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Hotel Booking General Conditions for Individuals and Third Parties

ESC Congress 2012

The ESC online hotel request services are intended for individual guests wishing to book a room.

Agencies/companies wishing to make a reservation on behalf of an individual participant are requested to click on our web page “Third Party Requests” and read it carefully.

A Secure server backs every transaction on My ESC and your personal information and credit card details are encrypted, so that they cannot be read as the information travels over the Internet. Once the information has been processed, it is destroyed. Should you have any technical problem, please contact us.

Note that this programme sends only a request for hotel booking; therefore your request may not be fulfilled. If a hotel room is available for the requested dates, a reservation will be confirmed. You will be informed accordingly if no more rooms are available. Only complete hotel reservation requests will be considered.

The hotel reservation request programme for the ESC Congress 2012 in Munich will be accessible as long as rooms are available.

The ESC has reserved rooms in various price category hotels in Munich. Rooms will be allocated on a "first come / first served" basis. A valid credit card is required to secure any booking.

Telephone requests cannot be accepted. After certain price categories have been booked out, the ESC reserves the right to confirm bookings in other price categories. Hotel reservations will only be confirmed by the ESC upon receipt of the deposit payment. Upon presentation of the voucher to the hotel, the deposit payment will be deducted from the hotel invoice.


Invoices are issued by the hotels directly to the guest. The hotel will invoice the participants for the number of nights mentioned on the last voucher.

Cancellation Conditions

  • Until 30 June 2012, the cancellation fee is Euro 80 per room.

  • After 30 June 2012, deposits will not be refunded.

In all cases, the ESC or the Hotel will also charge for any cancelled nights that cannot be re-sold.

Modification Conditions

All changes must be made in writing and are subject to Hotels' availability. They will be charged with administrative fees of Euro 30.


Other changes will only be accepted until 15 July 2012. After this date, the ESC cannot guarantee that modifications can be handled. The ESC or the hotels reserve the right to charge cancellation fees for any nights that are cancelled after the deadline.

The hotels will invoice participants for the number of confirmed nights mentioned on the last voucher.


You have personal data which is, according to the Law on data processing and Civil Liberties 78-17 of 6 January 1978 modified, registered with the ESC. The information you supply for the present request is required to process it and it will be held in the ESC customer data files. It may be used for marketing and communication purposes by the ESC and its contractors only. You have the absolute right to access, amend and oppose any use of this personal data by writing to:

ESC - National Society and Member Relations
2035, route des Colles
B.P. 179 - Les Templiers
FR-06903 Sophia Antipolis
Or by email at

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