ACCOMMODATION AND RESERVATION CONDITIONS

Transcription

1 Accommodation The organising committee has assigned Travel with Flair, to make all the arrangements, including transfers from the airport, accommodation, tours and social programmes. A sufficient number of rooms are reserved at the selected hotels. Below you may fi nd the designated hotels for the 68th Plenary Meeting. For additional information about hotel reservations please visit the website For any questions concerning hotels, tours and airport transfers please do not hesitate to contact Ms Doreen Sedibe on +27 (0) / or twf741@twf.co.za. The rooms will be allocated on a fi rst-come-first-serve basis. As September is a busy month in Cape Town, participants are highly recommended to make their room reservations well in advance to benefit from the special accommodation arrangement. ACCOMMODATION AND RESERVATION CONDITIONS List of hotels in Cape Town Mandela Rhodes Hotel Corner of Burg and Wale Streets Cape Town 8000 Tel: +27 (0) Fax: +27 (0) frontoffi ce@mandelarhodesplace.co.za Website: The Westin Grand Arabella Quays Southern Sun Cullinan Convention Square, Lower Long Street Cape Town, 8000, Tel: +27 (0) Fax: +27 (0) Website: Jaclyn.Petzer@westincapetown.co.za 1 Cullinan Street Cape Town Waterfront Cape Town, 8001 Tel: Fax: cullinan@southernsun.com Website: International Co tton Advis ory Comm 7

2 Southern Sun Waterfront Southern Sun Waterfront, Cape Town 1 Lower Buitengracht Cape Town, 8001 Tel: Fax: waterfront@southernsun.com Website: Premier Cape Manor Hotel 1 Lower Bree Street Tel: Fax: info@proteahotels.com Website: Premier Cape Manor Hotel Inte rnational C o tton Adv i s ory Comm Urban Hips Hotel-Circa 1 Marais Road, Sea Point, Tel: +27 (0) Fax: +27 (0) cmres@premierhotels.co.za Website: 15 Anton Anreith Square, Tel: +27 (0) Fax: +27 (0) reservations@urbanhiphotels.com Website: 8

3 Hallow in the Square Hotel 9 Ryk Tulbagh Square Hans Strijdom Avenue Tel: +27 (0) Fax: +27 (0) reservations2@hallowonthesquare.co.za Website: City Lodge Waterfront Cnr Dock and Alfred Roads Tel: Fax: clva.resv@citylodge.co.za Website: Park Inn Hotel Holiday Inn Express Hotel 10 Greenmarket Square Road Cape Town, 8001 Tel: +27 (0) Fax: +27 (0) Website: St George s Mall, Cnr St George s Mall and Church Street, Cape Town, 8001 Tel: 27 (0) Fax: +27 (0) Website: reservations@hiexpresscapetowncc.co.za International Co tton Advis ory Comm 9

4 Urban Hips Hotel-ICON Corner of Lower Long Street and Hans Strijdom Avenue, Foreshore, Tel: +27 (0) Fax: +27 (0) Website: Details Hotel name Star Single Rates Double Breakfast included Distance from venue Hotel Mandela Rhodes 5 R1 560 R1 710 Yes On site 5 R1 090 R1 706 Yes 5 min. drive Cullinan 4 R1 400 R1 600 Yes 2 min. walk Waterfront Hotel 4 R1 400 R1 600 Yes 3 min. walk *Circa Hotel 4 Executive Penthouse 1 bedroom apartment R1 000 R1 140 R1 000 No 5 min. walk Inte rnational C o tton Adv i s ory Comm *Icon Hotel 4 Protea North Wharf Hallow on the Square City Lodge Waterfront 1 bedroom apartment 2 bedroom apartment Studio apartment R1 000 R1 180 R850 No 5 min. walk 4 R1 198 R1 400 Yes 2 min. walk 4 R900 R1 240 Yes 5 min. walk 3 R1 100 R1 385 Yes 5 min. drive Park Inn Hotel 3 R720 R1 440 Yes 10 min. drive Holiday Inn Express Premier Cape Manor 3 R810 3 Yes R960 R1 910 Yes 5 min. drive/ 15 min. walk 10 min. drive * The CIRCA and ICON hotel cater for the delegates who participate in the Ramadan Fest 10

5 Maps Indicating locations of hotels and ICC venue International Co tton Advis ory Comm 11

6 Terms of payment Payments can be made by bank transfer or credit card (Visa, Mastercard accepted). Cancellation Policy for Room Reservations All cancellations must be written, by or fax and should be addressed to Travel with Flair. Please note that each hotel has its own cancellation requirements which are as follows: 1. Mandela Rhodes Place Should rooms be cancelled 30 days prior to arrival, 100 % of the room rate will be charged. All credit cards will be used as a guarantee and no holds will be made. Clients will settle the amount in full on arrival. 2. The Westin Grand In the case of the delegates settling direct, the company or agent has to supply the hotel with full guest details, including their credit card details, registration details and credit card authorisation instructions. On receipt of the details, the hotel will charge one night accommodation as a nonrefundable guarantee/ deposit for the reservation. Cancellation policy The following will apply: Between 120 to 90 days prior to arrival, a charge of 50 % of the contracted value will be levied. Between 89 to 60 days prior to arrival, a charge of 75 % of the contracted value will be levied. Between 59 to 0 days prior to arrival, a charge of 100 % of the contracted value will be levied. The customer will forfeit all deposits paid if the event is cancelled 180 days or less before the event. Any indemnity or extra costs covered in the contract must be covered by the individual guest, as the Department of Agriculture will not take liability thereof. Inte rnational C o tton Adv i s ory Comm 3. Southern sun (Cullinan and Waterfront) Cancellation of a booking needs to be done by yourself. Should you cancel, postpone or shorten the duration of your booking for any reason, the hotel will charge a cancellation fee to compensate the hotel for any loss it may have suffered. The hotel will also charge you for any costs incurred for any equipment or special facilities it may have hired or arranged to hire on your behalf and these will be added to any cancellation fee. For no-show delegates full stay of accommodation will be levied. Any cancellation of confi rmed reservations received with in 30 days of the arrival date will result in the forfeiting of deposits. Should your function/accommodation be cancelled/reduced, the hotel reserves the right to charge a cancellation fee for hotel accommodation and the loss on food and beverage. If your booking is cancelled, confi rmation thereof is required in writing. Should a booking be cancelled up to 61 days prior to function/accommodation date, no cancellation fee will be charged. Should a booking be cancelled between 60 and 31 days prior to the function/accommodation date, 50 % of the anticipated revenue will be charged. Should a booking be cancelled between 30 and 0 days prior to the function/accommodation date, 100 % of the full anticipated revenue will be charged. In the event that the hotel is able to resell cancelled/reduced rooms at the same rate, there will be no cancellation fee. The client s credit card will be debited with 50 % of the accommodation rate at least 30 days prior to arrival. 12

7 4. Protea Hotel North Wharf When making a reservation, 30 % of total accommodation should be paid by delegates. The outstanding balance should be paid by delegates no later than 30 days prior to the arrival date. Cancellation fees 30 % - if booking cancelled 60 to 30 days prior to arrival. 100 % - if booking cancelled 29 to 1 day prior to arrival. 5. The Cape Manor All Credit Cards will be charged in case of a no show or a late cancellation. All bookings that are cancelled later than 30 days prior to arrival will be charged in full 6. Urban Hips: Icon and Circa Hotels Terms of payment: Payments according to the following schedule must be made: Bookings will only be regarded to be guaranteed on the receipt of proof of payment in full, signed credit card authorization form or proof of EFT transfer. Credit card will be debited with a 50 % amount, 45 days prior to arrival, the outstanding amount will settled in full on arrival. Bookings must be cancelled 2 days prior to arrival to avoid late cancellation fee of a night. Provisional bookings: Until receipt of payment, all bookings are regarded as provisional and as such we cannot guarantee these bookings. We also reserve the right to cancel the bookings mentioned if required. 7. Hollow on the Square No shows will be charged 100 % of the room rate for guests total intended length of stay. When Travel with Flair makes an individual reservation it shall provide the hotel with credit card details and credit card authorisation form of such individual, who will be required to provide the hotel with a credit card guarantee on check-in and shall on check-out be required to settle any outstanding account in full by credit card, local currency or such method as approved by the hotel. All credit card information given, may only be used as a guarantee and no holds may be placed until arrival date, however, the card will be debited the day of arrival or in case of a no show. Any indemnity or extra costs covered in the contract must be covered by the individual guest, as the Department of Agriculture will not take liability thereof. 8. Park Inn Hotel All cancellations must be received in writing. The hotel must receive the final room requirements, rooming list and full prepayment 30 days prior to the arrival of the group. Any rooms subsequently cancelled will be charged for in full. If arrival of the group is within 30 days of the reservation, the fi nal room requirements, rooming list and full prepayment must be received by the hotel within 3 working days of the reservation. Any rooms subsequently cancelled will be charged for in full. No shows will be charged for accommodation in full. International Co tton Advis ory Comm 13

8 9. Holiday Inn All reservations cancelled 45 days prior to arrival will not be charged for, however after this, all cancellations will charged for in full. No shows will be charged for in full of the 1 night accommodation. The credit card details will be used as a guarantee and no hold will be made. The clients should settle the account in full on arrival. Host City - Cape Town Inte rnational C o tton Adv i s ory Comm 14