IMPORTANT INSTRUCTIONS TO THE DELEGATES

1. Early Bird Discount : Early Bird Discount on Delegate Fee is subject to receipt of the payment in the Institute on or before 25th September, 2013.

2. Closure of Delegate Registration : The closing date for delegate registration is 25^th October, 2013. Depending upon the response from the delegates vis-à-vis the capacity of the Convention Venue and other administrative factors, the Institute may consider closing the delegate registration in advance. In such case, delegates will be registered for the Convention on First Come First Served Basis and the Delegate Fee will be refunded in case Institute is unable to register them as delegates.

3. Hotel Accommodation : Interested delegates may send their requests along with the requisite tariff in full (non-refundable) latest by 25^th September, 2013 for booking their accommodation in the aforesaid hotel. Rooms will be allotted on First-Come-First-Served Basis on receipt of requisite payment in the Institute subject to availability. If rooms are not available at the time of receipt of payment, the delegates will be kept in the waiting list and/ or the payment received will be refunded in case the Institute is unable to arrange the accommodation. In view of limited availability of hotel accommodation, even after remitting the requisite fee, kindly DO NOT treat the booking as confirmed until a formal confirmation is received from the Institute.

4. Preference of Category of Room : If the accommodation is not available in the preferred category, the accommodation will be arranged in the available categories. Accordingly, if the accommodation is arranged in higher category, the delegates will be required to remit the balance amount immediately to the Institute. Conversely, if the accommodation is arranged in the lower category, the excess amount will be refunded directly to the delegates by the Institute.

5. Checkin / Checkout Timings : Checkin time is 12 Noon (7th November, 2013) and Checkout time is 12 Noon (9th November, 2013). Early Checkin/ Late Checkouts will be subject to availability of rooms. Delegates may please recheck with the hotel regarding applicability of extra charges before availing the early checkin/ late checkout facilities.

6. Extra Bed : There is no provision for accommodating extra bed in the rooms. However, one additional occupant upto 12 years may accompany their parents in the rooms with complimentary breakfast.

7. Payment of Additional Expenses in the Hotel : Delegates have to pay for additional/ incidental expenses like room service, laundry charges, telephone charges, items consumed out of minibar, etc. to the Hotel directly at the time of service.

8. Room-wise Bill : No separate room-wise bill will be issued by the Hotel and the delegates may remit the balance amount, if any, after adjusting the advance amount remitted to the Institute and obtain receipt for the same.

9. Consumption of Items from Minibar & Settlement of Additional / Incidental Expenses : The hotel will not remove the minibar from the rooms and all items in the minibar are chargeable. As per the hotels requirement, the delegates will be required to provide Credit/ Debit Card Details at the time of Checkin as the incidental expenses are required to be settled by the delegates directly with the hotel.

10. No Hotel bookings against requests through E-Mail / Phone : Rooms will only be booked / confirmed on receipt of actual payment in the Institute. Merely sending the request through E-Mail/ Phone without the requisite payment is not sufficient for booking the accommodation.

11. Advisory on Twin Sharing Accommodation : Delegates accompanied by Children are required to opt for Single / Double Occupancy accommodation and are not eligible for Twin Sharing accommodation.

12. Delegate Fee & Hotel Accommodation Charges : The delegate fee and hotel accommodation charges are non-refundable. Delegate Fee and Hotel Accommodation Charges are to be remitted in advance along with the Delegate Registration Form duly filled up and signed.

13. Refund of Hotel Accommodation Charges : Once the payments are received by the Institute and the rooms are blocked on behalf of the delegates in the hotel, refunds are not admissible under any circumstances. Refunds, if any, allowed would depend purely upon the policy of the hotel in this regard.

14. Lunch & Dinner Coupons : Delegates may please collect separate Lunch and Dinner Coupons for themselves, Accompanying Spouse, Children (above 5 years but below 18 years) and the coupons are essentially required to be handed over to the catering staff at the food counters.

15. Special requirements : Delegates are required to carry a copy of the government recognized identification in the form of Voter ID Card, PAN Card, Driving Licence or Passport.

16. Extra Breakfast : Extra Breakfast, if required would be provided by the Hotel @ Rs.900 all inclusive.

17. Payment through Electronic Transfer : Delegates/ Sponsoring Organisations desirous of making payments through Electronic Transfer may please refer to the NEFT Mandate. The details regarding the remittance through NEFT mode is required to be sent to the Institute for verifying the receipt of the payment. After making the remittance through NEFT mode, delegates are required to send confirmation regarding the remittance through E-Mail to convention41@icsi.edu along with a copy of the transaction details and the priority will be decided according to date/time of receipt of E-mail.

18. Payment through Demand Draft payable at New Delhi / At Par Cheque: Delegates may please note that in case they are remitting the fee through demand draft / at par cheque their requests for Delegate Registration and hotel accommodation will be considered on receipt of the form and fee in the Institute. Keeping in view the time lag in receipt of the delegate registration form & payment in the Institute from the date of dispatch of the same, they may send a scanned copy of the delegate registration form and demand draft/ at par cheque along with dispatch details by E-Mail to consider their priority. The delegate registration form & fee may be sent to The Institute of Company Secretaries of India, C-37, Sector - 62, Noida 201 309 superscribing the envelope Delegate Registration for 41^st National Convention of Company Secretaries (Chennai)”.

19. Direct Bookings in other Hotels by the Delegates : The Institute has arranged accommodation in Hotel ITC Grand Chola only and will try to accommodate all the delegates in the said hotel. However, in case of non-availability of rooms at the said hotel, the delegates will be required to book alternative accommodation on their own.

20. For any query pertaining to Delegate Registration/ accommodation in Hotel ITC Grand Chola, please contact Mr Sohan Lal, Director / Mr K P Sasi, Desk Officer at Tel. No. 0120-4522014 or at E-Mail id convention41@icsi.edu.

ACCOMPANYING SPOUSE/CHILDREN

Accompanying spouse and children registered for the convention will be eligible to participate in lunch, dinner, cultural programme and other attractions of the Convention.