top of page

Booking & Cancellation - Terms & Conditions  

The increase in the number of participants at our conferences it means we are obliged to have stricter rules in order to simplify the organization of such events. This reduces the burden on the organisers and helps us to improve the quality of the services rendered during the convention. These terms and conditions, together with any other written information we have brought to your attention before we confirmed your booking, form the basis of our agreement with you. Please read them carefully as they set out our respective rights and obligations.

Duration of the convention

We offer numerous options for booking conferences

  1. a full booking starts with arrival drinks/dinner and ends with the departure lunch.  

  2. a light booking from the welcome dinner on Friday evening to the Breakfast on Tuesday morning.   

Other variations cannot be taken into consideration. By registering for one of the two options, you are automatically enrolled and considered as present in all events included in your option.

The price of the conference includes:

  1. hotel room, including breakfast and city taxes;

  2. all activities and entry fees as stated in the program (any excluded costs will be noted in the program);

  3. transportation costs in and around the place of conference where indicated in the program from a starting point in the hotel chosen by EAI International together with the local member (you are responsible for your own transport costs to city of the convention and between the airport/station/hotel);

  4. meals and refreshments as stated in the program; 

  5. entertainment as stated in the program.

All extras must be paid by you including use of the mini-bar in the room or late drinks in the hotel bar not included in the program.

Booking and paying for your arrangements

A booking is made with us when:

  1. The fully completed conference application form is received 15 days before the beginning of the event; and

  2. Full payment has been received at least 15 days before the beginning of the event.



Participants needing a visa to visit the country of the convention should request an invitation letter from the local organizers in order to apply to the embassy. To obtain this letter, your reservation must be competed (registration and full payment). In addition, you should send a copy of your passport and that of any family members intending to participate in the convention by email at no later than 2 months before the beginning, in order to have enough time to obtain your visa.


All cancellations or modifications received before 30 days before the beginning of the event, by email ( are free of charge and the fees received will be automatically refunded.

For cancellations or modifications received after 30 days before the event, the amount of your initial reservation remains payable if not yet paid and will not be refunded if it has already been paid. You may substitute yourself by someone else to replace you at the event (with an equal duration) or claim under your own travel insurance.


If you are forced to return home early, we cannot refund the cost of the convention and the extension stay you have not used. Depending on the circumstances, your own travel insurance may offer cover for curtailment and you should make a claim directly to them.


If no payment or only partial payment has been received by 30 days, the full amount of your reservation is still due but your registration will be automatically cancelled.


All cancellations or modifications should be sent in writing to EAI International administration.

If we change or cancel

It is unlikely that we will have to make any changes to the program as we plan the arrangements many months in advance. Occasionally, we may have to make minor changes and we reserve the right to do so at any time. Any changes will be minor and we will advise you at the earliest possible date. We will make every effort to ensure that the replacement activity is of the same quality as the one originally planned.

Special/dietary requests

Any special or dietary requests must be advised to us at the time of booking (e.g. diet, room location, a particular facility at the accommodation etc.) You should then confirm your requests in writing. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. We do not accept bookings that are conditional upon any special request being met.


Disabilities and medical problems

We will do our best to work with our suppliers to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your stay, please provide us with full details before we confirm your booking so that we can try to advise you as to the suitability of your chosen arrangements.


Force Majeure

In case of force majeure, regardless whether it concerns either EAI International, as organizing association, the member registered as participant, or any of it accompanying persons, no reimbursement of the sums already paid in respect of the convention can be claimed and the remaining sums are still due to the association.

Factors constituting force majeure include, for example, war, riots, epidemics, pandemics, social conflicts, border closure, natural or nuclear disaster, fire, chemical or biological disaster, bad weather conditions, etc. This list is not exhaustive. 

Jurisdiction and applicable law

These Booking Conditions and any agreement to which they apply are governed in all respects by French law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by the Courts of France only.

bottom of page