation fee will be applied.
Meeting Secretariat will process all reservation requests by June 29, 2017 or at the registration desk on site.
Please note that for any refund we reserve the right to charge 30 EUR handling fee.
Methods of payment
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 June 10, 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.