Welcome to ICVS 2008

Accomodation

On-line submission of reservations for accommodation and payment is preferred through the Travel Arrangements on-line system. Your payment will be processed through a secure web-based credit card payment system (SSL encrypted data transfer). On-line Travel Arrangements
	ICVS 2008 has secured discounted rates for the Conference period at several hotels, located either in the capital of Santorini, Fira, or in the Firostefani area. Due to the high demand of the summer months it will be wise to book your accommodation as early as possible.
Important Notice The following room rates are in Euro, per night, and inclusive of breakfast and all taxes. . Registration payments after that date will be charged with the late registration fee, Rates will apply to all pre- and post-Conference stays, Reservations will be processed on a "first-come, first-served" basis.

Conference Hotels
Class	Hotel Name	Single Room	Double Room	Contact Information
4*	SANTORINI PALACE (location: Fira area) 1500m from Conf.Venue Walking distance: 20’	80 (SOLD OUT)	100	Fira, Santorini, 84700 +30 22860 22771, 22781 www.santorinipalacehotel.gr/
4*	REVERIE PALACE 300m from Conf.Venue Walking distance: 5’	65 (SOLD OUT)	73 (SOLD OUT)	Firostefani, Santorini, 84700 +30 22860 23322 www.reverie.gr
3*	KALLISTI PALACE (location: Fira area) 600m from Conf.Venue Walking distance: 10’	95 (SOLD OUT)	110	Fira, Santorini, 84700 +30 22860 22317 www.kallistitherahotel.com
3*	GALINI PALACE (The prices do not include Breakfast) (location: Firostefani area) 300m from Conf.Venue Walking distance: 5’	N/A	95 (SOLD OUT)	Firostefani, Santorini, 84700 +30 22860 22095 www.hotelgalini.gr
3*	MARGARITA HOTEL (location: Firostefani area) 250m from Conf.Venue Walking distance: 4’	50 (SOLD OUT)	55	Firostefani, Santorini, 84700 +30 22860-24377, 24176 http://www.hotelmargarita.gr/
2*	SUNSET HOTEL (location: Firostefani area) 300m from Conf.Venue Walking distance: 5'	75 (SOLD OUT)	85	Firostefani, Santorini, 84700 +30 22860 23046 www.sunsethotel.gr
2*	ERSI VILLAS (location: Firostefani area) 250m from Conf.Venue Walking distance: 4'	36	46	Firostefani, Santorini, 84700 +30 22860 24719 www.ersivillassantorini.gr
2*	KAFIERIS APPARTMENTS (location: Firostefani area) 50m from Conf.Venue Walking distance: 2’	60 (SOLD OUT)	65	Firostefani, Santorini, 84700 +30 22860-22059, 24377 http://www.kafierisapartments.gr/
On-line reservation and payment is preferred. You may submit your reservation either on-line or by fax, no later than Monday May 5, 2008. After this date, you must contact the hotels directly, Travel Arrangements reservation by Fax is available for those who can not use the on-line system. Please fill in the Travel Arrangements Form, with your credit card or other payment information and send it by fax to: +30 2610 991 945, Reservation requests by post, e-mail or phone will not be accepted, Hotel reservations will only be secured after payment of the requested deposit has been completed (your bank transfer must have been deposited in the Conference bank account or your credit card payment received by MeetingPlanner.gr), A one night deposit is necessary to secure your reservations. You must clearly indicate that you agree with the cancellation policies of the hotels, and fax the reservation form with your credit card data (see reservation and payment methods). Due to the imposed cancellation fees by the ICVS 2008 hotels, if you wish to use the on-line payment option, you must pay the full amount of your accommodation reservation in order to secure that cancellation fees are charged in the unfortunate event of cancelling your room into the cancellation period, Cancellation policies vary slightly among hotels. Please see individual hotels for details.
Stamatia Gika of MeetingPlanner.gr will handle all reservations for accommodations. This includes communications, payments, and confirmation letters. You may contact the Travel Arrangements desk at: ICVS 2008 Travel Arrangements Desk c/o MeetingPlanner.gr Conference Management Ypapantis str. K.Kastritsi, GR - 26504 Rio, Achaia, Greece Telephone: +30-2610-992025 Fax: +30-2610-991945 URL: www.meetingplanner.gr e-mail: icvs08 AT meetingplanner DOT gr

Before proceeding with submitting your Travel Arrangements request, please carefully read the following information on travel arrangements payment and cancellation policies.

• Detailed Hotel Descriptions

  
  Learn more about the hotels that we have secured discounted rates in Santorini,
  Hotels Descriptions,

• Reservation Procedure

  
  You may submit your reservation request using one of the following options no later than Monday, May 5 2008.
  The Travel Arrangements reservation procedure requires the following four steps:
  
  1) Submit your Travel Arrangements request on-line (preferred) or via fax, indicating your hotel choice.
  * For room reservations each individual must make his/her own reservations separately. Only in the case of sharing a twin room, you may use the appropriate field in the form, to enter your accompanying person’s name.
  * If you wish to reserve additional room(s), please submit a new reservation form.
  
  2) MeetingPlanner.gr will process your application and try to meet all your accommodation requests. You will receive a notification email message about your reserved hotel and the required corresponding deposit.
  * Reservations will be processed on a "first-come-first-served" basis. If your preferred choice is fully booked, MeetingPlanner.gr will proceed with your reservation on the basis of another hotel in the same category as your choice and inform you about it.
  
  3) Payment. All payments must be made in Euro, by credit card or bank transfer. No other type of payment will be accepted.
  
  4) Confirmation of Reservation(s). Upon receiving the required deposit for the hotel, the Travel Arrangements desk will send you a confirmation email message regarding your reservation. Please make sure to provide a valid email address. Please remember to print and bring your confirmation message with you, when you check in at the hotel. This is your hotel booking voucher!
  * Your hotel confirmation email will include the reserved hotel room, dates of stay, deposit paid and remaining balance to be settled at the hotel.

• Payment Methods

  
  Before you decide on the method of payment please read the following important note: Due to the imposed cancellation fees by the ICVS 2008 hotels, if you wish to use the on-line payment option, you must pay the full amount of your reservation in order for cancellation fees to be charged in the unfortunate event of cancelling your room into the cancellation period. Alternatively, only a one-night deposit will be paid if you opt to fax your credit card details authorizing the Travel Arrangements desk to charge your card with cancellation fees in case you cancel your reservation according to specific cancellation policies.
  
  Pay on-line using your credit card (VISA or MASTERCARD) - Preferred. You must be the cardholder to use this option. Then,
  
  1) You will receive a bank notification message informing you about the amount of money that has been deducted from your credit card. (For on-line payment you must pay the full amount of your reservation),
  2) You will also receive the official Confirmation of Reservation via e-mail from the ICVS 2008 Travel Arrangements desk.
  
  Pay by faxing your credit card details, using the on-line Travel Arrangements form (click on the ON-LINE Travel Arrangements button found at the end of this page and follow the procedure) or the Travel Arrangements Form found at the end of this page. The ICVS 2008 Travel Arrangements desk will charge your credit card with the respective hotel one night deposit amount and send you the official confirmation of your reservation via email.
  
  In case you are using someone else’s credit card we must receive his/her authorization in hard copy, so please DO NOT PROCEED with on-line payment. Instead, fax the Travel Arrangements form, which must be signed by the card holder, accompanied by a copy of both sides of the credit card.
  
  Pay by bank transfer using the on-line Travel Arrangements form (click on the ON-LINE Travel Arrangements button found at the end of this page and follow the procedure) or the Travel Arrangements Form found at the end of this page. (An administration fee of € 20 will be applied to cover administration handling costs).
  
  Please note that any transfer or service charges imposed by the bank must be paid by the participant. Please provide a valid email address. You will receive a notification email with the (Stamatia Gika- MeetingPlanner.gr) bank account details.
  Please clearly indicate on the bank form:
  1) Your full name (name given for the registration)
  2) Name of the Conference : "ICVS 2008 Conference".
  
  For quick and accurate processing of the payment, it is requested that you fax a copy of your bank transfer receipt to: +30 2610 991945. Please remember to also bring this copy to the Travel Arrangements desk. After proof of payment has been confirmed by our bank, you will receive the official confirmation of your reservation via email.
  * Only cash payments or credit card payments will be accepted on site.
  * Receipts for your deposits will be given on-site at the Travel Arrangements desk on request. No invoices will be sent in advance. Receipts for balance payments will be given by the hotels.

• Cancellation Policy

  
  Important note: Due to the imposed cancellation fees by ICVS 2008, if you wish to use the on-line payment option, you must pay the full amount of your reservation in order for cancellation fees to be deducted in the unfortunate event of cancelling your room into the cancellation period. Alternatively, only a one-night deposit will be paid if you opt to fax your credit card details authorizing the Travel Arrangements desk to charge your card with cancellation fees in case you cancel your reservation into the cancellation period.
  
  Cancellations must be made to MeetingPlanner.gr in writing, either by fax (+30-2610-991945) or e-mail (icvs08@meetingplanner.gr ). The amount of refund will depend on the date of cancellation.
  
  For cancellations received                                 No cancellation fees
  up to 21 days prior to arrival:
  
  For cancellations received                                 Cancellation fees equal to the maximum of
  between 21 and 7 days prior to arrival:           one night’s stay will be charged
  
  For cancellations received                                 Cancellation fees equal to the 50% of the between 7 and 1 day prior to arrival:                total nights stay will be charged
  
  For no-shows:                                                        Cancellation fees equal to the 100% of the
                                                                                     total nights stay will be charged
  REFUNDS
  
  On-Site. Refunds (in cash) will be dealt with during the Conference at the Travel Arrangements desk.
  Debited to your Credit Card. If you do not attend the Conference, you will need to provide us with your credit card details and refunds will be completed within 30 days from the end date of the Conference.
  Bank Transfer. If you do not attend the Conference, you will need to provide us with your bank account details (any charges for bank transfers will be withdrawn from your entitled refund) and refunds will be completed within 30 days from the end date of the Conference.
  

• Personal Insurance

  
  The organizers cannot be held responsible for accidents to Conference participants or accompanying persons, for damage or loss of their personal property, or for cancellation expenses, regardless of cause. Participants should therefore, make their own insurance arrangements. Please consult with your local insurance sources regarding coverage.

• Travel Arrangements Desk Hours During the Conference

  
  The ICVS 2008 Travel Arrangements desk at the Conference venue will be open during the following hours:
  
  Sunday, May 11            17:30 – 20:00
  Monday, May 12            08:00 – 18:00
  Tuesday, May 13          08:00 – 18:00
  Wednesday, May 14    08:00 – 18:00
  Thursday, May 15         08:00 – 18:00