Terms & Conditions

1. Agreement Between You and Exhibitors Booking

These terms and conditions apply to every service we provide, whether online, through a mobile device, by email, or by phone, and may be updated from time to time. By using this website — browsing it, submitting a reservation form, or otherwise transacting with us — you confirm that you've read, understood, and agreed to the terms below, including our Privacy Policy.

This website exists to help clients gather travel information, check availability, make legitimate reservations, and otherwise do business with travel suppliers — and for no other purpose. Throughout this page, "we," "us," "our," and "Exhibitors Booking" refer to Exhibitors Booking, and "you" refers to the person or company using the site or booking through our reservations team.

Please read this page carefully — it includes limits on our liability and explains how disputes are handled. If you don't agree to these terms, please don't use this website or book a reservation through our team.

2. Use of the Website

By using this site, you confirm that:

• You are at least 18 years old.
• You have the legal authority to enter into a binding agreement.
• You'll use the site consistent with these terms.
• You'll only make reservations for yourself or for people you're authorized to book on behalf of.
• You'll pass along these terms — including any applicable rules and restrictions — to anyone you book on behalf of.
• Any information you give us is true, accurate, current, and complete.

We reserve the right to deny access to this site or our services, at any time and for any reason, including a violation of these terms.

3. Prohibited Activities

The content on this site — including pricing and availability — and the infrastructure behind it belong to us or our hotel and travel suppliers. You may keep a copy of your own itinerary for your travel records, but you agree not to modify, copy, distribute, publish, or resell any content, software, or service from this site. You also agree not to:

• Use this website for any commercial purpose of your own;
• Submit a speculative, false, or fraudulent reservation, or book in anticipation of demand you don't actually have;
• Scrape, crawl, or otherwise automatically collect content from this site without our written permission;
• Bypass any access controls or robot-exclusion rules on this site;
• Place an unreasonable load on our systems;
• Deep-link into any part of our booking flow, or frame or mirror this site elsewhere, without our written permission.

If we see signs of fraud or abuse on a booking or account, we may cancel the related reservations and close the associated account. Fraudulent activity may also result in legal action and liability for resulting losses, including litigation costs. If you believe a cancellation or account action was made in error, contact our Customer Service team.

4. Prepaid Hotel Reservations

Exhibitors Booking pre-negotiates certain room rates with hotel suppliers to make booking easier, and charges a facilitation fee for that service. The room rate you see is a combination of the pre-negotiated rate and our facilitation fee. By booking, you authorize us to reserve on your behalf for the total price, plus any applicable tax recovery charges, service fees, and taxes on our own services.

Exhibitors Booking is a privately owned company and is not affiliated with any event or organizer. Payment is due no later than 24 hours after you submit a booking form.

Tax recovery charges reflect our estimate of the taxes (sales, use, occupancy, room tax, and similar) that we pay to hotel suppliers on your behalf; hotels remain responsible for remitting those taxes to the correct authority. Actual amounts can vary slightly based on the rates in effect at the time of your stay. Exhibitors Booking retains the service fee as compensation for coordinating your reservation.

5. Confirmation, Changes & Cancellation

After you submit a reservation request, you'll receive a proforma invoice and a hotel confirmation number. If any guest names are listed as TBD, please provide the final names at least 30 days before check-in.

You can change or cancel a prepaid hotel reservation, but a cancellation or change fee may apply, as set out in the rules for that specific hotel. Cancellation windows vary by property, typically 15–30 days before arrival; cancelling after that window may mean a charge equal to the nightly rate, tax recovery charge, and service fee. If you don't check in for the first night but plan to arrive later in your stay, let us know before the first night's date so your reservation isn't cancelled.

Some hotels don't allow any changes or cancellations once booked — this will be noted in that hotel's rules and restrictions at the time of booking.

6. Group Bookings (9+ Rooms)

Online bookings are limited to 8 rooms per hotel, per stay. If we find that a client has split a larger booking into multiple reservations to get around this limit, we may cancel the reservations and apply a cancellation fee, including forfeiture of any non-refundable deposit. For 9 or more rooms, please contact our group travel specialists directly — we may ask you to sign a group contract and/or pay a non-refundable deposit. Hotels may also require a credit card or cash deposit at check-in for incidentals; that deposit is separate from anything paid to Exhibitors Booking.

7. International Travel

You're responsible for meeting any foreign entry requirements and keeping your travel documents — passports, visas, and similar — in order. Exhibitors Booking doesn't have special knowledge of entry requirements for international destinations; please check current government travel advisories before booking international travel.

8. Liability Disclaimer

Information on this site, including pricing, photos, and property descriptions, may occasionally contain errors. Exhibitors Booking and our hotel partners don't guarantee this information is error-free and disclaim liability for inaccuracies. We reserve the right to correct pricing errors, including on pending reservations booked at an incorrect price — in that case, we'll offer you the corrected price or cancel the reservation without penalty.

Hotel ratings shown are general guidelines only; we don't guarantee their accuracy. Neither Exhibitors Booking nor our hotel suppliers guarantee the availability of any specific room type, rate, or service, and either party may update pricing or availability at any time.

9. Service Help

For quick answers, see our FAQ. You can also reach our Customer Service team directly:

• Email: reservations@exhibitorsbooking.com
• Phone: 302-234-9876
• Mail: Attn: Customer Service, 131 Continental Dr, Suite 305, Newark, DE 19713, US

Exhibitors Booking is an independent corporate travel and accommodation agency and is not affiliated with, sponsored by, endorsed by, or authorized by any official trade show, exhibition, convention center, or event organizer in the USA. All third-party trademarks and event names belong to their respective owners.