Terms & Conditions

Group Bookings

INTERPLAN is the official housing agency for the ERA Congress 2025. The only official correspondence you should receive will be from the ERA or INTERPLAN. To receive the best service and pricing, please do not use any other vendor. We work hard to provide the best hotel rates in order to keep the Congress affordable in Vienna. We work with Hotelmap as official partner.

We are looking forward to your hotel-booking enquiry.

Group Booking / Terms & Conditions:

Group bookings (5 and more rooms per company)

Price Information

  • Quotations are made in EURO
  • The rate includes accommodation, breakfast and City Tax.
  • The rates are valid for the year 2025. In the event of an increase in local VAT, the rate will be adjusted accordingly.
  • No VAT accounted, Tour Operator Margin Scheme Supply Art. 306-310 Council Directive 2006/112/EC.

 

Cancellation terms

Free cancellation is available according to the following schedule (cancellations are divided into 3 groups. Please see below):

  • 50% of the booked room allotment per day until: Group 1: 29th November 2024, Group 2: 28th January 2025, Group 3: 28th February 2025
  • 20% of the booked room allotment per day until: Group 1: 28th January 2025, Group 2: 28th February 2025, Group 3: 1st April 2025
  • 10% of the booked room allotment per day until: Group 1: 28th February 2025, Group 2: 1st April 2025, Group 3: 28th April 2025,

 

Group 1:

(Arcotel Donauzentrum, Arcotel Kaiserwasser, Austria Classic Hotel Wien, Ruby Lissi, Hilton Vienna Waterfront, Hilton Vienna Park, Hilton Vienna Plaza, Stadthotel Henriette Vienna)

Group 2:

(Superbude Wien, 25hours beim Museumsquartier, Motel One Wien Prater, Le Méridien)

Group 3:

(Melia Wien, Am Konzerthaus McGallery, Bassena Wien Messe Prater, Bassena Wien Donaustadt, Austria Trend Hotels (Ananas, Astoria, Doppio, Europa, Rathauspark, Savoyen, beim Theresianum), Harrys Home Wien, NH Danube City, Arcotel AQ Wien, Hampton by Hilton City West, Radisson Red, Mercure Wien City, Mercure Wien Zentrum, Novotel Suites Wien City Donau, Novotel Wien City, Novotel Wien Hauptbahnhof, Der WILHELMSHOF, Hotel Schani UNO City Wien, The Hoxton, Imperial Riding School, Hotel Zeitgeist Wien, Hotel Post, Ibis Hotel Wien Hauptbahnhof, Ibis Wien Messe, roomz Vienna Prater)

  • Additional cancellations and/or non-arrivals will be charged with the full amount. INTERPLAN tries its utmost to re-sell any late cancelled room to keep the costs for the participants as low as possible. In case of a successful re-sale INTERPLAN will refund any overpaid amount deducted by an administration fee of € 45 net per re-sold room night. No VAT accounted, Tour Operator Margin Scheme Supply Art. 306-310 Council Directive 2006/112/EC
  • All bookings made after the mentioned dates for free cancellation are automatically binding.
  • All late cancelled rooms are subject to 100% cancellation fees, which are charged for all cancelled room nights. Non-arrivals or No-Shows are handled as cancellations.


Group Administration Fee

  • For bookings up to € 25.500 calculated total amount, a flat-rate group handling fee of € 380 applies.
  • For bookings from € 25.500 calculated total amount, a fee of 1.5% of the total amount applies.
    No VAT accounted, Tour Operator Margin Scheme Supply Art. 306-310 Council Directive
    In the event of cancellation, the administration fee will be retained.

Payment

Full pre-payment is required. Payments shall be carried out by bank transfer according to the following schedule:

  • Upon contract signature.
  • Changes to block will be invoiced and due immediately by time of booking.

Bank Name: Deutsche Bank AG, München

Bank address: Promenadeplatz 15, 80333 Munich, Germany

SWIFT: DEUTDEMMXXX

IBAN: DE23 7007 0010 0203 4536 00

Reference: Invoice No. + ERA25 – Hotel

  • Bank charges must be covered by the payee.
  • Payment by company credit card is available upon request. A credit card fee of 3% of the total amount applies. No VAT accounted, Tour Operator Margin Scheme Supply Art. 306-310 Council Directive 2006/112/EC.

Changes of the invoice address after contract´s signature will be carried out against an administration fee of € 150 net. No VAT accounted, Tour Operator Margin Scheme Supply Art. 306-310 Council Directive 2006/112/EC.

SCAM ALERT

Beware of unauthorized or fraudulent hotel and registration booking agencies.

INTERPLAN AG is the official housing bureau for the ERA Congress 2025. ERA cannot validate hotel reservations via sources other than those presented by Interplan AG via the Hotelmap Booking Platform.

After conducting careful research and dedicated negotiation, Interplan AG works on your behalf to provide the best hotel rates and keep the meeting affordable in Vienna.

To receive the best service and pricing, please make sure to contact: ERA-Hotel@interplan.de.

If you are contacted by any other company or agency offering housing and registration for the ERA Congress 2025 , please note that these companies are not authorized to represent the ERA in any way, nor do they have access to the officially contracted ERA2025 Congress room blocks or rates.

If you are contacted by any such agency or have any questions regarding their legitimacy, please don’t hesitate to contact us at ERA-Hotel@interplan.de.

How does hotel fraud work?

These groups promote attractive deals with local accommodation providers, but once payment has been received, the company disappears and can no longer be contacted by phone or email. Once the attendee contacts the hotel directly about their room, they realize the hotel has no record of them or their stay. Not only is their money gone, they must then scramble to find last-minute accommodation, which is rarely closely-located to the venue.

For official hotel accommodation information, click on the  ERA2025 Hotel platform of this website.