ACCOMMODATION

Hotels of different categories have been pre-booked for EHRS 2018 Meeting and rooms at special conference rates will be held.
Individual hotel accommodations can only be booked online through the Meeting website (up to 5 rooms). Prepayment by credit card (VISA and MasterCard) is required and it will be made automatic via secure payment system.

HOTEL RESERVATION DEADLINE 30th April 2018

Please contact the Organizing Secretariat, Ecliptica Srl, if you need support for hotel reservation.

HOW TO BOOK

1.HOTEL CHOICE

Click on HOTEL RESERVATION to see the hotel list with descriptions, corresponding costs and to check their availability.

2.CONFIRMATION OF RESERVATION

Complete the hotel booking online and receive a notification message that the reservation request has been received.

3.HOTEL VOUCHER

Make the full payment, get the confirmation of the hotel booking and receive the hotel voucher by e-mail. Remember to present it to the hotel reception when checking-in.

4.FINAL BILL

The final invoice will be issued by Ecliptica when receiving the payment and sent by e-mail.

BOOKING TERMS AND CONDITIONS

  • Hotel rates are quoted in Euro, per room per night including breakfast and current Italian VAT. Should any tax change occur, costs will be updated consequently.
  • To guarantee the hotel reservation, a stay of 2 nights in a row is required.
  • A reservation fee of € 30,00 current VAT included, per room will be applied.
  • Room allocation will be made on a first-come first-served basis.
  • A tourist city tax has been applied to Bologna hotels and it varies accordingly to the hotel category and type of room. City tax is not included in the hotel rate and it must be paid directly at the hotel.
  • All extra expenses will be settled directly by the guest at the hotel

Bologna is a touristic town: it is strongly advised to book as early as possible to ensure reservation of the preferred hotel.
Participants are recommended to reserve accommodation until 30th April 2018. After this deadline, all requests will be accepted, however, hotel rooms are subject to availability and cannot be guaranteed.

Credit card payment

With reference to the worldwide general terms, please be aware that your credit card will be charged in currency valid in country of the origin, i.e. Italy and hereinafter converted back to the currency of your account, which may result in slightly higher total charge than stated in EUR.
Expiration of the card must exceed August 2018.

Check-in/Check-out

Check-in is usually available from 02:00 PM. An early check-in can be requested; however, it cannot be guaranteed. The room is subject to the room availability on the day of arrival. Check-out is generally available until 11:00 AM. Late check-out is also subject to the room availability and some hotels may charge a day rate.

HOTEL CANCELLATION POLICY / CHANGE OF RESERVATION

Cancellations or changes must be notified in writing (by e-mail to info@ecliptica.it or by fax to +39-030-2452826) to Ecliptica Srl. Cancellations or changes made by phone will not be accepted.

Cancellations

Cancellations will be charged according to the individual cancellation conditions below:

  • Cancellations of the stay received by 16/02/2018: 1 night refund, reservation fee excluded.
  • Cancellations of the stay received from 17/02/2018 to the Meeting dates: full penalty plus reservation fee, no refund.
  • No shows: full penalty plus reservation fee, no refund.
Changes
  • NAME CHANGES. Name changes in hotel reservations that are notified in writing by e-mail or by fax before 28/02/2018 can be made free of charge. Any name changes on or after this date will be subject to an administrative fee of € 20,00 (Current VAT included). Ecliptica srl will send you an invoice and the administrative fee is required to be paid by bank transfer.
  • INVOICE CHANGES. Changes to the invoice or any other changes cannot be made.
  • LATE ARRIVAL. In case of arrival 1 day later than originally reserved, please inform Ecliptica Srl to guarantee the room.

All these conditions are valid for only individual bookings. Group reservations have different conditions.

Any refund will be made after the end of the Meeting.

GROUP BOOKING

For group booking (over 5 rooms) and further information please contact the Organizing Secretariat at info@ecliptica.it.

We recommend making your group hotel reservations as soon as possible.