Privacy Policy

1. What We Collect

When you request a quote, book through us, or sign up for our newsletter, we collect what you give us directly: your name, company, email address, phone number, and details about your trip such as event dates, venue, and group size. We don't collect payment card details through this website — payment is arranged directly by our reservations team as part of your booking.

If you accept our cookie/analytics banner, we also collect basic technical information about your visit — see "Cookies, Analytics & Site Visit Data" below.

2. How We Use It

We use your information to prepare quotes, coordinate hotel, flight, and meeting-room bookings, send you your itinerary and invoice, and answer your questions. We do not use your information for any purpose beyond serving you as a client, or as described on this page.

If you check the "send me future hotel deals" box on our booking form, we'll also add your email to the same newsletter list described below. This is optional and unchecked by default — completing a booking never requires it, and you can unsubscribe at any time.

3. Our Email Newsletter

If you enter your email address in our newsletter sign-up, we'll send you occasional hotel offers and group-rate alerts for upcoming US expos. We keep that address confidential — we never sell, rent, or share your email list with advertisers or unrelated third parties.

Every newsletter we send:

• Clearly identifies Exhibitors Booking as the sender, with our physical mailing address in the footer;
• Uses a subject line that accurately describes the content of the email;
• Includes a working, one-click unsubscribe link that we honor promptly;
• Links only to pages on our own site describing current hotel offers.

You can unsubscribe at any time using the link in any email, or by contacting us at reservations@exhibitorsbooking.com. We'll process your request without asking you to justify it.

4. Cookies, Analytics & Site Visit Data

The first time you visit, a banner asks whether you're okay with basic analytics cookies. If you choose "Necessary only," none of the following happens and no analytics cookie is set. If you choose "Accept," here's exactly what we do:

• Google Analytics 4 (GA4). We use GA4 to understand aggregate traffic — which pages are popular, how visitors found us, and general trends. We use Google's IP anonymization setting and Consent Mode, and we never send your name, email, or other directly identifying information into GA4.
• A first-party visitor ID. We assign a random, anonymous ID (not tied to your name) stored in your browser, so we can recognize repeat visits and measure traffic accurately. This ID is not shared with advertisers and is not used for cross-site tracking, and we don't run any advertising or retargeting on this site.
• A basic visit log. We record which page you viewed, the referring site, your approximate technical info (browser/device type, IP address), and the time of your visit. We use this to see overall traffic patterns and troubleshoot the site — not to build a profile of anonymous visitors.

If you later identify yourself by submitting the newsletter, quote, or booking form, we may connect your earlier anonymous visits (via that same first-party ID) to your now-known contact record, so our team has the full picture of your interest before following up. We do not attempt to identify anonymous visitors by any other means — for example, we do not use third-party "visitor identification" or IP-to-company matching services to unmask who you are without your say-so.

You can change your cookie choice at any time by clearing your browser's site data for this domain, which will show the banner again on your next visit.

5. When We Share Information

We share the minimum information necessary with hotels, airlines, and venues to complete a booking you've requested — for example, guest names and stay dates sent to a hotel to secure your room block. We don't share your contact information with unrelated third parties for their own marketing. Aggregate, non-identifying traffic data may be visible to Google as our analytics provider, subject to Google's own privacy policy.

6. Keeping It Secure

We take reasonable steps to protect the information you share with us, including limiting access to client and booking data to our reservations and support team.

7. Your Choices & Rights

You can ask us at any time to tell you what information we hold about you, to correct it, or to delete it, subject to any records we're required to keep for completed bookings or tax purposes. You can also opt out of marketing email at any time without affecting an active or past booking, and opt out of analytics cookies at any time via the cookie banner (see above). If you are a California resident, you may have additional rights under the CCPA/CPRA to know, delete, or opt out of the "sale or sharing" of personal information — we do not sell personal information, and you can exercise these rights using the contact details below.

8. Contact Us

Questions about this policy or your information can be sent to reservations@exhibitorsbooking.com, by phone at 302-234-9876, or by mail to 131 Continental Dr, Suite 305, Newark, DE 19713, US.