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).
Please note: As of this moment the meeting room booking will be subject to EPCA's terms and conditions, including any applicable charges for cancellation or no-show.
Access to the Meeting Room
The hotel and/or EPCA will inform the company on where and when to collect the Meeting Room key on the first day of the booking.
Meeting Rooms are accessible only with a Delegate Badge or Guest Badge.
It is mandatory to have at least (1) one registered delegate per Meeting Room.
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.
Guest Badges
EPCA member companies that have booked a Meeting Room in one of the 13 official EPCA Hotels will receive 5 reusable guest badges per Meeting Room, valid for the duration of the Annual Meeting.
Access of 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.
Useful Contacts:
Venue: Hilton Vienna Park
Contact person: Mrs.Shovawn Zulch (Cluster Assistant Director of Convention & Events Sales) | E:shovawn.zulch@hilton.com | A: Am Stadtpark 1, 1030 Wien, Austria
Deliveries
Please use the following shipping label to ship your parcel(s): Shipping Label Hilton.
❗ Ensure to coordinate your material delivery and set-up/dismantling times accordingly. Please review the Event service Guide book from the Hilton Vienna Park hotel for more information.
For AV requests or orders at the Hilton please contact: office@bernhard-av.com
Venue: InterContinental Vienna
Contact person: InterContinental Event Team | E: icvienna.epca2026@ihg.com | A: Johannesgasse 28, 1030 Vienna, Austria
Deliveries
Please use the following shipping label to ship your parcel(s): Shipping Label InterContinental
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Venue: Vienna Marriott Hotel
Contact person: Mrs.Andrea Berginc (Director of event management) | E: andrea.berginc@marriott.com | A: Parkring 12A, 1010 Vienna, Austria
Deliveries
Delivery address:
VIENNA MARRIOTT HOTEL
Delivery address: Coburg Bastei 7, 1010 Vienna
Event reference: EPCA + Company Name
Please note: That the hotel cannot accept any open charges or customs fees. All shipping costs must be fully prepaid by the sender. Deliveries will be accepted no earlier than one week prior to the event.
Venue: Mandarin Oriental, Vienna
Contact person: Mrs.Livia Svitkova (Assistant Groups & Events Manager) | E: lsvitkova@mohg.com T| +43 664 2180461 | A: Riemergasse 7, 1010 Wien
Deliveries
Delivery address:
Mandarin Oriental, Vienna
Livia Svitkova
(Name of the company)
Zedlitzgasse 2, 1010 Wien, Österreich
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Venue: Hotel Palais Coburg
Contact person: Mrs.Chiara Delvecchio (Head of Event Sales) | T: +43 699 15 18 18 40 | E: c.delvecchio@palais-coburg.com | A: Coburgbastei 4, 1010 Vienna, Austria
Deliveries
Delivery address:
Palais Coburg Residenz GmbH
Coburgbastei 4, 1010 Wien
Please inform the hotel should any shipment be arranged.
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Venue: Almanac Palais Vienna
Contact person: Ms.Sabrina Kind (Senior Groups & Events Manager) | E: sabrina.kind@almanachotels.com | A: Parkring 14, 1010 Vienna, Austria
Deliveries
Delivery address: Almanac Palais Vienna // EVENT NAME: EPCA Annual Meeting
Almanac Palais Vienna
Parkring 14-16.
1010 Vienna. Austria
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well. Add also a note that the delivery should be directed to the front office.
Venue: The Ritz-Carlton, Vienna
Contact person: Mrs.Lotte Papen (Groups and Events Manager) | T: +43 (0)1 311 88 310 | E: events.vienna@ritzcarlton.com | A: Schubertring 5-7, 1010 Vienna, Austria
Deliveries
Delivery address:
Please indicate on the parcel(s), on behalf of EPCA + Company name, so it is clear for the entire hotel that this is part of the block.
Beethovenplatz 2
1010, Wien (Vienna)
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Venue: Hotel Imperial
Contact person: Mrs.Martina Boscaro (Assistant Director of groups & events) | T +43 1 50110 404 | E: Martina.Boscaro@luxurycollection.com | A: Kärntner Ring 16, 1015 Vienna, Austria
Deliveries
Delivery address:
Hotel Imperial, a Luxury Collection Hotel, Vienna
Dumbastraße 1
1010 Wien, Austria
Please included Name of the Company and EPCA so that we can allocate the packages
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Venue: Eurostars Grand Hotel Wien
Contact person: Mrs.Sarah Steiner (Sales Manager Groups & Events) | T: +43 1 515 80 1816 E: sarah.steiner@eurostarsgrandhotelwien.com | A: Kärntner Straße 9, 1010 Vienna, Austria
Deliveries
Please use the following shipping label to ship your parcel(s): Grand Hotel Wien shipping label
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well. Storekeeping department is occupied Monday-Friday from 08:00-14:00. At these times parcels can be received.
Venue: Hotel Grand Ferdinand
Contact person: M.Moritz Schreiner (Senior Groups & Events Manager) | T: +43 316 703 617 | E: moritz.schreiner@weitzer.com | A: Schubertring 10-12, 1010 Vienna, Austria
Deliveries
Delivery address: Hotel Grand Ferdinand // EVENT NAME: EPCA Annual Meeting
Schubertring 10-12,
1010 Vienna, Austria
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Venue: Hotel Am Konzerthaus Vienna MGallery
Contact person: Kevin Ernstberger (Reservation Manager) | E: kevin.ernstberger@accor.com | A: Am Heumarkt 35-37, 1030 Vienna, Austria
Deliveries
Delivery address: Hotel Am Konzerthaus Vienna MGallery // EVENT NAME: EPCA Annual Meeting
Hotel am Konzerthaus
Am Heumarkt 35-37
A – 1030 Wien
Att. Guest name or EPCA
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Venue:The Cloud One Wien-Staatsoper
Contact person: Mrs.Verena Barusic (Reservations Agent) | E: res.wien-staatsoper@motel-one.com | A: Elisabethstraße 5, 1010 Vienna, Austria
Deliveries
Delivery address: Motel One Wien-Staatsoper // EVENT NAME: EPCA Annual Meeting
THE CLOUD ONE VIENNA-STAATSOPER
Elisabethstraße 5
1010 Vienna
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Venue: The Hoxton, Vienna
Contact person: Mrs.Theresa Dermuth (GME Manager) | E: Sales.vienna@thehox.com | A: Rudolf-Sallinger-Platz 1, 1030 Vienna, Austria
Deliveries
Delivery address: The Hoxton, Vienna // EVENT NAME: EPCA Annual Meeting
Rudolf-Sallinger-Platz 1,
1030 Wien, Vienna
Parcels must be delivered maximum 1 week prior to arrival. Please ensure that your company name and contact person on site are duly noted on the shipping label/parcel as well.
Supplier and Coordinator:
You may bring your own roll-up banners and stand equipment or arrange for supplies through SEG live.
SEG Exhibitor Shop: PDF File
SEG Order Form: Excel File
Order Deadline: 21 August 2026
Order via e-mail to: orders.epca2026@seg.live
Branded Merchandise: Creator Meeting Support
Check out the online ordering tool or contact Steffen Kalverboer | Tel: +31 10-2763113 | E: steffen@creatormeetingsupport.com mention EPCA60 Annual Meeting.
EPCA Staff:
The EPCA team is here to help!
For all questions related to meeting spaces, please contact meetings@epca.eu or call Christel at +32 2 741 86 66 or Natasha at +32 (0)2 741 86 65.
For general questions, please have a look at the Frequently Asked Questions 👉 FAQ