Booking Terms & Conditions

1. General

These terms apply to all accommodation bookings made through the official GMTC accommodation portal for the World Congress of Nephrology 2027 in Kuala Lumpur, Malaysia.

GMTC acts as the officially appointed housing partner for WCN’27 and coordinates accommodation reservations between guests and participating hotels.

By completing a booking, the guest confirms that they have read and accepted these terms and any hotel-specific conditions displayed during the booking process.

2. Booking Process

Bookings must be made through the official WCN’27 accommodation portal or directly with the official housing team.

A booking is not confirmed until the required payment, payment authorisation or approved invoice arrangement has been received and a written accommodation confirmation has been issued.

The person completing the booking is responsible for ensuring that all guest names, stay dates, contact details and other booking information are correct.

Group requests for five rooms or more should be submitted to the official housing team and may be subject to separate payment, cancellation and rooming-list conditions.

3. Rates and Inclusions

Accommodation rates will be displayed in the currency stated in the booking portal. Applicable taxes and included services will be identified during booking.

Hotel rates, availability and inclusions are subject to change until a booking is confirmed.

Any foreign-exchange conversion applied by a guest’s bank, card issuer or payment provider is outside GMTC’s control.

4. Payments

Payment may be made using the payment methods displayed in the booking portal. Invoice or bank-transfer arrangements may be offered at GMTC’s discretion.

Any applicable card-processing or payment fee will be disclosed before the guest authorises payment.

Where payment is made by bank transfer, the remitter must select the instruction that ensures all sending, intermediary and receiving bank fees are paid by the remitter. Any payment shortfall must be settled before the booking can be treated as fully paid.

Bookings not paid in full by the stated payment deadline may be cancelled after reasonable notice.

5. Booking Amendments

Requests to change arrival dates, departure dates, room type, guest names or other booking details are subject to availability and hotel approval.

Reducing the number of booked nights or rooms may be treated as a partial cancellation and may attract the applicable cancellation fee.

Guest name changes should be submitted in writing no later than 10 days before check-in. Late requests remain subject to hotel approval and cannot be guaranteed.

6. Cancellations and Refunds

Cancellation deadlines are calculated using the hotel’s local date and time.

No-shows, early departures, shortened stays and unused room nights are non-refundable. The applicable charge will be based on the affected room nights or cancelled booking value.

Refunds

Eligible refunds will be processed within 30 business days after GMTC confirms the cancellation in writing.

Refunds will be returned to the original payment method where practicable. Non-refundable payment-processing charges, bank fees and foreign-exchange differences may be deducted where applicable and permitted by law.

7. Events Beyond Reasonable Control

GMTC will not be responsible for delay or failure to perform an obligation where performance is prevented by an event beyond its reasonable control, including natural disasters, severe weather, government restrictions, civil disturbance, transport disruption, public-health events or venue closure.

Where such an event affects a booking, GMTC will work with the participating hotel to determine available options, which may include amendment, credit or refund depending on the circumstances, amounts recoverable from the hotel and applicable law.

8. Hotel Services and Responsibilities

GMTC acts as an accommodation booking intermediary and does not own or operate the participating hotels.

Hotel facilities, accessibility, classifications, sustainability initiatives, amenities and services are supplied or confirmed by the relevant hotel and may change without notice.

Guests should raise service concerns with the hotel during their stay so that the hotel has an opportunity to address them. The official housing team may also assist with communication where appropriate.

9. Liability and Consumer Rights

Nothing in these terms excludes, restricts or modifies any consumer guarantee, statutory right or remedy that cannot lawfully be excluded.

To the extent permitted by law, GMTC is not responsible for indirect or consequential losses arising from a hotel booking, including unrelated travel, visa or personal expenses.

Any limitation of liability will apply only to the extent permitted by applicable law and will not apply where loss results from fraud, wilful misconduct or any liability that cannot legally be limited.

10. Privacy and Personal Information

Personal information collected during the booking process will be used to manage accommodation reservations, payments, guest communications, reporting and related administrative services.

Information may be shared with participating hotels, payment providers, technology suppliers, professional advisers and other parties reasonably required to complete or administer the booking.

As participating hotels and service providers may be located outside Australia, personal information may be disclosed or processed overseas, including in Malaysia.

GMTC will handle personal information in accordance with its applicable privacy obligations and privacy policy.

11. Governing Law and Contact

These terms are governed by the laws applicable in Queensland, Australia, subject to any mandatory consumer protections or other laws that apply to the guest or booking.

If any provision is found to be invalid or unenforceable, the remaining provisions will continue to apply.

Questions, cancellation requests and booking amendments must be submitted in writing to the official WCN’27 housing team.