Registration & Accommodation

Registration fees

Early registration
(paid before 1 July 2010)
Regular registration
(paid between 1 July
and 7 September 2010)
Onsite registration
(paid after 7 September)
Individual registration 165 EUR 195 EUR 225 EUR
Sponsored Table registration (6 places) 2 160 EUR 2 160 EUR N/A
Students 35 EUR 45 EUR 55 EUR
Accompanying person 125 EUR 135 EUR 145 EUR

All registration fees include 20 % VAT.
If your payment is not received before the early deadline, the later fee will be automatically charged.

Registration fees include

Individual registration fee

  • Admission to the Opening Ceremony at the Municipal House (17 Sept)
  • Admission to the Welcome reception at the Municipal House (17 Sept)
  • Admission to sessions and exhibition area (17 – 18 Sept)
  • Conference bag, Final Programme Book
  • Coffee breaks (1 x 17 Sept and 2x on 18 Sept), lunch buffet (1 x on 18 Sept)

Accompanying person fee

  • Admission to the Opening Ceremony (17 September 2010)
  • Admission to the Welcome reception at the Municipal House (17 September 2010)
  • One of the 3 guided tours organised 18 September starting from the Municipal House at 10:00 am
    • All Accompanying Persons are asked to re-confirm attendance on this tour by mail to the Conference Organiser
    • A voucher will be included in the conference badge

Registration guidelines / Cancellation conditions

All participants are kindly recommended to register via the Online Registration Form. Please read the instructions on the website carefully.

To benefit from the reduced early registration fee, please process your registration before 1 July 2010.

Upon submitting the Registration Form, you will receive a PRN (Participant Registration Number) by e-mail to be included in payment details (in case of bank transfer payment). Please do not send any payments without PRN included in payment details. Such payments cannot be identified.

All participants are kindly requested to register in advance by completing and submitting the Registration Form with the appropriate fees.

Registration fees are including 20 % VAT.
If your payment is not received before the early deadline, the latter fee will be automatically charged.

Insurance
The registration fees do not include insurance of participants against accidents, sickness, cancellation, theft, property damage or loss. Participants are advised to take out adequate personal insurance.

Group block bookings
For group registrations (and respective hotel reservations) please contact the Conference Secretariat for special procedures.

Confirmation
Upon receipt of the correct registration fee (clear of bank charges), each participant will receive a confirmation of registration. Please bring this confirmation to the Registration desk as proof of your registration. Confirmation will be sent upon receipt of payment.

Payment
All fees for the Conference registration should be paid in EUR (€), free of all bank charges

  • either by credit card (Visa, Eurocard/Mastercard)
    With reference to the worldwide general terms please note your credit card will be charged in currency valid in country of the event, i.e. Czech Crowns (CZK) and hereinafter converted back to the currency of your account which may result in slightly higher total charge than stated in EUR
    Please kindly note the actual charge will be made in CZK according to the daily exchange rate of Czech National Bank (www.cnb.cz).
  • or by bank transfer to
    KOMERČNÍ BANKA a.s.
    Bank Address: Na Příkopě 33,
    114 07 Prague 1, Czech Republic
    IBAN Number: CZ5901000000510903490207
    BIC Code: KOMBCZPPXXX
    Beneficiary: CZECH-IN s.r.o. - state clearly the participant‘s name and PRN (Participant’s Registration Number) Please include PRN (personal registration number) as variable symbol to identify your payment. Please, forward a copy of the transfer stating the participant’s name. A full payment free of any bank charges must be received by CZECH-IN.

After 17 August 2010 you are kindly requested to make all payments by credit card exclusively or to register on-site. Payment by bank transfer will no longer be available by then.

Cancellation / Refund policy
All cancellations must be notified in writing (by mail, fax or e-mail) to the Conference Secretariat according to the following conditions.

Please note cancellations received:

  • Until 1 July 2010 - € 100 will be withheld for administrative fees
  • From 1 July 2010 till 16 August, 2010 - reimbursement of 50% of the fees paid
  • As of 17 August 2010 - no refund can be processed

Registrants may transfer their registration to a colleague at any time. For any change of name a fee of € 30 will be charged. All registrations received at the Conference Secretariat - CZECH-IN, by 17 August 2010 will be included in the list of participants.

Responsibility
The participant acknowledges that he/she has no right to lodge damage claims against the organisers should the holding of the Conference be hindered or prevented by unexpected political or economic events or generally by force majeure, or should the non-appearance of speakers or other reasons necessitate programme changes. With registration, the participant accepts this proviso.

Please continue using Online Registration & Accommodation form!

Contact the This e-mail address is being protected from spambots. You need JavaScript enabled to view it with any questions on registration.

Accommodation

List of hotels

Single room
(price per night)
Double room
(price per night)
Address Distance from venue
Kingscourt ***** 160 EUR 160 EUR U Obecního domu 3, Prague 1 next to the venue – 50 metres
Prague Marriott Hotel **** 155 EUR 165 EUR V Celnici 8, Prague 1
3 minutes walk
Yasmin Hotel **** 155 EUR 155 EUR Politických vězňů 913/12, Prague 1 10 minutes walk
Century Old Town **** 85 EUR 95 EUR Na Poříčí 7, Prague 1 3 minutes walk
Ibis Praha Old Town **** 85 EUR 85 EUR Na Poříčí 5, Prague 1 3 minutes walk

All rates are quoted in Euro per room/per night including breakfast and 10% VAT.


Map of available hotels


View (Ant)ARCTIC Matters Global Conference 2010 in a larger map

Accommodation guidelines and conditions

Official Housing Agent
CZECH-IN is the official housing agent for the (Ant)ARCTIC Matters Global Conference. Rooms at special rates are being held in hotels of different categories. Rooms will be allocated on a first come, first served basis.

Attendees are asked to make their hotel reservation with CZECH-IN using the Online Booking system. Reservation per phone cannot be processed.

CZECH-IN s.r.o.
Prague Congress Centre
5. května 65
140 21 Prague 4
Czech Republic
Tel.: +420 261 174 304
Fax: +420 261 174 307
E-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Deadline
Participants are recommended to reserve the accommodation by 1 August 2010.
After this deadline requests will be accepted, however, hotels rooms are subject to availability and cannot be guaranteed; of course, CZECH-IN will make every effort to meet the participants’ requirements.

Confirmation of Hotel Reservation
Participants will receive an email confirmation of their reservation and a hotel voucher (by email as PDF attachment) after forwarding their deposit/pre-payment to CZECH-IN. Our system confirmation of your request’s receipt (sent immediately after your on-line booking) is not considered a confirmation of your booking!
Please, kindly do not contact the hotel directly as all reservations are handled by CZECH-IN. Final invoice will be issued by CZECH-IN and respective hotel.

Check-in/Check-out
Check-in varies from noon until 2 pm. Early check-in can be requested, however cannot be guaranteed; the room is subject to the room availability on the day of arrival; if the early check-in needs to be guaranteed or in case of a very early arrival it is recommended to reserve the previous night as well. Check-out is generally at noon. Late check-out is also subject to the room availability and some hotels may charge a day rate; or even a full rate in case of check-out after 6 pm.

Changes/Cancellation of Reservation
Any change of reservation or a cancellation must be notified in writing to CZECH-IN and not directly to the hotel.
Change of reservation will be subject to a handling fee of EUR 20. Cancellation will be charged according to the cancellation conditions below. Changes/cancellations made by phone cannot be accepted.

PAYMENT CONDITIONS

  • 1 night deposit will be required to guarantee the booking (deposit of 1 night is not-refundable after the deadline of 1 August 2010 and CZECH-IN is authorized to charge the full number of nights if the room is cancelled less that 1 month prior to the event). All bookings must be guaranteed by a valid credit card (VISA or EC/MC). CZECH-IN holds the rights to pass your credit card details to the respective hotel. Final bill (rest of nights and extras) must be settled directly with the hotel upon departure.

OR

  • Full pre-payment can be made by a credit card or a bank transfer to the account of CZECH-IN (1 night is not refundable after the deadline of 1 August 2010 and the full prepayment will be kept by CZECH-IN if the room is cancelled less than 1 month prior to the event). All extras must be settled directly with the hotel upon departure.

An invoice will be issued by CZECH-IN and sent to the participant together with the hotel voucher which should be presented to the hotel during check-in.

Please kindly note the following:

  • only VISA and EC/MC cards are accepted (sorry, we do not accept AMEX); expiration of the card must exceed the month when the event is held
  • Bank transfer will be accepted until 15 August 2010 only. Please forward a copy of the transfer stating the participant’s name and kindly make sure that full payment free of any bank charges is received by CZECH-IN

CZECH-IN Banking details (For the bank transfer):
Beneficiary/Account name: CZECH-IN .s.r.o.
Name of the Bank: KOMERČNÍ BANKA a.s.,
Bank Address: Na Příkopě 33, 114 07 Prague 1, Czech Republic
Account Number (for domestic transfers only): 51-0903490207/0100
IBAN Number: CZ5901000000510903490207
BIC Code: KOMBCZPPXXX

CANCELLATION CONDITIONS

Cancellations/changes must be made in writing (email or fax) to CZECH-IN.

For hotel reservations cancelled before 1 August 2010 the full deposit will be refunded less 20 EUR handling fee.
After 1 August 2010 deposit of 1 night will not be refunded.
After 15 August 2010 all nights as reserved will be charged.

In case of later arrival or earlier departure other than reserved same rules apply. Please, do not contact the hotel directly as the reservations are handled by CZECH-IN.

Group Hotel Reservations
For group reservations (more than 5 rooms) please contact CZECH-IN with a separate request.

No shuttle service will be provided by the conference organisers from the airport to the hotels or from the hotels to the venue.

Contact the This e-mail address is being protected from spambots. You need JavaScript enabled to view it with any questions on registration and accommodation.