GROUP RESERVATIONS AND CANCELLATION TERMS:
To make a group reservation, a minimum of 4 people is required. Please send an email to with a request to DIS Congress Service, including the following information:
- Number of people and how many room nights
- Hotel
- Room type
- Arrival and departure dates
Once the hotel agreement is signed, DIS Congress Service will provide an accommodation link to an online platform. The group contact shall manage the room block, request rooms, enter names, etc., through this link.
Unused rooms MUST be named “TBA and your company name.”
The full rooming list must be uploaded no later than September 16, 2025. After this deadline, the accommodation link will be closed for changes. After this date, changes must be sent to DIS Congress Service for manual changes, which will incur a fee of DKK 50.00 (EUR 7) per added name, name change, and date change.
CANCELLATION TERMS
Cancellation refers to any complete or partial annulment, reduction, shortening, or similar modifications. DIS Congress Service reserves the right to make the following charges in case of full or partial cancellation of the group or reduction in any of the requested rooms. All cancellations must be made in writing to DIS Congress Service.
All cancellations percentages are calculated based on the first booking.
- Period A) Until July 8, 2025, a cancellation of up to 90 % can be made free of charge of the original reservation pr. day.
- Period B) Until July 31, 2025, a cancellation of up to 50 % can be made free of charge of the original reservation pr. day.
- Period C) Until August 14, 2025, a cancellation of up to 25 % can be made free of charge of the original reservation pr. day.
- Period D) Until September 1, 2025, a cancellation of up to 10 % can be made free of charge of the original reservation pr. day
Example: If a total of 50% has already been canceled during period B, it will not be possible to make any further changes or reductions without incurring a charge. However, if, for example, 15% has been canceled during period B, it is possible to cancel an additional 10% during period C, so the total cancellation does not exceed 25% of the final reserved booking.
Cancellation(s) received after September 10, 2025: late cancellations, No-Show, delayed arrival, or early departure, are non-refundable.
PAYMENT TERMS
All invoices will be charged in Danish Kroner. Payment in any other currency will not be accepted. Bank charges and currency exchange charges are at your own expense and should be factored in when transferring the funds for the invoices.
Invoice number must be used as reference when a transfer is made.
PAYMENTS INSTALMENTS FOR GROUP OF 9 OR MORE
All invoices will be charged in Danish Kroner. Payment in any other currency will not be accepted. Bank charges and currency exchange charges are at your own expense and should be factored in when transferring the funds for the invoices.
Invoice number must be used as reference when a transfer is made.
| 1st |
Instalment 8 days from confirmation |
10% of the reservation’s total expected revenue |
| 2nd |
Instalment 16th of July 2025 |
40% of the reservation’s total expected revenue |
| 3rd |
Instalment 16th of August 2025 |
50% of the reservation’s total expected revenue |
| 4th |
Instalment 16th of September 2025 |
remaining payment |
| 5th |
Instalment, a final invoice will be sent with any outstanding amounts after end stay |
PAYMENT INSTALMENT FOR GROUPS OF 4-8 PERSONS:
100% payment is required upon receipt of signed contract.
If additional nights (over 4) or additional persons (up to 2 or more) are added, a new invoice will be sent, which must be paid upon receipt.
Minor changes will be settled after the stay.
Changes to 9 persons or more: If the booking changes to 9 persons or more, the Payment instalment for 9 persons or more will apply automatic.
INDIVIDUALS PAYMENT AND CANCELLATION TERMS:
Payment
Reservations of hotel rooms must be backed by a 1 night deposit payment served as pa yment for first night estay.
The deposit serves as a guarantee to the hotel for the first night and will be deducted from the participants’ hotel invoice upon check-in/check-out.
The hotel deposit must be paid upon receipt of invoice.
ALL REMAINING NIGHTS ARE TO BE PAID AT THE HOTEL UPON ARRIVAL/DEPARTURE.
The prepayment can be paid to DIS Congress Service by credit card at the time of booking or by invoice (bank transfer). If the hotel room is not paid for within 14 days, DIS reserves the right to cancel the reservation without further notice. You will only be notified that your accommodation reservation has been canceled
Prepayment for last minute bookings from the 1st of October cannot be paid by bank transfer but must be paid by credit card.
In case you prefer to prepay all nights before your arrival, please inform DIS Congress Service by contacting
All invoices will be charged in Danish Kroner. Payment in any other currency will not be accepted. Bank charges and currency exchange charges are at your own expense and should be factored in when making a bank transfer for the invoices.
Invoice number must be used as reference when a transfer is made.
Cancellation (full or partial) and change of booking
All changes must be made to DIS Congress Service at in writing and not to the hotel.
Until the 22nd of July: 100% free cancellation. The payment will be full reimbursed.
From the 23rd of July until the 9th of August: The booked Accommodation will only be reimbursed if DIS Congress Service is able to allocate all the cancelled room nights to another guest.
From the 10th of August: No reimburse will be made in case of cancelled room nights.
No-show: No refund of prepayment will be made, and the entire reservation will be charged by DIS Congress Service.
Cancellation of nights after check-in: In case of shortening of your stay after check-in, the hotel will charge the cancelled room nights.
We encourage all guests to arrange personal travel and health insurance. The Organisers and other partners will not assume any responsibility for damage or injury to persons or property during the congress, or make refunds in case of cancellations as per the Terms & Conditions.
*All conditions subject to typing error.
