Arena Hotel Baku

Cancellation Policy for Group Accommodation Reservations
(WUF13, 17-23 May 2026)

This policy applies to all reservations for nine (9) or more rooms (a "Group Reservation"). For reservations of fewer than 9 rooms, please refer to the standard individual cancellation terms.

1. Group Reservation Process

Reservations for 9 or more rooms cannot be completed via the standard online booking platform. Please contact our dedicated accommodation team directly at accommodation@wuf13.az to arrange your group booking.

2. Payment Schedule & Cancellation Terms

A. For Group Reservations confirmed and contracted BEFORE 15 March 2026:

A 50% advance payment is required to confirm the reservation.
The remaining 50% balance must be settled in full by 15 March 2026.

Cancellation before 15 March 2026: If the reservation is cancelled, or if the balance payment is not received by 15 March 2026 (and no alternative arrangement is agreed upon in writing), the reservation will be automatically cancelled.
The 50% advance payment will be refunded, minus any applicable bank or payment processing fees.

Cancellation on or after 15 March 2026: The 50% advance payment is non-refundable and will be forfeited as the cancellation fee.
The guest is not liable for the outstanding 50% balance.

B. For Group Reservations confirmed and contracted ON OR AFTER 15 March 2026:

A 100% prepayment is required to confirm and guarantee the reservation.
All cancellations for reservations made in this period are non-refundable.

3. General Conditions

All cancellation notices must be sent in writing to the same address: accommodation@wuf13.az. The date of the written notice will determine the applicable cancellation charges.

Please note: In all cases where a refund is applicable, any bank transfer fees, payment gateway commissions, or other transaction costs incurred during the original payment will be deducted from the refunded amount and are non-refundable.

The organiser reserves the right to release all unreserved or unpaid room blocks after the stated payment deadlines.

For any questions regarding group bookings, please contact:

WUF13 Accommodation Team
Email: accommodation@wuf13.az