Meeting Rooms | Terms & Conditions

Registration of Meeting Rooms

The EPCA member company can select among a number of meeting rooms in the different hotels.

The number of meeting rooms is limited. EPCA strives to ensure a balanced distribution of meeting rooms among member companies. Therefore, EPCA will review the request for meeting rooms and inform the delegate if the request can or cannot be accepted in its entirety or if it can only be accepted in another hotel or other meeting space; in this case, EPCA will send a suitable proposal for the meeting room request.

If the delegate does not accept that proposal, the request will be cancelled.
Rental fees will be invoiced by the hotel to the company for a minimum of 3 consecutive rental days.

Invitation to Meeting Rooms

EPCA member companies that have booked a meeting room at a participating hotel receive 5 reusable guest badges per meeting room, valid for the duration of the annual meeting.
Access to these guest badges is restricted to the hotel and the dedicated meeting area within the hotel where the meeting room is located. 

The EPCA member company is responsible for the distribution of guest badges to its partners and will be solely responsible for their use. Lost badges will not be replaced by EPCA, the member company must inform EPCA of the loss of a specific badge in order to avoid abuse.

Cancellation of Meeting Rooms

Cancellation of and modifications (changes) to meeting room bookings must be made in writing and sent to the EPCA Hotel Administration in Brussels at meetings@epca.eu. In the event of a cancellation of meeting rooms and/or no-shows, the hotel will charge for the entire duration of the reservation.

Any additional orders arranged with the hotel will be charged following the terms mentioned on the relevant function sheet provided by the hotel during the summer period.

Privacy Policy & GDPR

The organizer and its processor idloom process your data in compliance with European GDPR. The information you have provided is necessary to organize the event you will be attending, to generate invoices, to confirm your registration by e-mail, to create your badge and to allow you to modify your registration. This data may also be processed by the organizer upon its legitimate interest: to promote its activities by informing you about them, to show you offers from partners and sponsors regarding this event, to obtain analytics about this event, to ensure a satisfactory networking by showing your name and company on the list of attendees. You are entitled to object to these processing operations.

idloom shall only process User’s personal data in the European Union, or in third countries after having secured appropriate guaranties with the subcontractor or recipient. They are transferred to the country of the organizer. The organizer will keep your data after the event until the expiry of the legal retention obligations, in particular fiscal and accounting and until the end of the responsibility.

You can obtain from the organizer (data protection officer available at meetings@epca.eu / tel: +32 (0)2 741 86 60) the written communication of your data, as well as, where appropriate, portability of the data, rectification, restriction of processing, deletion of data which is inaccurate, incomplete or irrelevant. For further information or to lodge a complaint you may also contact the supervisory authority of the country of your habitual residence.