Congress Secretariat:
Secrétariat des congrès:

Väike-Turu 8, 51004 Tartu
+372 740 4095
oidfa2020 [ät] publicon.ee
www.publicon.ee

 

 

Booking and Cancellation Terms

The owner of this registration form on oidfa2020.org website (hereinafter: registration form) is Publicon OÜ (business registry number 11077247) located at Väike-Turu 8, Tartu, Estonia.

Information about sales, items and prices
The terms and conditions apply when booking via the accommodation form on this website. All accommodation options are listed together with the prices. Information about the items is presented in the accommodation form and on the other webpages. 

All bookings have to be made via the online accommodation form.
Payments can be made via bank transfer after receiving the invoice -  any resulting bank charges are to be paid by the congress​ participants. 
The payment deadline is 10 days from submitting the registration form, the dates are also marked on the invoice.

Booking process
Accommodation in the OIDFA2020 congress is subject to a fee. Please fill in all compulsory fields and make the selections about your accommodation. At the end of the form, you will see the total sum of your selections. You can then preview your accommodation form and submit the booking. For paying by bank transfer, you will get the invoice via e-mail within an hour after booking. We can only accept euro-payments.

The booking is confirmed when the payment has been received. The fees are to be paid in advance, payment options will become available after successful online booking.

Some selections might have limits - this is marked next to the item. You can only make selections where there is still availability. If there is an error with the system, we will notify registrants as soon as possible and refund money for the selections that are no longer available within 14 days. 

All payments are to be made to Publicon OU​.
Address: Väike-Turu 8, 51004 Tartu, Estonia.
Bank details: 
Swedbank, Liivalaia 8, Tallinn, Estonia
IBAN EE902200221061707794
SWIFT/BIC HABAEE2X

Delivery
After filling in the accommodation form, an automatically generated confirmation e-mail will be sent to the e-mail address inserted in the form free of charge. The e-mail contains a PDF link with the accommodation data which can be downloaded and serves as a written confirmation. The invoice will be sent after successful booking.

If you notice a mistake in your accommodation data, please contact the secretariat at your earliest convenience. If you need some information on the invoice to be changed (e.g. some accommodation items to be added, a VAT number to be added, the payment deadline extended), please contact the secretariat. Please send an e-mail to oidfa2020@publicon.ee.

Cancellation policy
Should you cancel your accommodation by 15 May, the accommodation fee will be refunded, minus an administration fee of 35€. Should you cancel your accommodation by 15 June, 50% of the accommodation fee will be refunded, minus an administration fee of 35€. In the event of a cancellation after 15 June, no refund is possible.*
* these cancellation terms apply for all hotels except for Hotel London and Pallas. The dates are: 15 April for a whole refund, minus the administration fee 35€; 50% refund in case of cancelling before 15 May, minus the administration fee 35€; no refund after May 15.

Please submit your cancellation to the Secretariat in writing via e-mail: oidfa2020@publicon.ee. Cancellation requests must identify the staying person's name, email address, the amount paid and bank details. Name changes are free of charge. 

All refunds will be processed within two weeks after the congress.

Processing personal data
The secretariat will process the personal data (such as the name, phone number, address, e-mail address) inserted into the accommodation form only in relation to the booking to this congress.

We recommend taking out appropriate travel and cancellation insurance for your registration fee, hotel and airline booking. This is often included with credit card transactions, but check your own policy for details. Also please ensure that you have appropriate health insurance coverage. Please check beforehand if you need a visa for Estonia and inform yourself about the visa application procedures and the time needed for processing a visa application.