Booking policies

Please note

Benefits of booking in the official housing block

Book through the Brussels Booking Desk to ensure the lowest price and get the best service with reservation protection, flexibility and assistance – before, during and after your stay.

Best Rate Pledge!

  • The lowest room rates available have been negotiated at official hotels.
  • Other booking channels are monitored to track down rival rates.

Cancellation policy

The individually made hotel room reservations, not more than eight rooms online for the same accommodation, within the same ‘allotment’, can be cancelled free of charge, in writing (fax or email), till 72 hours prior to arrival. Afterwards the ‘hotel’ will charge the incurred loss which corresponds to difference of the number of nights between start of the stay and possible re-booking of the room by a third party, the complete compensation not exceeding the entire stay booked.

The policy will be stated on the provided secured room reservation platform (portal site) and on the hotel confirmation each individual will receive.

Room reservation requests of more than eight rooms are considered a group room reservation and will be subject to the selected hotel’s applicable “terms & conditions”, and group cancellation policy.

No Show

When individual attendees are not showing up at the date booked, “no-show”, the attendees will be charged the entire stay booked. Rooms are held until 10 AM the day following the arrival date. Afterwards the room will be offered as freely available, without prior notice.

Early departure

In case of an early departure, the remaining night(s) may be charged to the individual attendee.


All room reservations must be guaranteed, with a valid credit card (card type, card number, card expiry date, card holder as well as the CVV code at back of the card). Details will be requested through the secured (https://) room reservation platform (portal site), respecting Payment Card Industry’s data security standards (PCI compliance).

Arrival & departure

The ‘hotel(s)’ official arrival time (check-in) is 3 PM (local time), the day of arrival. In the event of an early arrival (before the official check-in time), is recommended to pre-book, the latest 72 hours prior to arrival, the night before the actual stay to guarantee an available room upon arrival.

Possible unexpected early arrivals will be provided a room upon availability, although an immediate availability cannot be guaranteed.

The rooms have to be vacant again by noon (local time), the day of departure. In the event of a late liberated room the ‘hotel(s)’ can apply charges up to one additional night.