Hotel accommodation information

Hotel accommodation at the best available rates can be reserved through K.I.T. Group. As of January 2009 it will also be possible to book individual reservations on-line via the congress website. K.I.T. Group has reserved a large number of rooms for the 14th Congress of EHA. Please note that demand for hotel rooms in June 2009 is high, due to other events and tourism highseason. In order to avoid disappointment, early bookings are recommended.
Telephone reservations will not be accepted. K.I.T. Group will make every effort to meet sponsors requirements. K.I.T. Group will first operate via the priority system and then on a “first come first serve” basis with incoming requests, per sponsor level.

Rates

Average prices in EURO, per room, per night, incl. breakfast, VAT and service charges.

Confirmation of reservation

Confirmation of individual reservations (up to 9 rooms) will be sent out upon receipt of the housing request and full credit card details. K.I.T. Group will confirm your reservation giving details on the hotel reserved with complete address. Group reservations (more than 10 rooms) for exhibitors, companies, travel agencies etc. will be dealt with by K.I.T. Group by separate contracts.

Payment and reservation conditions K.I.T. Group

I. Individual Reservations (up to 9 rooms)
Payment
K.I.T. Group will charge the credit card provided on April 20, 2009 with the entire amount due and send out an accommodation invoice. Alternatively a bank transfer for the entire amount (free of bank fees) can be made by this date. As of April 20, 2009 only payment made by credit card will be accepted. Should K.I.T. Group not receive the payment on time or not be able to debit the provided credit card on April 20, 2009, the hotel reservation will be cancelled in accordance with the cancellation conditions. K.I.T. Group reserves the right to book another hotel category if the requested accommodation is fully booked.

Cancellations

All changes and cancellations must be made in writing to K.I.T. Group. Please note that hotels will not accept any changes or cancellations directly. K.I.T. Group will charge a processing fee of 40 EUR for cancellations received before March 4, 2009. For cancellations received between March 4, and April 20, 2009, one full night’s accommodation cost will be charged by K.I.T. Group. For cancellations after April 20, 2009, no refunds will be possible, and K.I.T Group reserves the right to charge the full confirmed stay, if the hotel room cannot be resold. For a reduction in the length of stay or in the case of a no-show, no refunds will be made. The entire number of nights booked and confirmed by K.I.T. Group will be charged. No-shows will be released automatically by the hotel at 9:00 am on the following day and accommodation will not be refunded.

II. Group Reservations (as from 10 rooms)
Payment
50% of the booked accommodation will be invoiced upon receipt of the signed contract. The rest of the payment is due by March 30, 2009. All amounts will be invoiced in EURO and have to be settled in EURO. K.I.T. Group will automatically cancel the room reservations if full payment is not received in time.

Cancellations and Reduction Policy

Should K.I.T. Group manage to resell any cancelled rooms to a third party, the client will be credited 50% of the cancellation costs or 50% of the income received from the third party for the rooms sold. In the event that a refund for any resold rooms is necessary, the refund will be processed after the congress in conjunction with the final invoice. All changes/cancellations must be made in writing to K.I.T. Group directly. There will be no fee for changes in arrival and departure dates as well as name changes.

All requests for accommodation information or reservation should be directed to:
K.I.T. Group
Kurfürstendamm 71, 10709 Berlin, Germany
Tel: +49 (0)30 2460 3342
Fax: +49 (0)30 2460 3200
E-mail: eha2009@kit-group.org
Contact: Merryn Scholz