Hotel booking guidelines

Tourvest has been appointed as the official housing bureau of the 46th Union World Conference on Lung Health and is offering you the opportunity to book accommodation in a selection of Cape Town's best hotels at negotiated rates.

Cape Town offers a wide range of accommodation, from luxury hotels that meet the highest international standards to more modest and basic hotels to suit all budgets. A number of rooms at various hotels have been block booked specifically for the delegates attending the 46th Union World Conference of Lung Health. The list offers a choice of 5-star, 4-star and 3-star establishments. (see List of Hotels).

Rates have been negotiated for the period of the conference (30 November–6 December 2015). Should your preferred arrival and/or departure dates not be within this period, please contact Tourvest to arrange additional nights at theunion@tourvestdm.com

The standard check time is at 14h00 and check out at 10h00.

Some of the hotels booked are within walking distance of the Conference Centre and others require use of public transportation. Tourvest offers a shuttle service for delegates staying in hotels that are not within walking distance of the Cape Town International Convention Centre. The cost of this service is built into the accommodation price for these facilities.

The online booking site is at http://www.eventsregistration.co.za/whl2015

Please read the guidelines and policies below before booking your hotel.

Terms and conditions

Individual bookings

While prices shown on the List of Hotels are in euros, transactions are conducted in South African Rands (ZAR), and amounts can fluctuate due to changes in the exchange rate. Bank charges will be passed on to delegates.

All accommodation rates quoted are per room/per night, including bed and breakfast. These rates include VAT at 14% and a Breakfast and the National Tourism levy of 1%. All extras charges incurred by delegates during their stay will be paid by them directly to the hotel.

To make a reservation, please send an email to theunion@tourvestdm.com stating your preferred hotel, the number of rooms required, arrival and departure dates and payment method. Once this information is received, Tourvest will confirm availability and send a link to a separate booking form.

All accommodation is booked on a first-come, first-served basis, subject to availability.

Please note that bookings made after 24 August 2015 must be paid in full upon reservation.

Group bookings

For group bookings different conditions apply. Please send an email to theunion@tourvestdm.com stating the number of rooms, category and preferred location, and you will receive a list of options suitable to your requirements.

Payment

Full payment for accommodation bookings is due and payable by the 'release date' of Monday, 24 August 2015. Should full payment for the accommodation not be received by the release date, the booking will be cancelled and released. If no written cancellation was received prior to the release date, any deposit will not be refunded.

Bookings made after 24 August 2015 must be paid in full at the time the booking is made.

All amounts are payable in South African Rands and payment made in foreign currency will be at the prevailing exchange rate applied by Housing Bureau’s bankers from time to time.

To estimate the currency exchange rate, click on http://www.xe.com

Cancellations, changes and no-shows for individuals bookings

Up until 24 August, deposits will be refunded less a handling fee of 15% of the deposit, if a written cancellation is received prior to this release date (24 August).
If no written cancellation was received in advance of 24 August, deposits will not be refunded.
After 24 August, the cancellation fee is 100% of the full payment for the booking. (in other words, there is no refund.)
"No shows" are subject to a 100% cancellation fee (no refund).
Late arrivals and early departures will not be credited; the full fee for booked nights will be charged (no refund for unused accommodations).
If the event is cancelled due to "force majeure" which takes place on or after 24 August, no refunds will be given for accommodation.

Please note that all booking changes, including cancellations, must be made by writing to theunion@tourvestdm.com not to your hotel.

For further details on terms and conditions

If you have questions, please contact:

Housing Bureau Secretariat
Email: theunion@tourvestdm.com
Tel: +27 11 676 3471/ 3378
Alt Number: +27 11 676 3000
Office Hours : 08h30 - 17h00 (GMT +2hours)