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Congress booking request

The University of Victoria is pleased to offer delegates of Congress 2013 accommodation at Residence Services. Thank you for choosing the University of Victoria for your stay.

Please complete the form below to request your accommodation. A member of our reservations staff will contact you within 5 business days of receiving your online booking form.

Special offer for online bookings: Delegates who use our online booking system will be entered into a draw to receive 2 of your nights stay with us – FREE of charge.

Phone or email bookings will not be eligible for the draw. We strongly encourage delegates to use our fast and user-friendly online booking system.

* indicates required field

Congress booking form

Last name:*

First name:*

Gender:*

Additional guests:*

Guest #1 last name:*

Guest #1 first name:*

Guest #2 last name:*

Guest #2 first name:*

Guest #3 last name:*

Guest #3 first name:*

Guest #4 last name:*

Guest #4 first name:*

Guest #5 last name:*

Guest #5 first name:*

Guest #6 last name:*

Guest #6 first name:*

Guest #7 last name:*

Guest #7 first name:*

Cluster unit roommate request (max. 3):*

Roommate #1 last name:*

Roommate #1 first name:*

Roommate #2 last name:

Roommate #2 first name:

Roommate #3 last name:

Roommate #3 first name:

Roommates for shared cluster units also need to submit a booking request and reference their roommate preference in order to guarantee placement.

Country:*

Province/State:*

Address:*

City:*

Postal/zip code:*

Phone 1:*

Phone 2:

Email:*

Conference association name:

Arrival date:*

Estimated time of arrival:

Departure date:*

Estimated time of departure:

Type of room	Congress nightly rate Prices quoted are per person, per night unless otherwise indicated (taxes not included)	Number of rooms/units required
Single traditional dorm room (1 person/room) - communal washroom, single bed	CAD $56.95 per room
Single traditional dorm room (1 person/room) shared private washroom, single bed	Sold out until June 5th, 2013 CAD $56.95 per room	Sold out until June 5th, 2013
Double traditional dorm room (2 single beds/room) - communal washroom	Sold out until June 5th, 2013 CAD $74.90 per room	Sold out until June 5th, 2013
Dorm rooms with double bed & private washroom	Sold out	Sold out
Apartment with single bed & private washroom	Sold out	Sold out
Apartment with double bed & private washroom	Sold out	Sold out
1 bedroom within a 4-bedroom, 2 washroom apartment or townhouse Male or Female (Cluster unit), single bed	Sold out	Sold out
4 Bedroom, 2 washroom, apartment (Cluster Unit) reserve and pay for entire unit	Sold out	Sold out
4 Bedroom, 2 washroom townhouse (Cluster Unit) reserve and pay for entire unit	Sold out	Sold out

Total charge before tax (GST, PST & Municipal tax): Please choose the arrival and departure dates

Total charge including tax (GST, PST & Municipal tax): Please choose the arrival and departure dates

Deposit: Please choose the number of rooms to reserve

Additional information

Do you have any accessibility requirements?*

Yes

If yes, please describe:

Comments:

Please contact us at bookings@uvic.ca or by phone before May 1, 2013 if you have any questions or concerns regarding specialized accommodation needs.

I have read and understand the terms and conditions of this reservation request

Terms and conditions for Congress 2013

Room bookings: Guests must be 19 years of age or older to book accommodations at UVic.

Reservations: Rooms will be assigned based on a first-come, first-served basis. We will notify you by email if your selected room type is not available.

Reservation confirmations: Room bookings are not guaranteed until you receive confirmation by email.

Cluster unit bookings: If you are booking a bedroom within a 4-bedroom cluster unit, you will be assigned to a room by gender, unless a roommate has been requested. The roommate request is itemized on the booking form, and we require first and last name.

Roommate reservation: Roommates should submit their reservation request within 5 business days of the initial reservation request. We will not guarantee roommate availability after this period. Changes to bookings made after reservation confirmations are conveyed are subject to a $25.00 administrative fee.

Deposit: A one night deposit per room will be charged to the credit card provided. You may also pay the full amount of your reservation at this time.
Please note: Delegates who pay their reservation in full will be entitled to express check-in upon arrival.

Balance: Full balance is due at check-in.

Cancellation policy: Please note that we require 48 hours' notice to receive a full refund (less a $25.00 administrative fee) on your room. No refunds will be available for cancellations received after May 1, 2013, or for no shows.

To make accommodation or date changes, or to cancel a registration, email bookings@uvic.ca or call 250-721-8395. Refunds will be given until May 1, 2013, less a $25.00 administrative fee.

Refunds: Refunds will not be available after May 1, 2013.

Accommodation changes: Once your booking form has been received, and processed, any changes pertaining to accommodation will be subject to an administrative fee of $25.00.

Checking In: Check-in is available after 3:00 p.m. Guests will be required to provide photo ID and a credit card imprint.

Checking out: Check out is before 11 a.m. Please return your room keys to the front desk. Lost/unreturned keys may be subject to a fee: residence rooms $100.00, cluster unit $500.00.

Smoking: Smoking is only permitted in designated areas outside Ring Road. Look for the marked benches and cigarette receptacles in convenient and accessible locations within a three-minute walk of any campus building. Smoking is not permitted in any Residence Services building. If you smoke in your room or elsewhere in a Residence Services building, a cleaning fee of $250.00 will be charged to your account to cover the cost of carpet cleaning, dry-cleaning and extra housekeeping services. Charges will be applied to the credit card provided on file.

Damage policy: Any incident involving you, the guest, which requires additional custodial, security, or maintenance work may result in cleaning, replacement and/or repair charges to you associated with damage to any University property. Charges will be applied to the credit card provided on file.

Guest parking: Visitors to the University of Victoria must display a valid parking permit. Permits are available for purchase at the front desk. See the Campus Security site for more details.

Elevator access: If you have mobility issues, you are welcome to request an assignment to a unit located above the ground floor. However, elevators do occasionally malfunction and may be out of order for an extended period; inconveniences may occur for those who are unable to use or have difficulty using stairs. The university will take action to repair any malfunctioning equipment promptly, but it shall not be responsible for service disruptions which limit access to the premises.

The university reserves the right to terminate your stay, reassign rooms, and to affect other steps for the safety and security of the Conference Services guests.

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Residence Services

Congress booking request

Single traditional dorm room

Single traditional dorm room

Double traditional dorm room

Dorm rooms with double bed & private washroom

Apartment with single bed & private washroom

Apartment with double bed & private washroom

1 bedroom (within a Cluster unit)

4 Bedroom, 2 washroom, apartment (Cluster Unit)

4 Bedroom, 2 washroom, townhouse (Cluster Unit)

Additional information

Terms and conditions for Congress 2013