Terms & Conditions

Terms & Conditions

The terms "we", "us" and "Company" refers to Congress Planners Ltd, referred to here after as Congress Planners, its affiliates and/or their respective suppliers and providers, and "you" refers to the customer booking a reservation though us directly through this website, or indirectly through any of our affiliates through whom we provide services.

All reservations you book through us are subject to the following terms, conditions and notices as they exist at the time the reservation is made unless otherwise specified in the offer/contract. We reserve the right to change these terms, conditions and notices and you agree to accept and be bound by the terms, conditions and notices that are in effect at the time of your use of our website and facilities.


To ensure that you would be refunded and/or repatriated in the unlikely event of the Company's insolvency the Company is licensed and bonded. This ensures that money paid to Congress Planners are secure.


This website is for your personal and noncommercial use. The content and information on this website (including, without limitation, price and availability of travel services), as well as the infrastructure used to provide such content and information is proprietary to Congress Planners. Accordingly, as a condition of using this website, you agree not to use this website or its contents or information for any commercial or non-personal purpose (direct or indirect). While you may make limited copies of your travel itinerary (and related documents) for travel or services purchased through this website, you agree not to modify, copy, distribute, transmit, display, perform, reproduce, publish, license, create derivative works from, transfer, or sell or re-sell any information, software, products, or services obtained from this website. In addition, whether or not you have a commercial purpose, you agree not to:

  • Access, monitor or copy any content or information of this website using any robot, spider, scraper or other automated means or any manual process for any purpose without express written permission of Congress Planners;
  • Violate the restrictions in any robot exclusion headers on this website or bypass or circumvent other measures employed to prevent or limit access to this website;
  • Take any action that imposes, or may impose, in the discretion of Congress Planners, an unreasonable or disproportionately large load on the Congress Planners infrastructure; or
  • Deep-link to any portion of this website (including, without limitation, the purchase path for any travel services) for any purpose without express written permission of Congress Planners


This website is intended only as an invitation to treat, and is not an offer by us. Any booking made by you shall be deemed to be an offer by you which we may, at our choice, accept. No contract shall exist until full payment is received and the booking is confirmed to you. All rooms and prices on the website are subject to availability.


2.1 You may only use the website to make legitimate enquiries or bookings.

2.2 You will not make any speculative, false or fraudulent bookings or any booking in anticipation of demand. If we are reasonably of the opinion that such a booking has been made we shall be entitled to cancel the booking and inform the relevant authorities.

2.3 You also undertake to provide correct and accurate e-mail, postal and/or other contact details to us and acknowledge that we may use these details to contact you in the event that this should prove necessary (see our Privacy Policy).

2.4 If you do not give us all of the information that we need, we may not be able to complete your booking.

2.5 Hotels require a minimum of one adult to stay in the room (aged 18 or over)


3.1 You must present your booking confirmation details to the hotel upon arrival as they are proof of pre-payment. The hotel voucher has all the information such as the guest name, the number of rooms, the hotel booked, and the date of checking in and out. The hotel voucher also has all the necessary contacts of both Congress Planners and the hotel you will be staying at.

3.2 It is your responsibility to check the confirmation and ensure that all of the details are correct. Accommodation will only be provided in accordance with the details in the confirmation. Where the details on the confirmation are not correct, you should contact us prior to travel at office@congressplanners.org

3.3 It is also your responsibility to ensure the accuracy of the information you input into the enquiry screen before you complete the booking. If you make a mistake, we will try to correct the booking details but provide no guarantee that this will be possible. The cost of the service requested may vary on amendment of the details and if so you will have to pay these in addition. A new confirmation email will be sent to you. If the new details do not suit you, you may cancel your booking in accordance with Section 5 of these Terms.


Payment for the services requested must be paid in full, by credit,debit card or bank transfer. We try to stipulate prices accurately and all inclusively, but the prices are subject to change. For example if there are any increases in sales tax or the like, then we reserve the right to pass these on. The indicated/confirmed rate is valid exclusively for each reservation, according to relative criteria and time of booking. Rate and rate conditions might vary on a later time of request or should any amendment(s) occur. The prices shown are inclusive of taxes except of taxes levied in the country of sales such as, but not limited to: city tax, sales tax, service tax etc.

4.1. Individual bookings and Group bookings: Payment for the services requested must be paid in full, by credit , debit card or bank transfer before the given deadlines.


  • 5.1 Cancellation policies may vary from one booking to another:
  • 5.1.1 Congress Planners operate/offer the same cancellation policies as our partner hotels which may differ for each booking.
  • 5.1.2 Congress Planners /Hotel cancellation policies are communicated with each consumer/customer before the confirmation of a hotel reservation is given.
  • 5.1.3 Congress Planners make every effort to ensure there are no cancellation fees incurred by our clients with open & clear communication.
  • 5.1.4 Where cancellation applies to multiple room bookings the cancellation fees apply for each room booked, whether in one or more hotels.
  • 5.1.5 Any refunds that are processed to the client via wire transfer or credit card will incur a 25.00 EUR administrative processing fee.
  • 5.1.6 Unless booked through Congress Planners, we shall not be responsible for your transportation to or from the hotel. Cancellation charges will still apply if you are unable to travel to the hotel due to such circumstances.
  • 5.1.7 Hotel reservations can be cancelled 8 weeks prior to arrival date, unless otherwise specified in the booking confirmation.


5.2.1 These are periods when fairs, exhibitions, conferences etc are taking place at the location where you have chosen accommodation, or when there is a high demand for accommodation.

5.2.2 Bookings in hotels during busy periods are kept and guaranteed until 6 pm on the day of arrival. After 6 pm the hotel can release the booking as a "no-show" if late arrival has not been specified before. Congress Planners cannot take responsibility for unreported late arrivals and any issues arising thereof.

5.2.3 Unless otherwise specified any reservation will be considered with the standard check in, and the hotel's policy on check in time will apply. Please inform your reservation agent of any changes in the arrival time.

5.3 Names Lists

5.3.1 The final names list must be provided to Congress Planners no later than 4 weeks before the arrival date for reservations finalized more than 4 weeks before the arrival date OR at the time of booking for reservations finalized less than 4 weeks before the arrival date. Should the customer request any name changes to a confirmed guest list less than 2 weeks before the arrival, Congress Planners cannot commit to confirming the change and cannot be held responsible for any issues arising thereafter. Any changes to the names list must be arranged through Congress Planners. Should the customer decide to contact the hotel directly regarding any name changes to a finalized reservation Congress Planners cannot commit to guaranteeing any refunds or assistance to the customer for any problems or issues arising thereafter. Congress Planners will do its best to assist the customer for any last minute name changes; however no guarantees can be given if the change is requested less than 2 weeks before the arrival date.

5.4 All sightseeing tours, transfers and non-accommodation services are non refundable.

5.5 Congress Planners reserves the right to charge client for any additional nights/services used at the hotel and not included in the original booking in case where such were not covered by client on check-out.


The application of star ratings may vary in quality from country to country and should not be relied upon alone to indicate the quality of the accommodation. The type of rooms provided by a hotel (such as single, double,) may also vary from country to country. It is up to you to independently check that the type of the accommodation and services provided by each hotel meet your needs. An example of each room time is outlined below and these are guidelines only


Accommodation for two adults in a room with two beds. Bed sizes for this room type are usually "twin" or "full" in European hotels and "queen" in American, Asian, and Australian hotels.


Accommodation for one adult in a room with one bed


Accommodation for two adults in a room with one bed. Alternatively two beds made up as one.


Accommodation for three adults in a room with two or three beds. Bed sizes and arrangements may vary. A Triple room does not guarantee three separate beds. One bed may be a roll-away bed.


Accommodation for one adult in a room with one or two beds. This room type is suitable for accommodation one person only


Accommodation for four adults in a room with two, three or four beds. Arrangement of beds may vary considerably.


Twin or Double room with an extra bed suitable for a child aged between 2 - 18 years. However, some hotels will not provide a child bed for children over 12 years.


Suitable for a child under the age of 2 years.


Rooms with no facilities do not have en-suite bathroom or W.C. Congress Planners does not endorse or recommend any particular hotel, nor will we be necessarily aware of any building work inside or outside the hotel.


The hotel information and listings are compiled from information provided by the hotels. We publish such information in good faith, based on the information provided. We have taken reasonable care to ensure that the content of the website including all hotel information and listings are accurate and up-to-date. As such, we cannot be responsible for inaccuracies, errors, omissions or misleading information contained in the hotel listings or information.


In the event of a confirmed booking becoming unavailable, we will endeavor to offer an alternative hotel at an equivalent standard and price in the same general location. If no such alternative is available we shall refund the cost of your original booking with Congress Planners to you. Otherwise you may exercise your right of cancellation as set out above in Clause 5. We will also endeavor to contact you in advance and advise of this unavailability. However, where it is not possible to contact you in advance we shall endeavor to ensure that the relevant hotel looks after any change of accommodation as quickly and efficiently as possible.


Any complaint regarding the hotel must be notified to the hotel reception desk or to the relevant hotel representative during your stay at the hotel and the hotel management must be given adequate opportunity to rectify the situation. If you fail to get satisfaction from the hotel please contact us at office@congresplanners.org However we cannot guarantee nor do we take responsibility for the standard of accommodation.


Although most travel, including travel to international destinations, is completed without incident, travel to certain destinations may involve greater risk than others. Congress Planners urges passengers to review travel prohibitions, warnings, announcements and advisories issued by the national government prior to booking travel to international destinations.

By offering for sale, travel to a particular destination, Congress Planners does not warrant that travel is without risk or advisable. The decision to travel rests totally with the customer. Congress Planners is not liable for any damages.


It is the responsibility of the lead passenger travelling to make sure that they hold the correct passport and visa requirements. Congress Planners will not be held responsible for any financial costs that may be incurred as a direct result of failure to do so

You need to include all transit points of your journey, which may also require you to obtain a visa. Please note that most countries require that your passport is valid for six months beyond the period of your stay. Some countries apply different rules and you should contact the Embassy or Consulate of your destination for relevant current information. Please note all children require their own Passport for travel. It is vital that you ensure that your passport is legible and intact, any sign of damage could result in a refusal of carriage or entry into your country of destination. Please note that specific requirements for specific countries can be complex and subject to change at short notice.

The name on the passport must match the name on the ticket, otherwise you may not be able to travel and insurance may be invalid. If, after booking a hotel but before travelling, any member of your party changes their name, e.g. as a result of getting married, Congress Planners must be notified immediately so that necessary changes are made to your booking documentation. Please note that a change in name may incur charges or the purchase of a new flight ticket or to cancel and re book your hotel. Where incurred such fee will be payable by you.

Vaccination that may be required in some destinations or during specific periods is at the passenger’s responsibility and expenses.

You should seek advice on any vaccinations and precautions that may be compulsory or recommended from a health professional – a GP, practice nurse, pharmacist or travel health clinic – ideally at least 12 weeks before you travel


We strongly recommend that you take out suitable travel insurance to cover (as a minimum) the costs incurred if you cancel your trip, the cost of emergency medical assistance, including repatriation, in the event of an accident or illness whilst you are abroad and it is your responsibility to ensure the insurance you purchase is suitable and adequate for your particular needs. It is your responsibility to comply with the insurance company’s requirements and your duty to disclose to the insurance company all relevant information e.g. pre-existing illnesses.


The information, software, products and services published on this website may include inaccuracies or typographical errors. In particular, Congress Planners does not guarantee the accuracy of and disclaims liability for inaccuracies relating to hotel and other supplier photographs, hotel property, cruise, automobile and other product descriptions and lists of hotel amenities and other product descriptions displayed on this website, much of which information is provided by the respective suppliers. Hotel ratings displayed on this website are intended as only general guidelines and Congress Planners does not guarantee the accuracy of the ratings. Changes are periodically added to the information herein. Congress Planners may make improvements and/or amendments to this website at any time.

Congress Planners make no representation about the suitability of the information, software, products and services contained on this website for any purpose, and the inclusion or offering for sale of any product or service on this website does not constitute any endorsement or recommendation of such products of services by Congress Planners. All such information, software, products and services are provided “As Is” without warranty of any kind. Congress Planners hereby disclaim all warranties and conditions with regard to this information, software, products and services, including all implied warranties and conditions of merchantability, fitness for a particular purpose, title and non-infringement.

The carriers, hotels and other suppliers providing travel or other services for Congress Planners are independent contractors and are not agents or employees of Congress Planners. Congress Planners is not liable for the acts, errors, omissions, representations, warranties, breaches or negligence of any such suppliers or for any personal injuries, death, property damage or other damages or expenses resulting therefrom. Congress Planners has no liability and will make no refund in the event of any delays, re-routing and/or additional expenses caused by public strikes (public transport, airlines, etc.), cancellation, overbooking, or any other force majeure causes beyond Congress Planners 's direct control (acts of any Government, or authority, forces of nature, etc.), in the case of a hotel closing down for renovation, repair or any other reason Congress Planners will do its best to accommodate the customer at an alternative hotel, but cannot guarantee availability of the alternative premises and cannot offer any refunds.

In no event shall Congress Planners be liable for any direct, indirect, punitive, incidental, special, or consequential damages arising out of or in any way connected with the use of this website or with the delay or inability to use this website or for any information, software, products and services obtained through this website or otherwise arising out of the use of this website, whether based on contract, tort, strict liability, or otherwise, even if Congress Planners has been advised of the possibility of damages.


You agree to defend and indemnify the Company, its affiliates, and/or their respective suppliers and any of their officers, directors, employees and agents from and against any claims, causes of action, demands, recoveries, losses, damages, fines, penalties or other costs or expenses of any kind or nature including but not limited to reasonable legal and accounting fees, brought by:

  • you or on your behalf in excess of the liability described above; or
  • by third parties as a result of
  • your breach of this agreement or the documents referenced herein;
  • your violation of any law or the rights of a third party; or
  • your use of this website


As a condition of your use of this website, you warrant that you will not use this website for any purpose that is unlawful or prohibited by these terms, conditions, and notices.


This website may contain hyperlinks to websites operated by parties other than Congress Planners. Such hyperlinks are provided for your reference only. Congress Planners does not control such websites and is not responsible for their contents or your use of them. TFS inclusion of hyperlinks to such websites does not imply any endorsement of the material on such websites or any association with their operators.


Congress Planners reserves the right to change the terms, conditions, and notices under which this website is offered and you agree to accept and be bound by those terms, conditions, and notices that are in effect at the time of your use of Congress Planners website and facilities.


By using this website or booking a reservation through us you agree that the internal laws of the United Kingdom, without regard to the principles of conflicts of laws, will govern this agreement and any dispute of any kind that arises between you and the Company or its affiliates. You hereby agree that any dispute arising from or relating to the use of this website or hotel reservations made through us may, if not amicably resolved, be resolved only through binding arbitration between you and us under the commercial rules of the United Kingdom’s courts. This arbitration, shall not involve other customers, be combined with separate arbitrations involving other customers, or proceed as any type or form of class action in which the claims of similarly-situated customers are pursued together. Use of this website is unauthorized in any jurisdiction that does not give effect to all provisions of this agreement, including, but not limited, to this paragraph. We reserve the right to comply with law enforcement requests or requirements relating to your use of this website or information provided to or gathered by the Company with respect to your use of this website. If any provision of this agreement is determined to be invalid or unenforceable pursuant to applicable law by any court of competent jurisdiction, the other provisions of this agreement will remain in full force and effect.

You agree that no joint venture, partnership, employment, or agency relationship exists between you and the Company as a result of this agreement or use of this website.

We reserve the right to comply with law enforcement requests or requirements relating to your use of this website or information provided to or gathered by the Company with respect to your use of this website.

If any part of this agreement is determined to be invalid or unenforceable pursuant to applicable law including, but not limited to, the warranty disclaimers and liability limitations set forth above, then the invalid or unenforceable provision will be deemed superseded by a valid, enforceable provision that most closely matches the intent of the original provision and agreement shall continue in effect.

This agreement (and any other terms and conditions referenced herein) constitutes the entire agreement between the customer and the Company with respect to this website and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written, between the customer and the Company with respect to this website. A printed version of this agreement and of any notice given in electronic form shall be admissible in judicial or administrative proceedings based upon or relating to this agreement to the same extent and subject to the same conditions as other business documents and records originally generated and maintained in printed form.

Fictitious names of companies, products, people, characters, and/or data mentioned herein are not intended to represent any real individual, company, product, or event. Any rights not expressly granted herein are reserved.


The Congress Planners website is provided solely to assist customers in determining the availability of travel-related goods and services and to make legitimate reservations or otherwise transact business with suppliers, and for no other purposes. You warrant that you are at least 18 years of age and possess the legal authority to enter into this agreement and to use this website in accordance with all terms and conditions herein. You agree to be financially responsible for all of your use of this website (as well as for use of your account by others, including, without limitation, minors living with you). You agree to supervise all usage of this website by minors under your name or account. You also warrant that all information supplied by you or members of your household in using this website is true and accurate. Without limitation, any speculative, false, or fraudulent reservation or any reservation in anticipation of demand is prohibited. You agree that the travel services reservations facilities of this website shall be used only to make legitimate reservations or purchases for you or for another person for whom you are legally authorized to act. You understand that overuse or abuse of the travel services reservation facilities of this website may result in you being denied access to such facilities.

Separate terms and conditions will apply to your reservation and purchase of travel-related goods and services that you select. You agree to abide by the terms or conditions of purchase imposed by any supplier with whom you elect to deal, including, but not limited to, payment of all amounts when due and compliance with the supplier's rules and restrictions regarding availability and use of fares, products, or services. You understand that any violation of any such supplier’s conditions of purchase may result in cancellation of your reservation(s) or purchase, in your being denied access to any flights, hotels, or automobiles, in your forfeiting any money paid for such reservation(s) or purchase, and in Congress Planners debiting your account for any costs Congress Planners incurs as a result of such violation. You shall be completely responsible for all charges, fees, duties, taxes, and assessments arising out of the use of this website.


You agree and consent that we may use your contact information (i.e. e-mail, postal address and/or other contact details) in order to contact you in the event of a problem with the booking. Please see further, our Privacy Policy.


You agree not to upload, post, email, transmit or otherwise make available any content that is unlawful, harmful, threatening, abusive, harassing, tort, defamatory, vulgar, obscene, libelous, invasive of another’s privacy, hateful or racially, ethnically or otherwise objectionable.


These terms and the agreement are between you and us. You are not entitled to assign or delegate your rights under them.


All intellectual property and information on this site is ours or is licensed to us and you shall not copy these without our permission. This does not prevent you using this website to the extent necessary to make a copy of any booking details.


Each time you use this website you will be bound by the then current terms and you should review these each time you make a booking to satisfy yourself that you are happy with them.


These terms shall be deemed severable. In the event that any provision is determined to be unenforceable or invalid, such provision shall nonetheless be enforced to the fullest extent permitted by applicable law and such determination shall not effect the validity and enforceability of any other remaining provisions.


A person who is not a party to this Agreement has no right under the Contracts (Rights of Third Parties) Act 1999 to rely upon or enforce any term of this Agreement, but this does not affect any right or remedy of a third party which exists or is available apart from the Act.


The headings used in these Terms and Conditions are included for convenience only and shall not define, extend, limit or otherwise affect these Terms and Conditions.


These terms constitute a binding agreement between us and you should read them carefully and ensure they contain everything you want and nothing you are not prepared to agree to.


These Terms are subject to the United Kingdom’s Law and you hereby submit to the exclusive jurisdiction of the Courts of the United Kingdom.Feedback and comments to office@congressplanners.org or contact us:


  • Address - 115 Bath street Glasgow G2 2SZ
  • Location - United Kingdom
  • Phone - +44 (0) 20 3289 8760
  • Skype - Congress Planners
  • Email - office@congressplanners.org
  • Company Registration Number - 555058

Registered Address

  • Address - 115 Bath street Glasgow G2 2SZ
  • Location - United Kingdom
  • Phone - +44 (0) 20 3289 8760
  • Skype - Congress Planners
  • Email - office@congressplanners.org
  • Company Registration Number - 555058