PANAM2019 GENERAL INFORMATION
INVICTA Group Services is the US Travel Agent for PANAM2019, THE 2nd Pan-American Congress of Physiological Sciences and will be offering special reduced rates for accommodation and Congress tours in collaboration with incoming agency of the event. In order to benefit from the special condition, please use one of the following booking methods:
Book your accommodation packages via us, via our email email@example.com
Send the accommodation request via our email firstname.lastname@example.org
The Organizing Committee through the local Cuban travel agency HAVANATUR and the US based travel agency in the USA INVICTA Groups Services offer the possibility of organizing your package of accommodation, transfers to and from the international airport as well as other services associated with the event.
Is it easy to process the registration to the event ?
Registration per category:
You should be to carry out via email to us email@example.com: registration per category and at the same time (Attendant or Companion person).
You should be able to obtain at that moment a summary for the final charge per person, as well as the total to be paid.
You should fill out personal information via email to us: firstname.lastname@example.org (Name, Last name, e-mail address, etc)
Will be carry out by credit card.
You will receive the electronic confirmation with all the details of the participants and services included.
How do I reserve my accommodation packages ?
Accommodation by hotel category:
You will be able to choose among the list of hotels associated to the event, via email to us select your check in and check out dates according to your flights tickets.
You must fill out personal information sent to us via email email@example.com (Name, Last name, e-mail address, etc)
Will be carry out by credit card
You will receive by electronic e-mail confirmation with all the details of the participants and services included.
What credit card types are accepted?
Visa & Master Card and American Express are accepted. INVICTA Group Services applies an extra charge or tax for payment with each credit card. Debit cards are acceptable.
It is possible cash payment for registration?
For cash pay, all the services and goods in Cuba will be priced in CUC only. No US Bank credit cards WILL BE ALLOWED IN CUBA.
Can I specify where I would like my room locate (preferred floor, etc.)?
If special requests are accepted by the lodging, a section will appear on the reservation form to insert such requests and submit them to the hotel. The hotel staff will do their best to accommodate special requests. We cannot guarantee that your requests will be granted because they are subject to availability.
Is the room rate per person or per night?
In Cuba hotel rates are quoted per person per night in double room basis unless otherwise specified. Tourist taxes are included unless otherwise specified in the detailed Rate Rules. Extra people, children, roll-away beds and incidentals may be subject to additional charges
I should receive a discounted rate. How do I get this?
The rates displayed are the only rates available. These rates may include government, corporate, or senior discounts. Please do not expect to receive such a rate at check-in if you do not make your reservation at INVICTA Group Services, the group rates that we negotiate are only and exclusively to reservations made at the official reservation company selected by the organization committee.
What happens when I make a reservation?
You will receive by electronic confirmation by e-mail with all the details of the participants and services included, which should be kept and used with any future correspondence with event committee and INVICTA Group Services.
When will my reservation be at the hotel?
Block of rooms reserved for the group: Your name will not appear at the hotel until 72 hours before your arrival date. Rest assured the room is booked; however, the hotel just does not know that you will be the person staying in it.
Reservations at the hotel with out Block:
It takes a minimum of 24 hours before your reservation details reach the lodging´s computer system. Rest assured the room is booked; however, the hotel simply has not entered your details into their system yet.
Once I have made my reservation, will I receive any written confirmation from the hotel?
No. The email confirmation you receive from INVICTA Group Services & Organizer Committee is all you will need. It displays your Itinerary Number, the hotel information, the rate, confirmation number, and the hotel´s cancellation policy.
What is the cancelation policy on my reservation?
When you are completing the Secure Lodging Reservation Form, the Cancellation Policy will be provided at the bottom of your form. You can also view the confirmation letter that we send you. These policies will vary from lodging to lodging, so you must read each one carefully. In general, the standard increments are that you must cancel the room(s) by 24, 48, or 72 hours prior to your specified arrival; however, these are just general guidelines and the specific policy of the property will prevail. If you cancel before the deadline, generally you will not be charged a penalty. Cancelling after the stated period will result in a cancellation penalty fee or No Show usually one night´s stay including tax. Some reservations are non-refundable and cannot be cancelled after booking. Please read the specific cancellation policy provided for each property on the site and in any emails regarding your reservation.
How do I cancel a reservation?
Cancellations or changes must be received in writing to INVICTA Group Services firstname.lastname@example.org. You will need to provide your confirmation number or reservation request number.
Is there a hotel shuttle service to/from the airport?
YES. Generally all events in Cuba are included in accommodation packages shuttle service to and from the airport.
Is parking available? Free parking? Long-term parking?
Most hotels offer free parking to their guests, although some may charge. Long-term parking is offered at the discretion of the property.
Our children will be with us... do they stay free?
Only children under 12 years of age stay for free in their parent´s room using the existing bedding. The age requirement differs depending on the specific hotel´s policy.
What are the directions to the hotel?
The location information of the hotel is sometimes listed on the Lodging Information page. This can identify the distance from the hotel to certain landmarks or the airport. We will include the address in the confirmation email.
YOUR COST INCLUDES:
Lodging with breakfast
Transfer to event activities
Assistance at the airport and hotels
Each participant will receive an individual confirmation, indicating the details for accommodation packages. The reservation will be activated upon receipt of the corresponding deposit.
For groups reservations (10 rooms or more), companies are requested to send their request by email to email@example.com. Different payment and cancellation policies will be applied.
All events services (registration & accommodation) require prepayment. Your credit card will be debited within 24 hours after making your reservation for the indicated amount at the time of booking. The charge will be in US dollars and your bill will state: INVICTA Group Services. A written confirmation and details of services will be sent at the time of confirmation of a booking. INVICTA Group Services accepts online payment with the following Credit Cars (Visa & MasterCard, and American Express).
Events package rates are subject to change except when reservations have been confirmed. All rates are quoted in US dollars. INVICTA Group Services does not guarantee that changes can be made on all or parts of packages. A change in the number of occupants per room may change the price of the package. If any changes involve an increase in price/rate, payment will be required at the time of change and the changes will not be effective until payment is received, and availability is confirmed by the Travel Suppliers.
The total charge includes all services described in the packages, as well as fees for access and booking. Any incidental charges such as airport taxes, parking, phone calls, tips and room service will be handled directly between you and the supplier or property.
CANCELLATION AND REFUND POLICY:
Cancellations or changes must be received in writing to INVICTA Group Services firstname.lastname@example.org
CANCELLATION OF ACCOMMODATION:
Cancellations received 30 days prior to arrival: Full refund less bank charges.
Cancellations received 29 -7 days prior to arrival: We will refund you the total amount that you paid for the reservation, minus the amount of the first hotel night of your intended stay for no-show charges, plus a $25 US dollars for administration fees.
Cancellations received less than 7 days prior to arrival: No refund
All refund requests must occur within 30 days of hotel check out and must be in writing. Any refund for checking out early or for no shows will be given at the sole discretion of INVICTA Group Services. It is your responsibility at the time of booking to check all details relating to penalties for cancellation and amendments as well as taking care of all documents concerning to the package.