Accommodation Guidelines

Hotel reservations are made via the conference registration form, where you can choose your preferred room. This is an option for you, you do not have to book your accommodation in this way.

If you already have a registration without accommodation and wish to add a hotel, please log in to the portal. Then, click on the “manage registration” button and navigate through the extras until you reach the accommodation page.

Disclamer: Please note that the EELA Event Organiser has secured reservations, is providing information about convenient hotels and is assisting with booking administration in order to make things easier for participants. The EELA Event Organiser believes that the information provided below is correct, but neither the EELA Event Organiser nor EELA takes responsibility in that regard and in the unfortunate event of any dissatisfaction with the service provided by the hotel you should contact the hotel directly. Please do refer to hotel websites for further information regarding location, facilities, accessibility etc.

It is your responsibility to ensure that your EELA membership has been accepted, that your membership fee has been paid and that your conference registration has been accepted before committing to accommodation or travel expenses.

Room rates specified on this website are in GBP per room/night, including breakfast (except Wilde Aparthotel), VAT, and local tax. Free Wi-Fi is available. Rooms are allocated on a first-come, first-served basis, so early booking is recommended. Reservations can be made during or after registration. Note that your contract for accommodation will be directly with the hotel. The EELA Event Organiser is assisting with the booking process only.

Contact Information

If you have any questions regarding accommodations (such as changes, extra nights, or special requirements), please contact the EELA Event Organiser at accommodation25@eela.org.

Hotel Catalogue

Confirmation of Reservation

After booking, participants will receive a notification that the reservation request was received (not a room confirmation). The booking will be confirmed only after payment is received, and the EELA Event Organiser will email the confirmation plus voucher. The hotel voucher should be shown at check-in. Please do not contact the hotel for confirmation/changes/cancellation, as C-IN handles reservations and is responsible for sending them. 

Payment Conditions 

Full prepayment is required to guarantee the room, payable in GBP without bank charges. Incidentals (mini-bar, phone, room service, etc.) must be settled by the guest at checkout. A credit/debit card guarantee is required upon arrival. All fees are to be paid in GBP, free of all bank charges. However, please confirm with your bank as to any possible charges from their side.  

Registration fees are collected by the EELA Event Organiser, CZECH-IN s.r.o., 5. května 65, CZ-14021 Prague 4, Czech Republic.  

All fees must be paid in British Pound Sterling (GBP) free of all bank charges.  

a) Online Payment by Credit/Debit Card 

• The preferred payment method is via our secure online payment gateway, WORLDLINE – Saferpay. 
• Accepted cards: Visa, Visa Electron, MasterCard.

• The preferred payment method is via our secure online payment gateway, WORLDLINE – Saferpay. 
• If payment is rejected, retry your registration or contact your bank. 

b) Bank Transfer 

Bank transfers are accepted until 23 May 2025. After this date, only card payments are accepted. If paying by bank transfer, ensure you include your full name and registration number. Payments without these details cannot be processed. 

Bank Details: 

Final Invoice  

The final invoice will be downloaded from the Online registration portal after the registration is confirmed and paid in full. If you need assistance with the invoice, please get in touch with the EELA Event Organiser.  The final invoice will be issued based on the details provided during the registration process (step Invoice details). Any change of such details (name, address, VAT number, etc.) is possible only within 3 days from the date of registration/accommodation and is subject to a 20 GBP fee.   

General Cancellation  

Changes or cancellations must be made in writing via email to EELA Event Organiser; phone requests will not be accepted. Please do not contact the hotel directly, as C-IN manages all reservations. A fee of 30 GBP (incl. VAT) applies for name changes or reservation type modifications. Cancellation conditions for group reservations at the EELA conference are stricter than for individual bookings. 

ROYAL LANCASTER LONDON HOTEL 

• until 7 Feb – 20 % of the total amount will be charged 
• from 8 Feb to 3 March – 50 % of the total amount will be charged 
• from 4 March to 31 March – 70 % of the total amount will be charged 
• from 1 April to 30 May – 80 % of the total amount will be charged 
• from 1 May – 100 % cancellation fee will be charged 

LONDON HILTON METROPOLE 

• until 13 December 2024 – a 50 GBP administrative fee will be deducted from the refund 
• from 14 December 2024 – NON REFUNDABLE 

PARK GRAND PADDINGTON 

• until 30 April 2025 – a 50 GBP administrative fee will be deducted from the refund 
• from 1 to 9 May 2025 – 50 % of the total amount will be charged 
• from 10 May – 100% cancellation fee will be charged 

WILDE APARTHOTEL BY STAYCITY LONDON PADDINGTON 

• until 7 April – a 50 GBP administrative fee will be deducted from the refund 
• from 8 April  to 3 May – 30 % of the total amount will be charged 
• from 4 May – 100% cancellation fee will be charged 

NOVOTEL LONDON PADDINGTON 

• until 10 April – a 50 GBP administrative fee will be deducted from the refund 
• from 11 April to 24 April – 50 % of the total amount will be charged 
• from 25 April to 5 May – 80 % of the total amount will be charged 
• from 6 May – 100% cancellation fee will be charged 

IHABIT SOUTHWICK STREET  

• until 30 April – a 50 GBP administrative fee will be deducted from the refund 
• from 1 to 9 May – 50 % of the total amount will be charged 
• from 10 May – 100% cancellation fee will be charged 

ROSEATE HOUSE 

• until 30 April – a 50 GBP administrative fee will be deducted from the refund 
• from 1 to 9 May – 30 % of the total amount will be charged 
• from 10 May – 100% cancellation fee will be charged 

Check-in/Check-out 

Rooms will be available after 3 or 4 pm on the day of arrival and shall be vacated before 11 or 12 am on the day of departure depending on the selected hotel. If the guest fails to comply with the arrival/departure times, the hotel may charge his/her credit card any additional cost incurred. Early check-in or late check-out is up to room availability and may be additionally charged. 

Wilde Aparthotel by Staycity, London Hilton Metropole, Park Grand Paddington, Inhabit Southwick Street, Novotel 

Check-in: 3 PM
Check-out: 11 AM 

Royal Lancaster London Hotel, Hilton London Metropole 

Check-in: 3 PM
Check-out: 12 AM 

Responsibility 

Neither the EELA Event Organiser nor EELA shall be liable for any loss or damage to property owned by, or in the custody of guests. Guests are encouraged to take out appropriate travel insurance cover including, eg, in relation to health, theft and cancellation.