Accommodation

Payment information and cancellation policy for individuals (excluding student housing)

• When making a room reservation, a guarantee, via credit card, is required for the cost of one night (including tax) of the stay. This guarantee will then be charged as a deposit payment 21 days before your arrival by the hotel. The remainder of the balance will be paid to the hotel at the time of stay.
• Cancellation is free as long as it is made 72 hours before arrival. If applicable, any deposit will be refunded. Refunds are processed within 10 business days of receipt of the cancellation request.
• If you cancel less than 72 hours before arrival, the hotel will keep the cost of one night (including tax) of the stay. Any refund will be made within 10 business days of receipt of the cancellation request.
• If you fail to check in on the scheduled arrival date, the hotel will keep the cost of one night (including tax) and cancel the reservation as of 00:01 the following day. Any refund will be made within 10 business days of receipt of the cancellation request.
• Should you check out before the confirmed departure date, the hotel reserves the right to charge you for all nights confirmed.

Payment information and cancellation policy for rooms in student housing

• When making a room reservation, a credit card is required at the time of booking. The full payment for the entire stay will then be charged to this credit card on 19 June 2022.
• Cancellation is free as long as it is made by 18 June 2022. No refund is possible for cancellations received after 18 June 2022.

Rooming list, payment information and cancellation policy for groups

• Your rooming list, including all required data for each group member, must reach the AIDS 2022 Accommodation team by 10 June 2022.
• If credit card is selected as the payment method when reserving the group block, the card details must be provided at the time of reservation. The total amount due will then be charged to that credit card on 11 June 2022, based on the submitted rooming list.
• As of 22 July 2022, any changes to your rooming list must be communicated to the AIDS 2022 Accommodation team, as well as the selected hotel.
• If bank transfer is selected as the payment method when reserving the group block, the total amount due will be invoiced between 11 and 13 June 2022, with payment due within 10 days.
• Cancellations received seven days or more before arrival will be refunded in full. They will be processed within 10 business days of receipt of the cancellation request.
• For cancellations received less than seven days before arrival, the hotel will keep the cost of one night (including tax) of the stay. Any refund will be made within 30 days after the conference.
• If a guest fails to check in on the scheduled arrival date, the hotel will keep the cost of one night (including tax) and cancel the reservation as of 00:01 the following day. Any refund will be made within 30 days after the conference.

For all bookings

• All rates in the booking system are in Canadian dollars (CAD). Taxes and fees are shown separately to the room rate and vary between 18.475% and 19%. Taxes may change without notice due to circumstances outside our control.
• Hotel check-in time is usually 15:00 or 16:00. If you would like to check in earlier, we recommend booking the room for the preceding night of your stay as an early check-in cannot be guaranteed.
• Should you check out before the confirmed departure date, the hotel reserves the right to charge you for all nights confirmed.
• If you do not have access to a credit card and would like to pay via bank transfer please contact the AIDS 2022 Accommodation team.