Group requests received by October the year before the congress from companies with accrued points are prioritised by these points. Accrued points are obtained from previous participation at ESC Congresses – More details available in the ESC Hotel Policy 
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Requests received from companies without points or after the deadline are dealt with by date of receipt from early December onwards. The ESC has blocked a limited number of rooms and cannot guarantee that group requests can be fulfilled in either quantity or quality of rooms.
Travel Agents or third party providers working on behalf of companies must submit a "Letter of Appointment" stating that the agent has been officially appointed for the congress in question. This letter should be written in English by the sponsoring company or organisation, on company letterhead and signed by the company official. A request will only be taken into consideration upon receipt of such a document.
If a request results in a confirmed reservation and subsequent contract, the rooms can only be used for the needs of the Company and cannot be passed on to any other company or client. Copies of all contracts are sent to the Company and they include the booking details and room rates.
These conditions serve to maintain the transparency that the European Society of Cardiology has established with its industry partners.