GUARANT International (further referred to also as Congress Secretariat) has been appointed as the official hotel accommodation agent for the XIII. Congress of the Czech Orthodontic Society (COS 2012) and will handle all related arrangements.
A number of hotels of various categories at reduced rates are available for participants of ČOS 2012. All hotels are located within a reasonable distance from the Community House of Luhačovice Spa.
To make a hotel reservation, it is necessary to fill in the Online Accommodation Form or the registration form enclosed in the second announcement.
List of Hotels
All rates quoted are per room per night including breakfast and 14% 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.
Please note that price for accommodation is not included in the registration fees.
The map of Luhačovice with hotels markings is 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 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.
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 August 8, 2012.
Extras are to be paid directly at the hotel reception before departure. Hotel can ask you to guarantee your extrases by credit card or by cash at your arrival. In case you share the room with another congress participant, it is possible to pay only half of the hotel expenses. Invoice can be issued upon request after the congress. Please include this request as a note in your registration form.
Cancellations, changes and refunds
Please inform GUARANT International about any amendments or cancellations in writing by fax: (+420) 284 001 448 or e-mail: COS2012@guarant.cz . 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 following cancellation conditions apply to the cancellation or shortening of a hotel reservation:
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; the room will then be released.
Congress Secretariat will process all reservation requests by September 17, 2012 or at the registration desk on site.
Terms of payment
Please note that payments by bank transfer will only be accepted by August 28, 2012. After this date only payments by credit cards will be accepted (either by using the on-line payment system or by submitting the Credit Card Payment Authorization Form ).
Hotel accommodation must be paid in Euro by:
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.
For payments through the on-line payment system (available after login) only MasterCard/Eurocard, Visa and Diners Club credit cards are accepted. These payments will be charged in EUR. Please note, that payment through the Online Payment System is available once the Letter of Confirmation is received.
For payments using American Express credit cards please complete theCredit Card Payment Authorization Form and kindly send it signed by a card holder to the Congress Secretariat by fax +420 284 001 448, not via e-mail for security reasons. The payment will be charged in Czech crowns (CZK) at the exchange rate of the Czech National Bank valid on the date of payment. The approximate exchange rate is 1 EUR = 25.041 CZK (February 2012).
Credit Card Payment Authorization Form can be also used for MasterCard/Eurocard, Visa (will be charged in EUR) and Diners Club (will be charged in CZK).