Terms of Service
Terms for using bookMyMeeting.
Welcome to app.bookmymeeting.org. These Terms of Service ("Terms") govern your access to and use of the app.bookmymeeting.org website and platform (collectively, the "Platform"), operated by hotelhuddle ("hotelhuddle," "we," "us," or "our"). By accessing or using the Platform, you agree to be bound by these Terms. If you do not agree to these Terms, you may not use the Platform.
1. Description of Service
app.bookmymeeting.org is a group hotel booking platform that enables users to submit requests for proposals (RFPs) to hotels for group room bookings. The Platform connects groups—such as businesses, organizations, event planners, and travel coordinators—with hotels to facilitate the negotiation and booking of room blocks at competitive rates.
Our service area covers the United States, excluding Florida, Hawaii, Iowa, and Washington. By using the Platform, you represent that you are seeking group hotel bookings in jurisdictions where our services are available.
app.bookmymeeting.org acts as an intermediary platform and is not a party to any hotel booking agreement between you and a hotel. All final booking terms, including rates, room availability, and hotel policies, are determined solely by the respective hotel.
2. User Accounts
2.1 Account Registration
To use certain features of the Platform, you must create a user account. When you register, you agree to:
- Provide accurate, current, and complete information during registration and keep your account information updated.
- Maintain the security of your account credentials and accept responsibility for all activities that occur under your account.
- Notify us immediately if you become aware of any unauthorized use of your account.
- Not create an account using false information or on behalf of another person without their authorization.
2.2 Account Types
The Platform is free to use. RFP submissions are free — there are no subscription plans, per-request fees, or hidden charges. The features and limitations of the Platform are described on our website. We reserve the right to modify features with reasonable notice.
2.3 Account Suspension and Termination
We reserve the right to suspend or terminate your account if you violate these Terms, engage in fraudulent activity, or misuse the Platform. Upon termination, the provisions of these Terms that by their nature should survive will remain in effect.
3. Booking Process
3.1 Request for Proposal (RFP) Submission
The core of our Platform is the RFP submission process. When you submit an RFP, you provide details about your group's travel needs—including destination, dates, number of rooms, and room type preferences—and we distribute your request to relevant hotels in our network.
3.2 RFP Fee
RFP submissions are free on app.bookmymeeting.org. There is no charge for submitting requests. All users enjoy unlimited RFP submissions at no cost.
After you submit an RFP, hotels may respond with proposals including room rates, availability, and terms. We strive to connect you with a minimum of five (5) hotel responses within seven (7) days. If we are unable to connect you with at least five (5) hotel offers and you do not accept any of them, you may request a refund as described in our Refund Policy. We make no guarantee regarding the rates offered or the availability of rooms. All proposals are subject to change by the hotel prior to booking confirmation. A booking is not confirmed until you have directly completed a reservation with the hotel according to their booking procedures. app.bookmymeeting.org does not guarantee room availability, hotel acceptance, or the accuracy of any hotel's quoted rates or terms. Subscription fees are billed in advance on a recurring basis (monthly or annually, depending on your plan). Your subscription will automatically renew at the end of each billing cycle until you cancel through your account settings. Payment is processed through Stripe, our third-party payment processor, and is due at the beginning of each billing cycle. You may cancel at any time, and cancellation takes effect at the end of the current billing period. RFP submissions are free. No fee is charged at the time of submission. You must maintain a valid payment method on file. If a payment fails, we may attempt to charge the method again or contact you for updated payment information. Unpaid balances may result in suspension of your account and access to the Platform. All fees are exclusive of applicable taxes unless otherwise stated. You are responsible for any taxes that may apply to your use of the Platform. You may cancel your subscription at any time through your account settings. Cancellation will take effect at the end of the current billing period. No partial-month or partial-year refunds will be issued for unused subscription time. RFP submissions are free. Our service is complete when either (a) we provide a minimum of five (5) hotel responses, or (b) you accept any offer regardless of the number of responses. If fewer than five responses are received and no offer is accepted, you may resubmit at no cost. If you have any concerns, please contact us at legal@hotelhuddle.com. Cancellation of hotel bookings is subject to the individual hotel's cancellation policy. app.bookmymeeting.org is not responsible for hotel cancellation fees, deposits, or penalties. Please review the cancellation terms provided by the hotel before confirming a booking. By using the Platform, you agree to: The Platform and all of its content, features, and functionality—including but not limited to text, graphics, logos, design, and software—are owned by hotelhuddle and are protected by copyright, trademark, and other intellectual property laws. You may not reproduce, distribute, modify, create derivative works from, publicly display, or commercially exploit any part of the Platform without our express written permission. Hotel pricing and proposal data received through the Platform is provided for your personal use and may not be resold or redistributed. THE PLATFORM IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED. TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. We do not warrant that the Platform will be uninterrupted, error-free, or free of viruses or other harmful components. We make no representations or warranties regarding the accuracy, completeness, or reliability of any hotel proposals, rates, availability, or other information obtained through the Platform. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL hotelhuddle, ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF THE PLATFORM, REGARDLESS OF THE CAUSE OF ACTION OR THE THEORY OF LIABILITY, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. OUR TOTAL LIABILITY TO YOU FOR ANY AND ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE PLATFORM SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100.00). You acknowledge that hotel bookings involve inherent risks, including but not limited to changes in availability, rate fluctuations, and hotel policy changes. You use the Platform and rely on hotel proposals at your own risk. You agree to indemnify, defend, and hold harmless hotelhuddle, its affiliates, officers, directors, employees, and agents from and against any and all claims, liability, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: If you have a dispute with us, we encourage you to first contact us at legal@hotelhuddle.com to attempt to resolve the matter informally. We will attempt to resolve your dispute within 30 days of receiving your notice. If we cannot resolve the dispute informally, you agree that any and all disputes arising out of or related to these Terms or the Platform shall be resolved exclusively through final and binding arbitration administered by the American Arbitration Association ("AAA") under its Commercial Arbitration Rules. The arbitration shall be conducted in Bexar County, Texas, and may be held in person or via video conference at the arbitrator's discretion. You agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action. You waive any right to participate in a class action lawsuit or class-wide arbitration against us. Either party may seek injunctive or equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights. The arbitration provisions of this Section 10 do not apply to claims that may be brought in small claims court, provided the claims are within that court's jurisdiction. These Terms shall be governed by and construed in accordance with the laws of the State of Texas, United States of America, without regard to its conflict of law principles. Any disputes not subject to arbitration under Section 10 shall be resolved in the state or federal courts located in Bexar County, Texas, and you consent to the personal jurisdiction of those courts. We reserve the right to modify these Terms at any time. When we make material changes, we will: (a) post the updated Terms on the Platform with a revised "Last updated" date; and (b) provide reasonable notice via email or Platform notification for significant changes. Your continued use of the Platform after the effective date of any changes constitutes your acceptance of the revised Terms. If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions will continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving the intent of the original provision. These Terms, together with our Privacy Policy, constitute the entire agreement between you and hotelhuddle regarding your use of the Platform and supersede any prior agreements or understandings. If you have any questions about these Terms, please contact us: An active individual or company subscription on any HotelHuddle family site — app.bookmymeeting.org, hotelHaggle.org, hotelSlots.org, bookMyTeam.org, and HotelHuddle.com — grants you access to all other HotelHuddle family sites without an additional subscription fee. Your account and login credentials work seamlessly across the entire network. RFP submissions are free across all HotelHuddle family sites. There are no per-request fees. Your account data, including profile information, subscription status, and RFP history, is shared across all HotelHuddle family sites through our centralized database. This enables seamless access and a consistent experience regardless of which domain you are using. Company data, including team membership and booking visibility, is also shared across domains. To provide a seamless experience, when you enter search details on any HotelHuddle family site, your IP address may be associated with those search details to recognize you as a returning visitor and show a "Continue where you left off" experience across our family of sites, even if you have not created an account. See our Privacy Policy for details and retention. Company (team) accounts are free. Organizations can create a company profile, invite team members, and manage RFPs at no cost across every HotelHuddle family site. The company administrator may invite, remove, and manage team members through the company dashboard. When a team member is added or removed, the subscription quantity is adjusted accordingly. Removed members retain their individual account but lose company-level features and access. Companies may submit Last Negotiated Rate (LNR) requests at no cost, which includes up to 50 destinations. LNR submissions allow companies to broadcast their negotiated rate needs to hotels for the upcoming year. By using app.bookmymeeting.org, you acknowledge that this Platform is part of the HotelHuddle family of sites, which includes hotelHaggle.org, hotelSlots.org, bookMyTeam.org, and HotelHuddle.com. Each site operates under its own Terms of Service specific to that domain. While your subscription and account travel across the network, the specific terms, features, and RFP processes of each site apply when you use that site. We shall not be liable for any failure or delay in performing our obligations under these Terms if such failure or delay is caused by circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, pandemics, war, terrorism, civil unrest, government actions, labor disputes, power outages, telecommunications failures, or other similar events. In such event, our obligations will be suspended for the duration of the force majeure event. You must be at least 18 years of age to create an account and use the Platform. By registering an account, you represent and warrant that you are at least 18 years old and have the legal capacity to enter into these Terms. We do not knowingly collect personal information from individuals under 18. If we become aware that a minor has created an account, we will take steps to delete that account and associated data. By using app.bookmymeeting.org, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.3.3 Hotel Responses
3.4 Booking Confirmation
4. Payment Terms
4.1 Subscription Payments
4.2 RFP Fees
4.3 Payment Method
4.4 Taxes
5. Cancellation and Refund Policy
5.1 Subscription Cancellation
5.2 RFP Fee Refunds
5.3 Hotel Booking Cancellations
6. User Responsibilities
7. Intellectual Property
8. Limitation of Liability
8.1 Disclaimer of Warranties
8.2 Limitation of Liability
8.3 Assumption of Risk
9. Indemnification
10. Dispute Resolution
10.1 Informal Resolution
10.2 Binding Arbitration
10.3 Class Action Waiver
10.4 Exceptions
11. Governing Law
12. Modifications to Terms
13. Severability
14. Entire Agreement
15. Contact Us
16. Cross-Domain Access
16.1 Your Subscription Works Across All Sites
16.2 Domain-Specific Pricing
16.3 Data Sharing Across Domains
16.4 Guest Recognition Across Domains
17. Company & Team Subscriptions
17.1 Company Plan Overview
17.2 Team Member Management
17.3 Last Negotiated Rate (LNR) Submissions
18. Acknowledgment of Ecosystem
19. Force Majeure
20. Age Eligibility