GROUP HOUSING TERMS AND CONDITIONS
CANCELLATION CLAUSE:
In the event that the group should cancel their entire program and guestrooms, the group shall pay to the Housing
Bureau (ICS), as a cancellation fee, a percentage of the total anticipated revenue from the guestroom block
according to the following:

Cancellation of the entire group room block from date of signing to April 1, 2015: 25% of the contracted
room block (room and tax) is due.

Cancellation of the entire group room block April 2 to June 30, 2015: 50% of the contracted room block
(room and tax) is due.

Cancellation of the entire group room block from July 1, 2015: 100% of the contracted room block (room
and tax) is due.
Cancellations must be made in writing directly to ICS.
Room Block Reduction & Attrition Policy
If the Group reduces but does not cancel its confirmed room nights, the group agrees to pay the housing bureau,
as liquidated damages, an amount based on the following provision:
Reductions to the original guestroom block will be allowed as follows:

Up to 120 days prior to arrival (June 3, 2015)
10% of the contracted room nights may be released without penalty.

Up to 65 days prior to arrival (July 29, 2015)
5% of the remaining room nights may be released without penalty.

Within 65 days prior to arrival: No cancellations or reductions allowed; the group is fully responsible
for all remaining rooms contracted per night (room & tax).
Any reduction to the contracted room block that exceeds the above-allowed percentages is liable for 100% of the
cost (room & tax).
Allowable reductions may be made on a cumulative basis and require an addendum to be signed by the group and
ICS. As of 64 days prior to arrival (July 30, 2015), the room night commitment is non-cumulative.
Room block reductions must be made in writing directly to ICS.
Method of Reservation
1.
Online Reservation
ICS utilizes an online reservation tool provided by MeetingMax for all hotel reservations. This
complimentary service is recommended for all groups with less than 30 rooms on peak. ICS will provide
the group with a link that will allow the Group Manager to make reservations directly into the housing
database. Individual reservations for group attendees may be made, modified or canceled by the group
on or before August 17, 2015. (*Penalties may apply based on the Room Block Reduction & Attrition
Policy)
Group Registration Guidelines
Page 1
2.
Reservation by Rooming List
A rooming list template (Excel format) will be sent out in May 2015. Final and complete rooming list must
be provided to ICS no later than August 17, 2015. The rooming list must follow the remaining room block
commitment (include room types and check-in & check-out pattern) and include the following
information for each room reservation:

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
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first and last names of all guests in each room
arrival and departure dates
room type allocation contracted (ie: Standard King, Deluxe 2 Beds, etc)
number of people & number of beds required per room
special requirements (ie. late arrival, wheelchair accessible)
Incomplete rooming lists or rooming lists submitted after August 17, 2015 will be subject to a late fee of
$150.00.
Revisions to rooming lists (ie: name change, revised check-in/check-out dates, etc), submitted after
August 17, 2015 will be subject to a change fee of $50.00 per submitted list.
Any additional bookings (date changes or new reservations) required after August 17, 2015 will be subject
to hotel availability.
Please note: The hotel will require a credit card from delegates upon check in for incidentals. Please ensure to
inform your delegates prior to arrival.
Hotel confirmation numbers will be sent to you 2 weeks prior arrival for your records.
Force Majeure
If, for reasons beyond control, ie, natural disasters, strikes, acts of war, etc…, the XXI FIGO World Congress on
Gynecology & Obstetrics is re-located, or postponed, ICS reserves the right to re-locate the group to an alternate
hotel with the same star class and rates (if possible). Should the group not wish to re-locate, to the chosen hotel,
the group will only be liable to ICS for the amounts expended up to that point as stated in the Cancellation Policy.
-orIf, for reasons beyond control, ie, a natural disaster, strikes, acts of war, etc…, the XXI FIGO World Congress on
Gynecology & Obstetrics is canceled with no plans to re-locate or postpone the conference, a refund of moneys
received to date will be issued.
Group Registration Guidelines
Page 2