COP 16 General Conditions

Mise à jour : 10 avril 2024 | version : v1004202403_07

Due to the short time span between reservations and the event, we thank you very much for your understanding of our constraints. The team has worked hard to make this process as easy as possible for you and your delegation. We look forward in seeing you in Cali in a few weeks.

Room block requests will be treated on a first come first served basis. Multiple factors are to be considered for the reservation of your room block and the housing team will try their best to accommodate all your requests.

If delegates arrive for different portions of the summit, please make sure to include as much information as possible, for us to plan and place all groups. An option you will be presented with will be to make sub-groups for different arrival and departure

Once the initial rooms blocks are assigned a contract and invoice will follow. The signature of the contract and deposit of 50% will CONFIRM your room block and only then will the hotel be confirmed.

GROUP payment conditions:

  • The first non-refundable deposit of 50% is due according to the deadline mentioned in the contract. Once received your group will be confirmed.
  • A maximum attrition policy of 5% is permitted by the hotels and is only possible before September 15, 2024.
  • After September 15, 2024, any room attrition will be non-refundable.
  • Rooming list and final payment are due September 15, 2024.
  • Name changes are possible up to 72 hours before arrival at the hotel.
  • After September 15th, any request for additional rooms will be processed “on request” and must be paid in full at the time of reservation.
  • Early departures are non-refundable.
  • All payments will have to be made by bank transfer.
  • Please note that hotels will charge 100% of the reserved rooms by September 15, 2024. 

INDIVIDUAL payment conditions:

  • Name changes, date changes and cancellations are possible up to 72 hours before arrival at the hotel.
  • Early departures are non-refundable.
  • All payments must be made when booking by credit card. If only a 50% deposit is taken when booking, final payment must be made no later than 10 days prior to the arrival date.
  • Please note that hotels will charge 100% of the reserved rooms by September 15, 2024. 

Price: All prices are in US dollars

Accuracy of information: The Travelers are responsible for providing accurate personal information for themselves and any people for whom they are making a reservation. All fees that may occurred from errors in the information provided by the clients will be to at the expense of the travelers.

Change fees: Any applicable fare difference per request of the client, will be charged to the Traveler.

Modification: GVQ reserves the right, at all times and at its sole discretion, to cancel or replace reserved and/or purchased services with comparable services.

Act of God: GVQ may cancel, change, or modify all or part of the reservation in the event of unusual and/or unforeseeable reasons, such as acts of God. GVQ cannot be held liable for any damages whatsoever caused by such a cancellation, change or modification, and no reimbursement will be given to Travelers. GVQ is committed to working with Travelers in good faith to help them obtain services comparable to those that have been cancelled, changed, or modified.

Proof of citizenship and governmental requirements: It is the Traveler’s responsibility to acquire and to pay for any documents required by government authorities for traveling to Columbia. GVQ will not be deemed responsible for any passport, visa, authorization, vaccination protocol and public health and safety measures.

Liability disclaimer: GVQ holds a Québec travel agent license and acts in this capacity with tourist service providers whose services are reserved by GVQ. While GVQ chooses its service providers carefully, it has no control over them and, consequently, cannot be held liable for their actions or omissions; those of their representatives, employees, subcontractors, or agents, or for losses of any kind
that may result from such actions or omissions. The services are subject to the providers’ terms and conditions. Furthermore, the providers’ liability is limited to the applicable fares, transportation conditions, tickets, vouchers, and international conventions and agreements.

Travelers will not be entitled to any claim, reimbursement, and/or compensation for any loss, cost, expense, damage, difficulty, disturbance, accident, death, delay,  cancellation, change, loss of enjoyment, unavailability, illness, injury, inconvenience, disappointment, ordeal, anxiety, frustration, or other annoyance, whether it be material, psychological or physical, resulting from:

  • an act or omission of a third party, including service providers;​ an illness or a robbery.
  • a Traveler for not having the proper documents, including a passport or visa, when necessary.
  • an Act of God.
  • a Traveler being refused access to a service, place, event, etc. bygovernment authorities.
  • a Traveller not following the instructions given and the conditions required to use a service.
  • a cancellation, change or modification of tourist services for an unusualand/or unforeseeable reason or act of God, including, but not limited to illness, accident, epidemic or pandemic, war, political events, riot, acts of terrorism, fire, flood, storm, hurricane, natural disaster, adverse weatherconditions, earthquake.
  • mechanical breakdown, labour dispute
  • a decision of a governmental or legislative authority,
  • bankruptcy (including the bankruptcy of a service provider)
  • disappearance or closure of a service provider or any other event outside.

GVQ’s control that could disrupt its operations or the services of its providers.

Errors, mistakes, and availability: GVQ and its suppliers reserve the right to refuse, correct or cancel a reservation and/or the purchase of a tourist service in the event of a printing error, mistake, or unavailability. The availability and prices of the services are validated only once payment has been confirmed.

The Delegation manager will have access to the group’s information, rooming lists, invoices, payment receipts and other information through a secured extranet. An email of confirmation will be sent once the deposit has been received. Our COP16 Housing bureau’s operating hours are Monday to Friday from 8:30 am to 4:30 pm (EST).