Accommodation

WARNING
We would like to make you aware of a situation that has been brought to our attention. There is a company, Exhibition Housing Management (EHM), who has been contacting attendees of upcoming events to assist with hotel reservations.
Please note that only GUARANT International, as the official Meeting Secretariat, is authorized to offer hotel reservation services for the 7th International Weed Science Congress (IWSC 2016).
In case you are contacted by any other companies / unknown vendors by phone or emails, we urge all attendees not to sign anything or enter into any conversation with them or reply to any emails.

 

GUARANT International (further referred to also as the Congress Secretariat) has been appointed as the official hotel accommodation agent for the 7th International Weed Science Congress (IWSC 2016) and will handle all related arrangements.

A number of hotels of various categories at reduced rates are available for participants of IWSC 2016. 

List of hotels

All hotels are located within a reasonable distance from the Clarion Congress Hotel Prague (Clarion CHP).

Hotel Category Price in EUR
SGL / DBL
Deposit Requested Cancellation Fee Clarion CHP
zone
Clarion Congress Hotel Prague
Standard room
Early Bird Rate until     25.4.2016
**** 107 / 107 1 night 1 night Congress venue
 Clarion Congress Hotel Prague
Executive room 
Early Bird Rate until     25.4.2016
**** 137 / 137 1 night 1 night
Clarion Congress Hotel Prague
standard room
Standard Rate from 26.4.2016
**** 125 / 125 1 night 1 night
Clarion Congress Hotel Prague
Executive room
Standard Rate from 26.4.2016
**** 155 / 155 1 night 1 night
Hotel Duo – superior room
Price includes access to the fitness center, swimming pool and sauna.
**** 80 / 80 1 night 1 night 15 min. by public transport
Arlington *** 41 / 48 1 night 1 night 10 min. by public transport
Arlington
Non–Refundable Rate*
*** 37 / 44 100%
Pre-Payment
100% Cancellation
B&B Hotel Prague-City *** 39 / 49 1 night 1 night city centre
(15 min.
by public transport)
Carol *** 72 / 75 1 night 1 night 5 min.
by public transport
Pivovar *** 70 / 70 1 night 1 night walking distance
(3 min)
Pivovar ** Sold out  1 night 1 night
Pivovar
 – double for single use
** Sold out  1 night 1 night

 

Low-budget accommodation in university dormitories


All rates quoted are per room per night including breakfast and 15% VAT. Should VAT change before the beginning of the Congress, the Congress Secretariat will automatically change the price of your hotel room and inform you in writing about the new rate. 

* To benefit from non-refundable rates, immediate payment is required. 100% of the hotel reservation cost has to be covered while reservation is confirmed. Please note that the number of rooms within this category is often limited. No changes of non-refundable reservations (this includes name change) will be accepted, 100% cancellation fee will be applied.

Please note that price of accommodation is not included in the registration fees. 

Group reservations

For group reservations please contact the Congress Secretariat at e-mail address iwsc2016@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 online 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 Congress, the Congress 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 Rates

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.

A one-night deposit must be paid until May 19, 2016. 

Non-Refundable Rates

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.

In case you share the room with another congress participant, it is possible for each participant / roommate to pay only half of the total hotel expenses. Invoice can be issued upon request after the congress.  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 iwsc2016@guarant.cz  or fax +420 284 001 448. Telephone amendments will not be accepted.

Date of delivery of your written cancellation to the Congress 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 congress. The Congress Secretariat reserves the right to charge a handling fee of 30 EUR at any name change of a hotel reservation.

Cancellation conditions

The following cancellation conditions apply to the cancellation of a hotel reservation:

Standard Rates

Cancellation before and on May 19, 2016: full refund (less 30 EUR handling fee)
Cancellation after May 19, 2016: 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 Congress 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.  

Non-Refundable Rates

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.

Congress Secretariat will process all reservation requests by June 18, 2016 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 payments through the Online Payment System only MasterCard/Eurocard, Visa and Diners Club credit cards are accepted. These payments will be charged in EUR.

2. Bank transfer

Please note that payments by bank transfer will only be accepted by May 26, 2016. After this date only payments by credit cards will be accepted (by using the Online Payment System).

Hotel accommodation must be paid in EUR: 

Bank name: Ceskoslovenska obchodni banka
Bank address: Na Prikope 18, 110 00 Prague 1, Czech Republic
SWIFT/BIC: CEKOCZPP
Account name: GUARANT International spol. s r.o.
Account number: 478 533 893/0300
IBAN: CZ69 0300 0000 0004 7853 3893
Details of payment: 201602 …. (ID number from the Letter of Confirmation), 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.