Booking Terms & Conditions

1. General

These terms apply to all accommodation bookings made through the GMTC Australia accommodation portal as part of the WCN 2026 Conference in Yokohama, Japan.

2. Booking Process

All bookings must be made through the official WCN 2026 Accommodation Portal. Full payment or confirmed invoice acceptance is required to secure the booking. Group bookings (5 rooms or more) must be requested directly via email and are subject to special conditions.

3. Rates and Inclusions

Unless otherwise stated, all published rates are in USD and include applicable taxes. A 3.5% processing fee applies to credit card transactions. Rates are based on a fixed exchange rate that is reviewed monthly.

4. Payments

Payment can be made via credit card at the time of booking. If choosing to receive an invoice, payment must be completed by credit/debit card or bank transfer. Organisations requesting invoices ensure full payment is received by the stated due date.

Please note: The remitter must cover all bank transfer remittance fees. Any shortfall due to transfer charges may result in an incomplete payment status. Bookings not paid in full by the payment deadline may be cancelled without prior notice.

5. Booking Amendments

Amendments to dates or guest names can be made, subject to availability and hotel approval. Name changes must be submitted in writing no later than 10 days before check-in.

6. Cancellations and Refunds

Standard Cancellation Policy

Free Cancellation: Until 45 days before check-in
50% Cancellation Fee: From 30 to 44 days before check-in
100% Cancellation Fee: Within 30 days of check-in
No-Show: Full booking amount will be charged

💳 Refunds

Eligible refunds will be processed within 30 business days of written cancellation.
All refunds will be made in the original payment method, minus applicable bank or admin fees.
No-shows are considered cancellations and are non-refundable.

7. Force Majeure

GMTC is not liable for refunds or damages due to events beyond our control, including natural disasters, travel disruptions, government regulations, or venue changes.

8. Hotel Responsibilities

GMTC acts as an intermediary and does not own or operate any listed hotels. Hotel facilities and services are the sole responsibility of the hotel provider. Any service failure must be resolved directly with the hotel during the stay.

9. Liability

GMTC’s total liability is limited to the amount paid by the delegate for the accommodation. We are not liable for indirect or consequential losses, including travel or visa expenses.

10. Data Protection

Personal data collected during the booking process will be used solely for reservation and administrative purposes.Data will be securely shared with selected hotels and processed according to applicable privacy laws.