1. Booking & Confirmation
 

To secure a reservation, Trade Show Planners & Experts may require either a deposit or full payment depending on the nature of the booking, number of rooms, hotel or supplier terms, event dates, availability, and booking timeline.
A reservation request shall only be considered confirmed once booking details are approved and the required payment has been successfully received.
 

2. Payment Terms
 

Unless otherwise confirmed in writing:

Single-room reservations: Full payment is charged within three (3) days of booking.
Multiple-room reservations (2+ rooms): A 25% deposit is charged within three (3) days of booking.
Remaining balances are charged based on the communicated booking timeline.

Failure to complete payment may result in the reservation being suspended, released, or cancelled, and the client remains responsible for any applicable charges or losses.

 

3. Pricing & Rate Matching
 

Trade Show Planners & Experts aims to offer competitive pricing. However:

Price match requests must be submitted at least 14 business days prior to check-in
The rate must be:
- Publicly available
- Verifiable
- Bookable at the time of review
- Identical in hotel, room type, dates, and conditions
 

* Excluded rates *
Private, negotiated, corporate, group, membership, promotional, flash sales, package deals, or restricted rates.

All pricing adjustments are subject to the Company’s sole discretion.

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4. Modifications
 

Clients may request modifications or amendments:

- Up to 14 business days before check-in: No internal amendment fees
- Within 14 business days: Subject to availability and may incur fees or penalties

- All third-party, supplier, or banking charges remain the client’s responsibility.

 

5. Booking-Specific Terms
 

Once confirmed, all reservations are subject to:

- Hotel policies
- Supplier conditions
- Non-refundable or non-recoverable charges
- Administrative and processing costs

- In case of conflict, booking-specific terms override general policies.

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6. Refunds
 

Approved refunds: Are returned to the original payment method (where possible)
Are subject to:
- Banking fees
- Processing charges
- Currency exchange differences
- Supplier costs
 

Refund timelines depend on banks and payment providers. The Company is not responsible for delays caused by third parties.
 

Cancellation Policy

1: Cancellation Window:

Clients may cancel within 10 business days from booking date
Refund eligibility applies after deducting all non-recoverable costs

2: After 10 Business Days:

Cancellations are not permitted, except in limited cases at the Company’s discretion:

- Event cancellation
- Client no longer attending
- Verified lower rate that cannot be matched

- All cases require:

- Supporting documentation
- Written approval

3: Before Confirmation:
 

If cancellation is requested before booking confirmation, any payment made may be refundable minus all incurred costs.
 

4: Within 14 Days of Check-in

Changes or cancellations are not guaranteed
May result in full or partial charges

5: Non-Refundable Conditions
 

Once confirmed, bookings may become partially or fully non-refundable depending on:

- Hotel policies
- Supplier agreements
- Timing of request