When will we get the offical offer / contract? How is our request handled?
We will start checking the received requests after the Industry Meeting in Madrid - November 2023 and prepare the offers/contracts by taking all requests into selection for an ideal distribution.

What is the limit of rooms for a group booking?
Group bookings apply if 10 or more rooms are required. For further information, please see “Group Booking / Terms & Conditions”.

What is difference between "small group request" and "group request"?
A "small room request" applies when only 4-9 rooms are needed. On the other hand "group request" starts from 10 rooms. 

Are the quoted rates per night and do they include breakfast?
Rates are including breakfast per person & per day as well as VAT according to Spanish regulations.

Does city taxes apply for our group?
No, in Madrid, tourist taxes do not apply.

We do have specific room requests (disabilities, family room, twin bed etc.). Whom shall we contact?
Please state your special requests during the online enquiry process under “Information”. Interplan and the hotel will try its utmost to meet the requirements.

We do need rooms pre or post to the dates offered. Who can we contact?
Please state your special requests during the online enquiry process under “Request: Pre- and Post nights". Interplan and the hotel will try its utmost to meet the requirements.

Is Interplan AG the only agency offering hotel accommodation for the EASD Congress?
INTERPLAN AG is the official hotel partner for the EASD 2024 Congress. The only official correspondence you should receive will be from the EASD or Interplan AG. To receive the best service and pricing, please do not use any other vendor. We work hard to provide the best hotel rates in order to keep the meeting affordable in Madrird.

I have called the hotel and they say they do not find my booking?
The hotel receives all guest names approx. 2 weeks ahead of arrival from INTERPLAN. If you wish to amend your booking, please contact INTERPLAN AG at hotels.easd@interplan.de or use your personal access for your group hotel portal (provided 6 weeks prior to the event).

By when do we need to communicate our guest names and final arrival/departure dates? Can we hand in an excel sheet?
Traveler names must be uploaded via INTERPLAN´s Group Accommodation Tool not later than 4 weeks prior arrival. After that date, name changes will be still possible via the Group Accommodation Tool.
INTERPLAN will provide login details after the receipt of full payment. All booking changes must be handled through this tool. 

We would like to cover extra charges for our guests like mini bar, parking, restaurant, Wi-Fi, telephone.
All extras have to be paid upon departure directly at the hotel. The hotel may accept a company credit card for all extra costs.

Who shall we contact for VISA application requests?
Visa enquiry is upon request, INTERPLAN AG will issue individual confirmation letters for those travelers needing to apply for a Schengen Visa. The letters can be produced only after uploading the respective names and email addresses. Please send the system´s booking ID via Email to hotels.easd@interplan.de. The letters are usually sent within 2-3 working days.