Booking Rules - CERN Hotel Terms and Conditions of Reservation

CERN Hotel Terms and Conditions of Reservation

Reservations for the CERN Hotel and the Foyer Résidence Schumann in Saint-Genis-Pouilly are subject to acceptance of these terms and conditions in their entirety, as well as acceptance of the Hotel Rules – Code of Conduct. 

Purpose
The CERN Housing Service runs the hotel in buildings 38, 39 and 41 on the CERN site in Switzerland. In addition, rooms are at disposal in the Foyer Résidence Schumann located in Saint-Genis-Pouilly, France. For the purposes of this document, the term “CERN Hotel” shall be deemed to include both establishments.

These terms and conditions apply to all reservations made for the CERN Hotel.

The provisions of these terms and conditions shall be interpreted in accordance with their true meaning and effect.

The CERN Hotel reserves the right to modify at any time and without notice these terms and conditions, its online reservation system and/or the CERN Hotel website(s). 

CERN Hotel Eligibility according to Registration Status

Reservation may only be made for people eligible to stay at the CERN Hotel as follows.

The CERN hotel located on the CERN site in Switzerland is not open to the general public. Access is restricted to certain categories of people, connected to the official activities of the Organization.

The hotel Reception staff cannot offer a reservation before clarifying the reason for the stay as they need to check that the enquiry emanates from a person entitled to stay at the CERN Hotel.

IMPORTANT: All persons entering the CERN site must be in possession of an access card issued by CERN certifying that they are authorised to do so. Access cards are issued by the Registration Service and Access Control Service in Building 55 or Building 33.           

• Due to legal constraints, no person is allowed to stay at the CERN Hotel on the Meyrin site for more than 90 days in a period of 6 consecutive months.                                                           

• If not otherwise stated, minimum age for any person to be accepted at the CERN Hotel is 18 years at the date of arrival at CERN.                                                

• Eligibility criteria to stay at the CERN Hotel depends on your CERN registration status and your reason for visit whilst at CERN, and must be mentioned at the time of reservation. The CERN Hotel may request confirmation from a CERN Guarantor.                

• Applicable policies depend on reservation type   i.e. "Individual", "Group" or "Block" reservation.

• No person is allowed to have simultaneous reservations (i.e. be part of a Group reservation and have an individual reservation for the same dates).

• Maximum advance reservation limit is 12 months before foreseen date of arrival, except for visiting school groups, which is 3 months.

• CERN Contractors may not stay at the CERN Hotel.

Three main categories of people are identified as follows; MPAs and MPEs, Externals as well as Non-registered Persons. Statuses not specifically mentioned in this document will be treated on an ad-hoc basis.

CERN Hotel Eligibility according to Registration Status Whilst at CERN – MPAs and MPEs






Type Registration Status Whilst at CERN Can stay at CERN Hotel? Maximum Duration per Hotel Stay Remarks
MPAs ADMI
CASS
COAS
DOCT
FTMP
GPRO
PJAS
SASS
TECH   
TRNE
USER
VISC
Yes 90 Nights  
APPR No N/A • Apprentices taking part in local collaboration programmes.
• Reside in the local area and therefore cannot stay at the Hotel.
SUMM Yes 90 Nights • Summer Student Programme managed by HR Dept. and IR Sectors.
MPEs FELL
STAF
Yes 90 Nights • Reservation can be done for a period starting at the earliest 89 days before contract start date, and ending at the latest 89 days after contract start date.

CERN Hotel Eligibility according to Registration Status Whilst at CERN- Externals






Type Registration Status Whilst at CERN Can stay at CERN Hotel? Maximum Duration per Stay Remarks
Externals ACCO Yes 90 Nights • Person accompanying  Member of the Personnel with physical disabilities.
COMT Yes 90 Nights • Official CERN committee members.
CONF Yes 4 weeks (maximum duration of CERN access card)1 • External official conference attendant or non-renumerated speaker.
CLUB No N/A • CERN Clubs external members.
• No connection to offical activities of CERN.
DIST No N/A • External participants in activities and projects, working exclusively remotely.
• Can not have a CERN access card. 1
EUPR Yes 90 Nights • External participants in EU Projects.
FORM Yes N° of training days + 1 Night for early arrivals • External participants to training organised by HR/LD, when in the interest of CERN.
• Confirmation of training attendance from HR/LD obligatory.
ILOF Yes 5 Nights • Industrial Liaison Officer, nominated by IPT.
STAG ≥ 18 years Yes 4 Weeks1  
STAG < 18 years (maximum 1 person) Yes 15 Nights (lenght of internship + 1 Night for early arrivals)2 • On special request only.
• Minimum age 16 years at date of arrival at CERN.
• Special conditions apply.
STAG < 18 years (highschool groups) Yes
(No reservations accepted as from mid-June-August).
15 Nights (lenght of internship + 1 Night for early arrivals)2 • For officially recognised  CERN highschool collaborations only (IR).
• Minimum age 16 years at date of arrival at CERN.
• Acompanying teacher(s) is responsible of the group and has to stay at the CERN Hotel in the same building.
• One teacher is required per 15 students.
• Special conditions apply.
VISI Yes 4 Nights (maximum duration of CERN visitor's card + 1 Night for early arrivals) 1 • Professional visitors to LHC or underground facilities.

CERN Hotel Eligibility according to Registration Status Whilst at CERN – Non-registered Persons






Type Registration Status Whilst at CERN Can stay at CERN Hotel? Maximum Duration per Stay Remarks
Non-registered Persons Candidates Invited to Selection Boards by HR Dept. Yes 2 Nights (nights before, or after, or both, depending on available travel schedule for home station) • Reservation request done by Carlson Wagon Lit.
Visiting School Groups  Yes
(No reservations accepted June-September).
3 Nights (maximum duration of CERN visitor's card is 2 Days + 1 Night for early arrivals)3 • Max two school groups over the same dates. The second group can be accepted on the condition that at the moment of the booking the remaining free capacity of the hotel, for the period, is higher than 25% after considering the booking.
• Minimum age 16 years at date of arrival at CERN.
• Visit must be registered with the Visits Service.
• N° of nights allowed depends on the planned programme which must be communicated to the Housing Service at the time of reservation.
•  Max 65 persons total per group.
• Acompanying teacher(s) is responsible of the group and has to stay at the CERN Hotel in the same building.
• One teacher is required per 15 students.
Official Visitor Yes 3 Nights (maximum duration of CERN visitor's card is 2 Days + 1 Night for early arrivals)3 • Official visitors, provided that a written request is received from either the person in charge of the Visits Service or the person responsible for VIP visits.
• Official visitors to invited by Departments, provided that a written request is received from a CERN guarantor (STAFF or FELL).
•  Planned programme must be communicated to the Housing Service at the time of reservation.
Visit Service Visitor Only No N/A • Individual or groups of individuals with no other visit (tourists).

 

1           https://admin-eguide.web.cern.ch/node/417

              2          https://admin-eguide.web.cern.ch/node/1604

3          http://admin-eguide.web.cern.ch/procedure/carte-visiteur-acces-au-cern-pour-  les-visiteurs-et-les-participants-aux-conferences

 

Reservation process

The CERN Housing Service operates the Web Booking Tool to permit guests already registered in the CERN database to reserve rooms in the CERN Hotel and the Foyer Résidence Schumann in Saint-Genis-Pouilly.

If reservation cannot be made through this interface, it may still be done by contacting the CERN Housing Service directly through this booking form in Service Now.

All persons not yet registered at CERN, or registered with a non-accepted status at the time of reservation, must supply the name of a CERN guarantor who certifies the reason for the stay at CERN and who confirms under which status they will be registered whilst at CERN. MPEs or USERs on-site can be guarantors for individuals. For Group and Block Reservations a guarantor must be MPE (or USERs who are Team Leaders/”important” USERs, as well as experiment spokespersons.

Whilst every effort has been made to ensure that the images and text contained on the Housing webpages are as accurate as possible, variations in the accommodation offered may occur. It is the responsibility of each guest to determine the suitability of accommodations for his/her individual needs prior to making a reservation.

The cost of the reservation is indicated during the reservation process as a tax-inclusive amount in Swiss Francs.  The cost is quoted on a room-only basis for the number of people and the dates specified in the reservation.  The CERN Hotel does not provide any meals.

The reservation form shall be completed truthfully and accurately.

The reservation is deemed to have been created upon submission of the reservation form in Web Booking tool or  Service Now.

The CERN Hotel shall acknowledge receipt of the reservation by email indicating the contract offer; the services reserved; the total cost; and, the terms and conditions of sale.  This acknowledgement of reservation completes the contract between the CERN Hotel and the guest.

In the event that there is a discrepancy between the acknowledgement of reservation and these terms and conditions, the relevant clauses of the acknowledgement of reservation shall prevail.

The CERN Hotel shall not be held responsible for the non-fulfillment or inadequate fulfillment of the reservation in the event of force majeure, actions of third parties, or actions of the guest.

Guarantee and payment

All reservations, regardless of origin, are payable in Swiss Francs.

Reservations shall be secured with a valid financial guaranty at the time of reservation. Either of the following are accepted as guaranty:

•           Credit Card (MasterCard, Visa, American Express, JCB)

•           CERN Budget Code with the approval of the Budget Code holder

•           CERN Team Code with the approval of the Team Code holder

The financial guaranties are for the purposes of securing the reservation; they are not charged at the time of reservation.

Payment shall be made upon arrival at or departure from the CERN Hotel. The payment method of the stay can be different from the guaranty (e.g. cash). 

CERN Hotel Cancellation/Modification Policy

The applicable cancellation policy depends on the type of reservation, duration of stay as well as the size of the quota.

Definitions

Types of reservations:

Any set of more than 8 rooms  are considered as either a Group or a Block, and the appropriate policy is applicable.

Individual Reservation: Reservations made for one individual. The individual is financially responsible and supplies a financial guaranty.

Group Reservations: Reservations made for groups of individuals with known names. The organiser manages the group, remains the liaison person and supplies a financial guaranty, and remains financially responsible for the Group 2.

Block Reservations: Reservation made for groups of individuals, whose names are not known. The organiser supplies a financial guaranty. A booking form to be completed for each individual in the block is sent to the organiser. The individuals fill out and send the form to the Hotel Reception. The individual supplies a financial guaranty. From this time, the individual becomes financially responsible.

Duration of Stay:

  • Number of nights reserved.

Quota:

  • Number of rooms times number of nights.

Financial Guaranty:

A financial guaranty is necessary to secure the reservation and will be used in case of late cancellation or no-show. Either of the following are accepted as guaranty:

  • Credit Card (MasterCard, Visa, American Express, JCB)

  • CERN Budget Code with the approval of the Budget Code holder

  • CERN Team Code with the approval of the Team Code holder

    N.B.: The payment method of the stay can be different from the guaranty (e.g. cash).

1 One bed in a shared room is considered as one room in this policy.

2 Payment method may be different from the provided means of financial guaranty.

 

Cancellation/Modification Policy per Reservation Type and by Quota

Individual Reservation Cancellation/Modification Policy:

  • Cancellation and modification is accepted free of charge until 14:00 (CET) 2 days before the foreseen day of arrival.

  • Reduction of length of stay is accepted free of charge until 12:00 (CET) on the day of departure.

  • In case of no-show the first night of the reservation is charged at 100% to the supplied means of financial guaranty. The rest of the stay is automatically cancelled by 12:00 (CET) on the day following the no-show.

Group Reservation Cancellation/Modification Policy:

For the organiser:

  • Beds not confirmed with a name will be automatically released by 14:00 (CET) 30 days before the foreseen day of arrival.

  • 100% of the initially reserved nightly quota can be cancelled free of charge until 14:00 (CET) 30 days before the foreseen day of arrival.

  • 50 % of the confirmed nightly quota can be cancelled free of charge until 14:00 (CET) 15 days before the foreseen day of arrival. Any cancelled quota above 50% will be charged to the supplied means of financial guaranty.

  • 25 % of the remaining confirmed nightly quota can be cancelled free of charge until 14:00 (CET) 7 days before the foreseen day of arrival. Any cancelled quota above 25 % will be charged to the supplied means of financial guaranty.

  • 5 % of the remaining confirmed nightly quota can be cancelled free of charge until 14:00 (CET) 2 days before the foreseen day of arrival. Any cancelled quota above 5 % will be charged to the supplied means of financial guaranty.

  • In case of cancellation of the remaining confirmed quota occurring between 14:00 (CET) 2 days before the foreseen day of arrival and the end of the booked period, 100% of the cancelled quota will be charged to the supplied means of financial guaranty.

Block Reservation Cancellation/Modification Policy

For the organiser:

  • Beds not confirmed will be automatically released by 14:00 (CET) 30 days before the foreseen day of arrival.

  • 100% of the initially reserved quota can be cancelled free of charge until 14:00 (CET) 30 days before the foreseen day of arrival.

For the guests (group members):

  • Cancellation and modification is accepted free of charge until 14:00 (CET) 2 days before the foreseen day of arrival.

  • Reduction of length of stay is accepted free of charge until 12:00 (CET) on the day of departure.

  • In case of no-show the first night of the reservation is charged at 100% to the supplied means of financial guaranty. The rest of the stay is automatically cancelled by 12:00 (CET) on the day following the no-show.

N.B.:

  • In case of numerous and simultaneous individual no-show or modifications, where it may be suspected that the organiser no longer needs the rooms, e.g. cancellation of a planned workshop or similar, at the sole discretion of the CERN Hotel, may result in the charging the unused quota to the supplied means of financial guaranty (evaluated on a case by case basis).

  • For groups with 100 rooms per night or more, more restrictive conditions may apply.

  • It is the responsibility of the Group/Block organiser to ensure that everyone involved in the reservation is aware of above-mentioned policies.

  • No charge will apply in case of force majeure or in case of sickness of the guest, with a medical certificate.

Check-in and check-out
Check-in time is 14:00 (CET) on the foreseen day of arrival.

Unless expressly specified otherwise in the emailed acknowledgement of reservation, check-out time is 12:00 (CET) on the last day of the reservation. Check-out time for visiting School Groups is 10:00 (CET) on the last day of the reservation. Failure to check-out and vacate the room by the check-out time shall automatically result in a penalty equivalent to the cost of the first night of the reservation being charged to the financial guarantee used to secure the reservation.

 

Contact information

For questions relating to CERN hotel reservations, customer service is open as follows:

 

Monday – Friday      07:30 to 01:00 (local time)
Saturdays, Sundays and holidays 09:00 to 01:00
Telephone +41 22 767 44 81
Fax +41 22 767 38 00
Email housing.service@cern.ch (link sends e-mail)
Mail

Customer Reservations

CERN Hotel

1211 Geneva 23

Switzerland

 

Complaints about accommodation may be addressed to housing.service@cern.ch (link sends e-mail) or the hotel reception which is open as follows:

Monday – Friday 07:30 to 01:00 (local time)
Saturdays, Sundays and holidays 09:00 to 01:00
 

 

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