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Conference Secretariat

GUARANT International
Na Pankráci 17
140 21 Prague 4

+420 284 001 444

Accommodation

GUARANT International (further referred to also as the Conference Secretariat) has been appointed as the official hotel accommodation agent for the 21st European Conference on Artificial Intelligence (ECAI 2014) and will handle all related arrangements. 

A number of hotels of various categories at reduced rates are available for participants of ECAI 2014. 

Hotel reservation system has been closed.

List of hotels

All hotels are located within a reasonable distance from the Clarion Congress Hotel Prague (Clarion CHP). 

Hotel Category Price in EUR
SGL/DBL		 Deposit Required Can­cellation Fee Clarion CHP Zone ** CTU Zone ***
Clarion CHP – Standard room – Early bird rate prolonged till 30. 6. 2014 **** 68 / 68 1 night 1 night Conference venue 3
Clarion CHP – Executive room – Early bird rate prolonged till 30. 6. 2014 **** 94 / 94 1 night 1 night Conference venue 3
Clarion CHP – Standard room – Standard rate from 1. 7. 2014 **** 80 / 80 1 night 1 night Conference venue 3
Clarion CHP – Executive room – Standard rate from 1. 7. 2014 **** 110 / 110 1 night 1 night Conference venue 3
Arlington *** 41 / 48 1 night 1 night 1 3
Arlington
– non-refundable*		 *** 37 / 44 100% Pre- Payment 100% Pre- Payment 1 3
B&B hotel Prague City *** 65 / 84 1 night 1 night 3 4
Carol – New lower rate *** 70 / 75 1 night 1 night 1 3
Jasmín *** 31 / 31 1 night 1 night 2 4
Olympik Tristar *** 45 / 55 1 night 1 night 2 4
Vysočanský pivovar *** 52 / 52 1 night 1 night 1 4
Vysočanský pivovar ** 26 / 37 1 night 1 night 1 4
Vysočanský pivovar
– double room for single use		 ** 37 1 night 1 night 1 4
Vysočanský pivovar
– triple room		 ** 45 1 night 1 night 1 4
All rates quoted are per room per night including breakfast and 15% VAT.
Should VAT 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 rate. 
 
* To benefit from non-refundable rates, immediate payment is required. 100% of the hotel reservation cost has to be covered while reservation is confirmed. Please note that the number of rooms in this category is often limited. No changes of non-refundable reservations will be accepted, 100% cancellation fee will be applied.
 
**Travelling time to the Conference venue
Zone 1: up to 5 minutes 
Zone 2:  5 – 10 minutes 
Zone 3: 20 – 25 minutes 
Zone 4: 25 – 35 minutes 
 
*** We have also included traveling time to the Czech Technical University in Prague for par­tici­pants of Workshops, Tutorials, STAIRS and RuleML that will take place there. 
 
Please note that price of accommodation is not included in the registration fees. 
 

How to make a hotel reservation

To make a hotel reservation, it is necessary to fill in this Online 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.    
 
All rates quoted are per room per night including breakfast and 15% VAT. Should VAT 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 rate. 
 
Extras are to be paid directly at the hotel reception before departure. 
 

Reservation confirmation

Standard Rates

A one-night deposit is required to guarantee the reservation. After the payment is received, your hotel reservation will be confirmed by e-mail. The remaining amount has to be paid directly to the hotel upon check-in/out.

A one-night deposit must be paid until July 19, 2014.  

Non-Refundable Rates

Immediate full pre-payment is required to guarantee the Non-Refundable reservations. After the full payment is received, your hotel reservation will be confirmed by e-mail

In case you share the room with another conference participant, it is possible for each participant / roommate to pay only half of the total hotel expenses. Invoice can be issued upon request after the conference. Please include this request as a note in your accommodation form. 

Group reservations 

For group reservations please contact the Conference Secretariat at e-mail address ecai2014@guarant.cz, telephone number +420 284 001 444 or fax number +420 284 001 448.
Our professional staff will assist you to find a suitable hotel for your stay and handle your reservation. 
 

Cancellations, changes and refunds 

Please inform GUARANT International about any amendments or cancellations in writing by e-mail ecai2014@guarant.cz or fax +420 284 001 448. Telephone amendments will not be accepted. 
 
Date of delivery of your written cancellation to the Conference 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 conference. 
 
The Conference Secretariat reserves the right to charge a handling fee of 30 EUR at any name change of a hotel reservation.
 

Cancellation conditions  

The following cancellation conditions apply to the cancellation of a hotel reservation:
 

Standard Rates

Cancellation before and on July 19, 2014:   full refund (less 30 EUR handling fee)
             Cancellation after July 19, 2014:   one night cancellation fee
                                             No show:   one night cancellation fee

Please note, that for shortening of your hotel reservation after check-in hotel regular cancellation conditions apply (cancellation fee can be up to 100% of cancelled nights).

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; then the room will be released.

Change of the arrival date has to be announced to the Conference Secretariat no later than 2 days prior your arrival, otherwise one-night cancellation fee will be charged. For reservations with non-refundable rates different cancellation policy applies.

Non-Refundable Rates

Any reduction or cancellation: 100% Cancellation fee

No show: 100% Cancellation fee

No changes of non-refundable reservations will be accepted, 100% cancellation fee will be applied.

Conference Secretariat will process all reservation requests by August 14, 2014 or at the registration desk on site.

Methods of payment  

Accommodation expenses must be paid in EUR by one of the following methods:

1. Credit card

For payments through the Online Payment System only MasterCard/Eurocard, Visa and Diners Club credit cards are accepted. These payments will be charged in EUR. 
 
For payments using American Express credit cards please complete the Credit Card Payment Authorization Form and kindly send it signed by a card holder to the Conference 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.
 
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).
 

2. Bank transfer

Please note that payments by bank transfer will only be accepted by July 26, 2014. After this date only payments by credit cards will be accepted (either by using the Online Payment System or by submitting the Credit Card Payment Authorization Form).
 
Hotel accommodation must be paid in EUR:  
 
Bank name: Ceskoslovenska obchodni banka 
Bank address: Na Prikope 18, 110 00 Prague 1, Czech Republic 
SWIFT/BIC: CEKOCZPP
Account name: GUARANT International spol s.r.o. 
Account number: 478 533 893/0300
IBAN: CZ69 0300 0000 0004 7853 3893 
Details of payment: 201414/ participant’s name*

*The participant's name should be clearly legible otherwise the payment cannot be identified.
 
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.