Hotels

Hotels

Terms and Conditions for Individuals

The credit card information you provide will, with regard to accommodation, be used towards the hotel as well as to BDP to guarantee your room reservation. The credit card will be charged a deposit for the first night when the registration is completed. The remaining nights must be paid no later than 120 days prior to the arrival date (a separate invoice will be sent). In case of no-show, arrival after the reserved date or departure before the reserved date and cancellation, BDP or the hotel may charge your credit card with the amount corresponding to the full stay requested. Carefully study the terms and cancellations fees below before booking your accommodation.

Notification of changes and cancellation must be made in writing and faxed to +45 3345 4515 or emailed to .

A cancellation fee of DKK 200.- per room booking will be charged for cancellations made before the "Cancellation Deadline" (refer to below list for the date of each hotel). Full stay will be charged for cancellations made after the deadline, unless BDP or the hotel is able to re-sell the room. In case BDP or the hotel is able to re-sell the room, the paid amount less DKK 200 will be reimbursed. BDP reserves the right to charge for the full stay according to the hotels’ terms and conditions. Each hotel has a different cancellation due date. Please refer to each hotel's description respectively or below list/dates: 

BDP reserves the right to charge for the full stay according to the hotels’ terms and conditions. Reimbursements will be settled after 7 August 2009.

Credit cannot be given for late arrivals or early departure.

For more information about the prices and availability or to book your accommodation, please proceed to the registration site http://www.wo2009reg.dk/.

Individual Bookings Cancellation Deadlines

Group A: Cancellation deadline is 20 May 2009 

  • Adina Apartment Hotel 
  • Ascot Hotel & Apartment 
  • Best Western Hotel City
  • Best Western Hotel Hebron 
  • Clarion Collection Hotel Mayfair   
  • Clarion Collection Hotel Neptun  
  • Clarion Collection Hotel 27  
  • Clarion Hotel Copenhagen  
  • Comfort Hotel Esplanaden  
  • Comfort Hotel Europa 
  • Comfort Hotel Oesterport  
  • DGI-Byens Hotel
  • First Hotel Vesterbro
  • Hotel Alexandra 
  • Hotel Ansgar 
  • Hotel Avenue      
  • Savoy Hotel
  • Scandic Hotel Copenhagen
  • Scandic Hotel Sydhavnen 
  • Scandic Hotel Webers   

Group B: Cancellation deadline is 20 April 2009 

  • Absalon Hotel 
  • Axel Hotel Guldsmeden 
  • Cab Inn City 
  • Cab Inn Express
  • Cab Inn Metro
  • Cab Inn Scandinavia 
  • Carlton Hotel Guldsmeden 
  • Copenhagen Strand
  • Grand Hotel    
  • First Hotel Skt. Petri
  • Hotel Opera  
  • Hotel The Square
  • Radisson SAS Royal Hotel 
  • Radisson SAS Scandinavia


Group C: Cancellation deadline is 20 March 2009 

  • Hotel Danmark
  • Hotel Fox
  • Radisson SAS Falconer
  • Hilton Hotel Airport 

BDP reserves the right to charge for the full stay according to the hotels’ terms and conditions. If BDP or the hotel is able to re-sell the reservation, the full amount deducted a fee of DKK 200 will be refunded. Reimbursement will be settled after 7 August 2009. All cancellations or changes must be sent in writing to or faxed to +45 3345 4515

Credit cannot be given for late arrivals or early departure.

Terms and Conditions for Groups

Deposits

In order to guarantee your reservations, a deposit of 25% of the total value is required. 50% of the remaining of payment and the final payment will be settled on 15 March 2009 and 15 May 2009 if not otherwise specified in contract.

Cancellation & Reduction Policy

Before 15 March 2009: 100% of reservation can be cancelled. The deposit less 10% cancellation fee of the total value will be refunded.
Before 15 April 2009: 25% of the total effective reservation can be cancelled.
Before 15 May 2009: 15% of the total effective reservation can be cancelled.
Before 15 June 2009: 5% of the total effective reservation can be cancelled.
From 16 June 2009: Cancellations will be charged in full rates.

Notification of changes and cancellation must be made in writing and faxed to +45 3345 4515 or emailed to the .

Rooming List & Change Fee 

Rooming list and Changes can be made through the link you will receive from BDP Congress. Rooming list must be submitted before 30 June 2009. Changes of the rooming list are possible before 15 July 2009 with a change fee DKK200.- applied.

Why Do We Need to Have Terms & Conditions?

BDP, as World Outgames’ local travel partner, is doing all efforts to make sure that participants have the best possible and widest choices of accommodations. To serve this purpose, we have managed to reserve 30% of the city accommodation capacity in negotiated rates specially for World Outgames participants. Hotels in Copenhagen has strict cancellation deadline policy for groups, varies from 60 days till 180 days. In order to obtain the special rates and ease off the work-flow, BDP takes the responsibility to deal with the bookings on behalf of hotels and also guarantee payments to more than 60 hotels.

The policy of the “remaining overnights to be paid no later than 120 days prior to arrival” and the cancellation deadlines for you, as an individual WO guest, needs to be applied because we are dealing with and guaranteeing hundreds of bookings with over 60 hotels. It is a general policy we need to have in order to minimize the cancellation fee that may occur and have sufficient time the organize the booking.

After we pass this hotel booking period we have agreed with hotels, partial rooms will be released back to them and the hotel rates/booking conditions for individual booking will be decided by hotels and possibly be different from what we can serve you now.

We would also like to draw your attention that even if the cancellation deadline is passed, it is still possible to change the arrival/departure date or to transfer the room to someone else. We will be happy to assist you whenever you need to make this change. In case of force majeure situation that individual case have to cancel the booking, we and the hotel will do our best to help for the situation toward the particular case. In the most unlikely situation that any of the hotels stops it’s operation, we will help our participant to transfer to another hotel or refund the entire payment.

We thank you in advance for your understanding and welcome you to contact us if you have any questions regarding our terms & conditions.

Force Majeure

In the event of force majeure, e.g. strikes, fire, explosion, actions and orders from the authorities, missing deliveries, and other severe damages or highly unexpected factors, that the hotels and the event organizer can not control and that prevent the completion of the event, BDP will do the best to assist  guests to receive the best possible refund and compensation but will not be responsible for the cancellation that is caused by hotels or event organizer.

Contacts

BDP reserves the right to charge for the full stay according to the hotels’ terms and conditions. Reimbursements will be settled after 7 August 2009. 

BDP Congress
Bredgade 28, DK-1260, Copenhagen K
Denmark
Tel: +45 33454545
Fax: +45 33454515
 

SAS, Official airline of World Outgames 2009
Hivos, Dutch non-govermental organisation
Danish Year of Sport
Politiken, leading Danish newspaper
IBM
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