1. Definitions
Annual Meeting means all official activities of EPCA as described on the event page of the 60th Annual Meeting and the EPCA webpage.
Meeting room(s) means existing banquet rooms, converted bedrooms or converted suite(s) used by an EPCA member company to organize meetings in one of the official EPCA Hotels as indicated on the event page of the 60th Annual Meeting.
Meeting suite(s) means a suite that includes a bedroom and a separate living area, both divided by a door. These suites can be used as both meeting space and accommodation. However, as they are also used as accommodation, Meeting Suites will not be listed among EPCA's official meeting rooms and will not receive guest badges. Official EPCA hotel is one of the hotels listed here: event page.
Locations not listed on the event page are not considered official EPCA locations; therefore, EPCA is not managing bookings arranged by companies outside its reach and therefore is not liable for such bookings.
2. Meeting Room Request process
EPCA member companies in good standing (with fully paid membership) can request one or more meeting rooms at one of the EPCA Hotels through the dedicated website. Upon availability, requests can either be accepted in full, accepted with limitations (for example with a reduced number of rooms or at a different hotel), or rejected (see art.3). To ensure a fair distribution of meeting rooms, EPCA will review all requests and allocate rooms taking in consideration various criteria including the following ones:
• Number of consecutive years of participation in the event with meeting rooms and/or meeting tables in official EPCA hotels
• Number of registered delegates in previous years
• A limit of one meeting room on the banquet floors in each of the following hotels (Hilton Vienna Park, InterContinental Vienna, Marriott Vienna)
• Chronological order of submission
3. Allocation Process: Response Period, Refusal, and Implicit Acceptance
Once the meeting room request has been reviewed, EPCA administration will send a confirmation email within 14 working days to the company representative with information on allocated meeting room(s).
After receiving the confirmation email, the company representative has 7 working days to refuse the assigned meeting room(s). If no response is received by email within this time frame, EPCA will consider the meeting room allocation accepted, and the meeting room will be considered booked by default (Implicit Acceptance) without further opportunity to cancel.
Please note: As of this moment, the meeting room booking will be subject to applicable charges as indicated under articles 4 and 6.
4. Meeting Room Rental and Additional Orders and Services
Once the allocation is confirmed, EPCA will transfer the company representative’s details to the EPCA Hotel. These details will include full name, contact email address and telephone details, company invoicing details, and booking duration. The hotel will then contact the company to arrange further details regarding their meeting room rental and invoicing.
The agreement regarding the Meeting Room/Meeting Suite rental and additional orders (such as catering and audiovisual equipment, etc.) is between the hotel and the member company. EPCA only acts as an intermediary for the process of the allocation of the Meeting Room/Meeting Suite. The terms and conditions of the hotel will apply. It is the duty of the members to be informed about those terms and conditions. By exception, cancellation and modification of requests related to Meeting Room/Meeting Suite have to be sent to EPCA and are subject to the provisions indicated below.
It is understood that each Meeting Room must be booked for a minimum of 3 consecutive rental days during the period of Mon, Oct 5, 2026 – Thu Oct 8, 2026. The mandatory rental period for Meeting Suites is indicated on the registration form and in the confirmation email. Rental fees, along with any additional orders or services arranged with the hotel (such as catering, audiovisual equipment, etc.), will be invoiced by the hotel in accordance with the terms outlined in the relevant function sheet to be provided by the hotel.
5. Requests for Modifications
All requests for modifications or for cancellation to the Meeting Rooms/Meeting Suites rental duration, including modifications to the reservation period, must be submitted to the EPCA administration at meetings@epca.eu. EPCA will then act as the intermediary between the company and the hotel, providing a formal response to the request.
6. Cancellation and No-Show Charges
Cancellation: In the event of a request for cancellation (including partial cancellation), EPCA administration will attempt to re-allocate the cancelled Meeting Rooms/Meeting Suites to another company. If EPCA is unable to re-allocate the Meeting Room/Meeting Suite, the Member company will have to compensate EPCA for all costs that were charged in relation to their Meeting Rooms/Meeting Suites for reservation and rental.
No-Show: If the company does not show up at the hotel for the Meeting Room/Meeting Suite booking, the hotel will charge the full cost of the Meeting Room/Meeting Suites.
Any additional orders confirmed to the hotel will be subject to the hotel’s terms and conditions.
7. Access to the Meeting Room
Meeting Rooms are accessible only with a Delegate Badge or a Guest Badge. It is mandatory to have at least (1) one registered delegate per Meeting Room.
8. Collection of the keys
The hotel will inform the company where and when to collect the Meeting Room key on the first day of the booking.
Meeting Suites are considered accommodation and for this reason the delegate will need to check in at the reception desk of the hotel. Check in and check out times are defined by the Terms and Conditions of the respective hotel.
9. Guest Badges
EPCA member companies that have booked a Meeting Room in one of the official EPCA Hotels through the EPCA administration will receive 5 reusable guest badges per Meeting Room, valid for the duration of the Annual Meeting.
Access to these guest badges is restricted to the hotel and the dedicated meeting area within the hotel where the Meeting Room is located.
The EPCA member company is responsible for distributing the guest badges to its partners and will be solely responsible for their use. Lost badges will not be replaced by EPCA. The member company must inform EPCA of the loss of a badge to avoid abuse.
As Meeting Suites are considered accommodation, no guest badges will be provided.
Privacy Policy & GDPR
The organizer and its processor iDloom process your data in compliance with European GDPR. The information you have provided is necessary to organize the event you will be attending, to be forwarded by the organizer to the hotel where your meeting room(s) is located. These data can also be processed by the organizer to obtain analytics about this event (the organizer has a legitimate interest herein) and to ensure satisfactory networking by showing your company name on the list of represented companies, should you agree to be visible on said list (such processing is based on your consent). You are entitled to object to these processing operations.
iDloom shall only process User’s personal data in the European Union, or in third countries after having secured appropriate guaranties with the subcontractor or recipient. They are transferred to the country of the organizer. The organizer will keep your data after the event until the expiry of the legal retention obligations, in particular fiscal and accounting and until the end of the responsibility.
You can obtain from the organizer (data protection officer available at meetings@epca.eu / tel: +32 (0)2 741 86 60) the written communication of your data, as well as, where appropriate, portability of the data, rectification, restriction of processing, deletion of data which is inaccurate, incomplete or irrelevant. For further information or to lodge a complaint, you may also contact the supervisory authority of the country of your habitual residence.