The following Terms & Conditions apply to the booking of meeting spaces at the EPCA Annual Meeting 2026, to be held primarily in-person from the 5th to the 8th of October 2026 in Vienna, Austria.
These Terms and Conditions are in addition of the Terms & Conditions for Delegate Registration, to be found here, and which are also applicable to the booking of meeting spaces, unless the Terms & Conditions for Delegate Registration would be incompatible with the present Terms & Conditions, in which case the incompatible provisions of the present Terms and Conditions will have precedence, but only in relation with the booking and the provision of meeting spaces.
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.
Meeting suite(s) means a suite in one of the official EPCA Hotels, which 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.
Meeting space(s): Meeting room(s) and Meeting suite(s)
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. EPCA does not manage 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 space at one of the EPCA Hotels through the dedicated website, provided they have at least one delegate registered for the 60th Annual Meeting.
Meeting spaces standard equipment are as follows: Meeting rooms overview: here; for Meeting suites overview: here. The possibility to rent additional equipment must be arranged directly to the hotel.
Depending on availability, requests will 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 spaces, EPCA will review all requests and allocate Meeting spaces 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 space 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 space 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 space(s). If no response is received by email within this time frame, EPCA will consider the Meeting space allocation accepted, and the meeting space will be considered booked by default (Implicit Acceptance) without further opportunity to cancel. As of that moment, the charges for the rental of the Meeting space will be fully due to the hotel.
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 space rental and invoicing.
The agreement regarding the Meeting space 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 space. EPCA is not liable for issues in relation with services to be provided by the Hotel (including issues with the rental of the Meeting space, catering, etc.). The terms and conditions of the hotel will apply. It is the duty of the members to inform about those terms and conditions and to abide to it.
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.
Rental fees indicated on the dedicated website can vary in time as a result of changes in the applicable taxes (such as VAT, city tax, …). The EPCA member company that will be allocated a Meeting space will have to pay the full price, including the increase due to such changes.
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: Cancellation is in principle not possible. However, in the event of a request for cancellation (including partial cancellation), EPCA administration will attempt to re-allocate the cancelled Meeting space to another member company. If EPCA is unable to re-allocate the Meeting space, the Member company will have to pay the full rental charges to the hotel.
No-Show: If the company does not show up at the hotel for the Meeting space booked, the hotel will charge the full cost of the Meeting space.
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. Access to the Meeting suite will then be managed directly by the company.
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 with 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 those partners actions. The EPCA member company will inform its partners about the behavioral rules, image right provisions and provisions regarding limitation of liability, applicable law and competent courts included in the General Terms & Conditions for delegate registration, and will have those partners to agree with and abide to, such provisions and rules (including the rules regarding competition law). 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