ACCOMMODATION
GUARANT International (further referred to also as the Conference Secretariat) has been appointed the official hotel accommodation agent and will gladly handle all related arrangements. Accommodation of various categories is provided at discounted prices near the SQUARE Brussels Meeting Centre.
GUARANT International strongly advises all not to work with any unauthorized vendors/companies who may offer you hotel reservation services by phone/e-mail with "discounted conference prices" and try to obtain your personal data including credit card details.
List of Hotels
All prices quoted are per room per night including breakfast, 6% VAT and city tax. Should VAT or city tax change before the beginning of the Conference, the Conference Secretariat will automatically change the price of your hotel room and inform you in writing about the new price.
Please note that the price of accommodation is not included in the registration fees.
Group reservations
Group bookings cannot be made online as different terms and conditions apply. For further information, up to date availability and reservation, please contact the Conference Secretariat at woncaeurope2023@guarant.cz.
Individual reservations
To make a hotel reservation, it is necessary to fill in the On-line Accommodation Form, which is part of the On-line Registration Form. Your password is the same for both on-line forms.
Reservations will be processed on a “first-come, first-served” basis. We recommend that you book your accommodation as soon as possible.
A full pre-payment is required to guarantee the reservation. After the full payment has been received, your hotel reservation will be confirmed in writing by e-mail. The full payment must be received on or before a payment due date, otherwise the reservation will be automatically cancelled.
Any change or cancellation of the hotel reservation must be sent in writing at woncaeurope2023@guarant.cz. Please do not contact hotels directly.
Any changes in the reservation (except 100 % cancellation fee) will be subject to 10 EUR handling fee.
In case of cancellation of the event due to force majeure, GUARANT International reserves the right to charge a handling fee.
The appropriate refunds will be made after the Conference.
Extra expenses related to the hotel accommodation must be settled by the guests directly at the hotel reception before their check-out. Hotel may ask for guarantee of extras by credit card preauthorization or paying a deposit.
Cancellation conditions
The following cancellation conditions apply to the cancellation, reduction, shortening and no show of a hotel reservation.
Novotel Brussels off Grand Place Hotel, Ibis Brussels off Grand Place Hotel
| Cancellations received | Cancellation fee |
|---|---|
| Until 6 March 2023 | full refund, handling fee of 10 EUR will be deducted |
| 7 March 2023 incl. – no show | 100% cancellation fee for each cancelled night |
In case of a no show, the room will be kept for the guest until 12 PM of the day following the date of expected arrival; after that the room will be released. Please inform the Conference Secretariat of any change in your arrival as soon as possible.
NH Brussels Carrefour de L´Europe, 9 Hôtel Sablon, 9 Hôtel Central, Hotel Bedford,NH Collection Brussels Grand Sablon
| Cancellations received | Cancellation fee |
|---|---|
| Until 2 May, 2023 | full refund, handling fee of 10 EUR will be deducted |
| 3 May, 2023 incl. – no show | 100% cancellation fee for each cancelled night |
In case of a no show, the room will be kept for the guest until 12 PM of the day following the date of expected arrival; after that the room will be released. Please inform the Conference Secretariat of any change in your arrival as soon as possible.
Pillows City Hotel Brussels Centre
| Cancellations received | Cancellation fee |
|---|---|
| Until 2 May, 2023 | full refund, handling fee of 10 EUR will be deducted |
| 3 May, 2023 – May 17, 2023 | 50% cancellation fee for each cancelled night |
| 18 May 2023 – 25 May 2023 | 75% cancellation fee for each cancelled night |
| 26 May 2023 incl. – no show | 100% cancellation fee for each cancelled night |
In case of a no show, the room will be kept for the guest until 12 PM of the day following the date of expected arrival; after that the room will be released. Please inform the Conference Secretariat of any change in your arrival as soon as possible.
pentahotel Brussels City Centre
| Cancellations received | Cancellation fee |
|---|---|
| Until 21 April, 2023 | full refund, handling fee of 10 EUR will be deducted |
| 22 April, 2023 incl. – no show | 100% cancellation fee for each cancelled night |
In case of a no show, the room will be kept for the guest until 12 PM of the day following the date of expected arrival; after that the room will be released. Please inform the Conference Secretariat of any change in your arrival as soon as possible.
Motel One
| Cancellations received | Cancellation fee |
|---|---|
| Until 19 March, 2023 | full refund, handling fee of 10 EUR will be deducted |
| 20 March, 2023 incl. – no show | 100% cancellation fee for each cancelled night |
In case of a no show, the room will be kept for the guest until 12 PM of the day following the date of expected arrival; after that the room will be released. Please inform the Conference Secretariat of any change in your arrival as soon as possible.
Warwick Hotel (reservations via link)
| Cancellations received | Cancellation fee |
|---|---|
| Up to 72 hours before arrival | full refund |
| Less than 72 hours prior arrival | 100% cancellation fee for each cancelled night |
In case of cancellation or any change regarding your reservation at Warwick Hotel please inform hotel directly.
Methods of payment
Accommodation fees must be paid in EUR by one of the following methods:
1. Credit or Debit Card
For credit or debit card payments, 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/debit cards: MasterCard/Eurocard, Visa and Diners Club.
2. Bank Transfer
The bank details including the 10-digit variable symbol will be automatically sent to your email address after submitting the accommodation form. Please note that payments without this variable symbol will not be identified and the accommodation will not be confirmed.
Please note that bank transfer payments will only be accepted by May 23, 2023 only. After this date, only payments by credit/debit cards will be accepted using the On-line Payment System.
All bank transfer amounts should be minus bank charges. Any banking fees accrued from the transfer is the responsibility of each party.
