groupRooms a division of hotelhuddle

Terms of Service

Last updated: July 8, 2026

Welcome to groupRooms.org. These Terms of Service ("Terms") govern your access to and use of the groupRooms.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

groupRooms.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.

groupRooms.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 offers individual subscription plans at $4.99/month (unlimited RFP submissions) and company (team) subscription plans starting at $9.99/month (includes one admin seat) plus $4.99/month per additional team member. Company plans include unlimited RFP submissions and centralized team billing. The features, pricing, and limitations of each plan are described on our pricing page. We reserve the right to modify plan features and pricing 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

A fee of $3.00 per request applies to each RFP submission on groupRooms.org. This fee covers the cost of processing and distributing your request to hotels. The fee is charged at the time of submission and is non-refundable unless otherwise specified in these Terms. Subscribers (individual or company) enjoy unlimited RFP submissions without per-request fees.

3.3 Hotel Responses

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.

3.4 Booking Confirmation

A booking is not confirmed until you have directly completed a reservation with the hotel according to their booking procedures. groupRooms.org does not guarantee room availability, hotel acceptance, or the accuracy of any hotel's quoted rates or terms.

4. Payment Terms

4.1 Subscription Payments

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.

4.2 RFP Fees

The $3.00 per-request RFP fee is charged at the time each RFP is submitted. RFP fees are non-refundable once submitted and processed, except as provided in our Refund Policy (e.g., fewer than five hotel responses received without accepting an offer, or RFPs processed from Seller of Travel restricted states).

4.3 Payment Method

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.

4.4 Taxes

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.

5. Cancellation and Refund Policy

5.1 Subscription Cancellation

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.

5.2 RFP Fee Refunds

RFP fees are non-refundable once a request has been submitted and processed. 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 request a refund as described in our Refund Policy. If you believe you were charged in error, please contact us at legal@hotelhuddle.com within 30 days of the charge.

5.3 Hotel Booking Cancellations

Cancellation of hotel bookings is subject to the individual hotel's cancellation policy. groupRooms.org is not responsible for hotel cancellation fees, deposits, or penalties. Please review the cancellation terms provided by the hotel before confirming a booking.

6. User Responsibilities

By using the Platform, you agree to:

  • Use the Platform only for lawful purposes and in accordance with these Terms.
  • Provide truthful and accurate information in all RFP submissions and account details.
  • Not use the Platform to submit fake, misleading, or fraudulent requests.
  • Not attempt to gain unauthorized access to any portion of the Platform or its systems.
  • Not use automated scripts, bots, or scraping tools to access or collect data from the Platform.
  • Not interfere with or disrupt the Platform's infrastructure or other users' access.
  • Comply with all applicable local, state, and federal laws and regulations.

7. Intellectual Property

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.

8. Limitation of Liability

8.1 Disclaimer of Warranties

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.

8.2 Limitation of Liability

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).

8.3 Assumption of Risk

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.

9. Indemnification

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:

  • Your use of the Platform.
  • Your violation of these Terms.
  • Your violation of any applicable law or regulation.
  • Your violation of any third party's rights, including intellectual property rights.
  • Any false, misleading, or inaccurate information you provide through the Platform.

10. Dispute Resolution

10.1 Informal Resolution

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.

10.2 Binding Arbitration

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.

10.3 Class Action Waiver

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.

10.4 Exceptions

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.

11. Governing Law

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.

12. Modifications to Terms

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.

13. Severability

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.

14. Entire Agreement

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.

15. Contact Us

If you have any questions about these Terms, please contact us:

16. Cross-Domain Access

16.1 Your Subscription Works Across All Sites

An active individual or company subscription on any HotelHuddle family site — groupRooms.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.

16.2 Domain-Specific Pricing

While your subscription is valid across all domains, per-request (pay-as-you-go) RFP fees vary by site: $3.00 per request on groupRooms.org, bookMyTeam.org, and HotelHuddle.com; $2.00 per request on hotelHaggle.org and hotelSlots.org. If you submit RFPs on multiple sites, the corresponding per-request fee applies to each site.

16.3 Data Sharing Across Domains

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.

17. Company & Team Subscriptions

17.1 Company Plan Overview

Company (team) subscriptions are designed for organizations that need centralized billing and team management. The base plan is $9.99/month and includes one admin seat. Each additional team member costs $4.99/month. All team members enjoy unlimited RFP submissions across every HotelHuddle family site.

17.2 Team Member Management

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.

17.3 Last Negotiated Rate (LNR) Submissions

Companies may submit Last Negotiated Rate (LNR) requests at a flat rate of $25.00 per submission, which includes up to 50 destinations. LNR submissions allow companies to broadcast their negotiated rate needs to hotels for the upcoming year. LNR fees are separate from and in addition to any RFP or subscription fees. Active company subscribers may have LNR submissions included in their plan.

18. Acknowledgment of Ecosystem

By using groupRooms.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.

19. Force Majeure

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.

20. Age Eligibility

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 groupRooms.org, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.