6.7. Cut-Off Dates, Deposits, Cancellations, and No-Shows

1. Cut-off dates for final reservations and payment of deposits, if any, are negotiated with hotels jointly by ADB, the PCO, the host country, and the organizing authority. For past Annual Meetings, the cut-off date has been in the second half of March or in some cases this may need to be a phased approach dependent upon expected registration timings and numbers.
2. It is preferable that hotel policies on deposits, cancellations, and no-shows be uniform across official hotels for the Annual Meeting to minimize confusion. It is the PCO’s responsibility to discuss this - and ensure official hotel contracts reflect this - with the hotels concerned.