Terms & Conditions

Group bookings

For requests of more than 10 rooms, a group contract will be established. Please note different conditions than outlined below will apply.

Rooms are being offered to various companies simultaneously and are sold on a first-come, first-served basis. Early reservations are highly recommended to ensure your booking request can be met. Having received your written confirmation with your full postal address, we will establish a room allocation contract together with an invoice for the first deposit.

For group bookings please contact A111 Power of Conference Service Ltd. at pancreas2018@a111.com.

Individual room reservations

All reservations must be made online via the accommodation booking link. After your reservation is completed, you will receive a reservation acknowledgement email. Once the required deposit payment is received an invoice/confirmation is sent.

All changes can be made online by the guest or in writing to A111. It is not possible to make changes on the phone or directly with the hotel. Please do not send any payments to the hotel directly.

Full payment must be received by March 22, 2018. If the balance is not received the reservation is cancelled and the deposit is forfeited. We will send reminder emails leading up to payment deadlines. Please add pancreas2018@a111.com to your contact list to ensure you receive them.

For reservations as of March 23, 2018 a late booking fee of 60 USD applies.

Deposit payments

To guarantee your reservation a deposit payment is required upon booking. Reservations without the applicable deposit payment will be cancelled within 7 working days.

Upon booking an initial deposit of 90 USD per room is required.
By January 16, 2018 a second deposit of 180 USD is due.
As of January 17, 2018 new bookings pay a total of 270 USD deposit.
Full payment is due by March 22, 2018.

Payment options

Payment can be made by Credit Card (Visa, Amex and MasterCard) or Bank Transfer.

After March 23, 2018 payment can only be made by credit card upon booking and full payment is required.

Bank Details:

Deposit by Bank Transfer must be received within 10 days after reservation is submitted.

For bank transfers, all bank fees and money transfer costs must be prepaid by the transmitter.

Please include the booking number, Pancreas 2018, and the guest name as a reference on all bank transfers.

Please transfer the amount due to the following account:

Account holder: A111 Power of Conference Service Ltd.
Address: 300 – 422 Richards Street, Vancouver, BC Canada
Bank account nr: 4001095
Branch No: 003
IBAN: 04120-003-4001095
Transit No: 04120
Bank: RBC Royal Bank of Canada
Payment Center: Toronto

Changes and cancellations

Changes to an existing reservation can be made online for free until March 22, 2018. Please use the link provided in the acknowledgement email received upon booking.

As of March 23, 2018 online changes are no longer possible and must be made in writing to A111 Power of Conference Service. Please note changes done through the Housing Agency are subject to a handling fee of 25 USD.

Cancellations must be made in writing to A111 Power of Conference Service. Cancellations before January 16, 2018 are subject to a handling fee of 90 USD.

From January 17 – March 22, 2018, a fee of 270 USD will be charged for all cancellations. As of March 23, 2018 full payment will be charged for cancellation or decreasing number of nights.

Insurance/Visas/Liability/Force Majeure

Travel Cancellation Insurance: If an illness, injury or another unexpected event forces you to cancel your plans before you leave, cut your trip short or delay your return home, you could lose your full prepayment for accommodation. We therefore highly recommend having “travel cancellation and interruption coverage insurance” in case of emergency as a financial protection.

Visa Requests: It is the delegate’s responsibility to request an entry visa and all accompanying documents to enter the country in a timely manner. No refunds will be made if the reservation has to be cancelled due to a denied visa request after the cancellation deadline.

Liability: A111 Power of Conference Service Ltd shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of A111 Power of Conference Service Ltd – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by A111 Power of Conference Service Ltd.

Force Majeure: In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, A111 and the conference organizers cannot be held liable for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

The participant acknowledges that he/she has no right to lodge damage claims against A111 and/or the conference organizers should he/she not be able to attend the meeting due to cancelled or delayed travel means caused by Force Majeure. With his/her reservation, the participant accepts this provision.

Under these circumstances, the conference organizers reserve the right to either retain the entire payment for accommodation booking or to reimburse the delegate after deducting costs already incurred and which could not be recovered from third parties. It is therefore recommended that you take out personal insurance.

Housing enquiries

Pancreas 2018 Accommodation Department
c/o A111 Power of Conference Service Ltd.
Telephone: +1 604 736 9116
Email: pancreas2018@a111.com