Practical information
Venue and Accommodation
The Annual General Meeting will take place in Edinburgh at the Radisson Blu Hotel, Edinburgh City Centre.
The Radisson Blu Hotel, Edinburgh City Centre is ideally located in the heart of the historic Royal Mile in Edinburgh's Old Town, just a short walk to major city centre attractions. Walk to the iconic Edinburgh Castle, National Museum of Scotland, the Scottish Parliament, and Edinburgh's famous shopping thoroughfare, Princes Street. The hotel is also within easy reach of Holyrood Palace and Holyrood Park. Arthur's Seat, the park's highest point, has stunning views of the Scottish capital.
Hotel features:
- A range of stylish rooms
- 24-hour room service
- On-site leisure facilities complete with indoor heated swimming pool, sauna, steam room, and gym equipment
- Just 13 kilometres from Edinburgh Airport (EDI) – 30 minutes’ drive
- 250-metres walk from Edinburgh Waverley, the city's central railway hub
Radisson Blu Hotel, Edinburgh City Centre
The Royal Mile, 80 High Street,
Edinburgh EH1 1TH,
United Kingdom
Radisson Blu Hotel, Edinburgh City Centre Hotel website
Check-in: as from 15:00
Check-out: before 12:00
EIGA has arranged special fixed rates:
Standard Room – Available from Sunday 25th May until Sunday 1st June 2025
Rooms are around 27sqm.
Single occupancy: GBP 305 per night, including VAT.
Double occupancy: GBP 320 per night including VAT.
You can find here the official currency exchange website.
The rates include a full buffet breakfast and Wi-Fi. All rooms have living/sitting area, coffee/tea facilities, safe in room and ironing material.
Rooms are considered “Run of House” rooms which does not guarantee bed type. If you have a specific request, please add it in the “Special Requirements” box in the hotel booking process.
Hotel Reservation Conditions:
Reservations to be done by 16th March 2025. Room rates and availability cannot be guaranteed after 16th March 2025. Early reservation is recommended due to the limited EIGA block booking.
Your credit card details will be asked while booking your room on the conference registration website as a guarantee (only used in case of late cancellation or no-show). Please note that your card will not be charged prior to arrival and you will settle your account upon check-out while leaving hotel.
Hotel Cancellation Conditions:
Room can be cancelled 3 days before the date of arrival. In case of a late cancellation, no-show or in case of early departure, the entire stay will be charged.
Cancellation of hotel can only be done in writing and should be directed to eiga@destree.be
How to get to the Radisson Blu Hotel, Edinburgh City Centre
All information can be found on hotel website on this page.
Parking at Hotel:
On-site parking is available at Radisson Blu Hotel, Edinburgh City Centre. The parking area is Indoor.
The maximum vehicle height permitted at Radisson Blu Hotel, Edinburgh City Centre's parking area is 2,10 meters high.
Parking costs are: GBP 5 per hour, GBP 15 per night for residents.
5 Electric Car Charging Stations
You can find here the official currency exchange website.
REGISTRATION
Registration fee
Registration fee per couple or single – For EU (except Great Britain) and non EU delegates:
2.994,00€ (2.474,38€ + 519,62€ GB VAT: 20 %)
Registration fee per couple or single - For British taxpayers only (with GB VAT number):
2.474,38€ (no VAT because of reverse charge mechanism)
REGISTRATION FEE INCLUDES:
1. For delegates
- Welcome Reception and Dinner
- Participation in the Annual General Meeting (AGM)
- Coffee breaks during the meeting
- AGM Lunch
- Awards Reception and Dinner
2. For partners
- Welcome Reception and Dinner
- Partners’ Programme on Friday, including lunch
- Awards Reception and Dinner
How to register online
To register for the conference, please complete the online registration form.
If you have problems with this online registration, please contact the Conference Secretariat Destrée Organisation in Brussels at eiga@destree.be, tel. +32 476 31 02 88
Deadline: 15th March 2025
Payment
Payment by credit card (in EUR) should be made upon registration.
Advance payment is mandatory.
A VAT invoice will be sent by the Conference Secretariat Destrée Organisation shortly after receipt of your registration.
A final confirmation will be sent a few days before the event.
Registration cancellations
Notification of cancellation must be sent in writing to the Conference Secretariat Destrée Organisation by e-mail.
All refunds will be processed after the Summer Summit.
- For cancellations until 15th March 2025:
No cancellation fee. - For cancellations between 16th March and 22nd April 2025:
The cancellation fee = 85% of total amount paid or due. - For cancellations after 22nd April 2025 and for No-Shows:
The cancellation fee = 100% of total amount paid or due.
VAT Refund
Here are the steps to follow to claim a refund of VAT paid in the United Kingdom, in accordance with VAT Notice 723A:
- Eligibility requirements:
- The business must not be registered for VAT in the UK, nor have a residence or establishment in the UK.
- The business must not carry out supplies in the UK, with the exception of specific services relating to the international transport of goods.
- Application period and deadlines:
- The reimbursement period runs from 1st July to 30th June of the following year.
- The application must be submitted by 31st December of the following year at the latest.
- The request may cover a period of at least 3 months, but must not exceed a full year.
- If the period claimed is less than 12 months, the VAT claimed must be at least GBP 130. If the claim covers the period of the last 3 months of the prescribed year, or for the whole year, the amount claimed must be at least GBP 16.
Submitting the claim:
The application can be submitted in two ways:
- Electronically via HMRC's secure SDES service (currently being tested).
- By post, which is generally simpler.
If you choose to submit by post, the following documents must be sent to HM Revenue and Customs:
- Form VAT65A.
- A certificate of status proving that your business is subject to VAT.
- Invoices and supporting documents.
Mailing address:
HM Revenue and Customs - Compliance Centres
VAT Overseas Repayment Unit S1250s
Benton Park View
Newcastle upon Tyne
NE98 1YX
United Kingdom
We recommend to seek advice from a tax expert to help you through the process and ensure that the refund claim runs smoothly.
General information
Conference Hospitality Desk
The Conference Hospitality Desk will be operating in the hotel lobby:
- On Thursday 29th May 2025: 10:00 – 18:30
- On Friday 30th May 2025: 08:00 – 18:00
- On Saturday 31st May 2025: 09:30 – 12:00
Language
The language of the Conference will be English.
The Partners’ Programme will also be in English only.
Name Badges
For identification/security reasons, all participants are kindly requested to wear their name badges at all EIGA events including during all official lunches and dinners.
Liability / Insurance
Delegates and partners are always advised to take international travel and health insurance during their trip. All participants are reminded that neither EIGA nor the Conference Secretariat Destrée Organisation in Brussels are liable for any losses, accidents or damage to persons or private property.
Dress code
- Business casual: for all meetings and dinners.
- Casual and comfortable clothing and footwear: for the Partners’ Programme on Friday 30th May 2025.
For those who are not familiar with this dress code definition:
Business casual dress code has no generally accepted definition. Its interpretation differs widely among organisations. In general, business casual means dressing professionally, looking relaxed, yet neat and pulled together. A more pragmatic definition is that business casual dress is the mid ground between formal business clothes and street clothes.
For example, ties are optional.
You can find out more here.
Plan your trip and your stay
Travel:
Passport
A valid passport for visiting UK is required. A European citizen or a citizen from another part of the world who does not have a valid passport when this is required will be refused entry to the United Kingdom.
Make sure your passport is still valid or apply for a new one as soon as possible. Bear in mind that this might take some time.
ETA (Electronic Travel Authorisation
NEW legislation for travelling to UK:
As a visitor, you will have to apply for an Electronic Travel Authorisation (ETA) in order to have permission to travel to the UK.
Please visit GOV.UK for more information and for regular updates on ETAs and make sure you have your ETA well in advance for travelling.
Travel adapters:
The voltage for UK and Ireland is 230 volts with most electrical goods operating at between 220 - 240 volts. The United Kingdom requires a unique 3 flat rectangular pronged plug type.
Hotel:
All useful information can be found on the Radisson Blu Hotel, Edinburgh City Centre website – See also the overview at the bottom of the hotel page by clicking here
Or see below:
Proxy for AGM
Procedure for Proxies:
Procedure for Proxies:
- Only persons who have the official mandate of “EIGA Representative” have voting rights at the EIGA Annual General Meeting (AGM).
- Only EIGA Representatives who registered to the EIGA Summer Summit and who will be present at the AGM will be allowed to vote. They can hold up to 10 proxies (= for 10 companies which are members of EIGA).
- The Proxy must be given and signed by someone who is the formal representative of the Company according to the Company’s articles.
- The EIGA Representative should complete the Proxy and return it by email to Isabelle Rondeau i.rondeau@eiga.eu no later than Monday 5th May 2025.
If you want to know the list of EIGA Representatives of your company/group, please contact i.rondeau@eiga.eu
Contact details
Our Conference Secretariat in charge of registration process and organisation on-site is Destrée Organisation
Privacy Statement/GDPR Policy
Privacy statement/GDPR policy
We are committed to respect and protect the privacy of personal data collected. This registration procedure is made in accordance with "Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)", EIGA AISBL as data controller and Destrée Organisation as data processor. The collection of personal information is intended only for the express purpose of organising and managing the event. Full text of our Privacy Policy for EIGA events can be downloaded here. You can exercise your rights (access, rectification, erasure, etc.) by sending an e-mail with a copy of your identity card/passport, including your picture, to dataprotection@eiga.eu
Pictures at the event
Please note that pictures and videos may be taken and used for promotional purposes on behalf of EIGA at this event. These pictures and/or videos may be used by EIGA for publicity reasons on its permanent website and on social media like e.g. Linkedln for an unlimited period of time. If you do not wish to be photographed or recorded for the aforementioned purposes, please ask for a different coloured badge lanyard at the registration desk, inform the photographer/cameraman at the event and/or indicate it to us at the following address dataprotection@eiga.eu before the event by sending us a clear picture of you (for identification purposes) as well as your full name. You can exercise your rights (access, rectification, erasure, etc.) by sending an e-mail with a copy of your identity card/passport, including your picture, to dataprotection@eiga.eu