Legal

Terms of Service

Please read these terms carefully before using the VenueLodging website or requesting a room block quote.

Last updated: July 3, 2026

1. Introduction

By using VenueLodging's booking and accommodation management service, you agree to these Terms of Service. These terms are designed to protect the rights of all parties and to ensure clarity in every interaction with our platform and team.

VenueLodging is a brand operated by Expo Stay LLC ("Expo Stay LLC," "we," "us"). VenueLodging provides venue-anchored lodging block management for event and conference organizers, including negotiated hotel room blocks, multi-hotel program management, and pickup and attrition reporting.

2. Booking Process

When you submit a quote request through VenueLodging, our team will contact you within 24 hours with available options and rates. A reservation is only confirmed once you receive a written confirmation from VenueLodging.

  • Booking confirmation communications will detail deposit amounts, remaining balances, and any applicable cancellation policies specific to your reservation.
  • You will not be charged until your booking is confirmed in writing by our team.
  • All rates quoted are exclusive to VenueLodging clients and are not available to the general public.

3. Modifications and Cancellations

Modifications

VenueLodging offers flexible modification policies to accommodate the unpredictable nature of conference and event planning. Requests to change dates, room counts, names, or other reservation details can be submitted to our team at any time and will be processed subject to hotel availability.

Cancellations

  • Cancellations are permitted in full or in part, depending on the specific terms of your booking as outlined in your confirmation.
  • Group bookings of 9 or more rooms are subject to hotel-specific cancellation terms, which will be communicated clearly in your booking confirmation.
  • To request a cancellation or modification, contact us at info@venuelodging.com or call your dedicated account manager.

4. Cancellation Policy

Flexible Cancellation

VenueLodging structures reservations to provide maximum flexibility for organizers. Standard cancellation terms will be set out in your booking confirmation. Where a hotel permits it, cancellations made with sufficient notice will incur no penalty.

Refunds

  • Eligible refunds will be processed within 7 business days via the original payment method.
  • Service fees and applicable taxes are non-refundable.
  • Some bookings may require a non-refundable deposit, which will be disclosed clearly before you confirm.

Group Bookings

Group reservations (9 or more rooms) are subject to the cancellation policy of the individual hotel partner. These terms will be provided to you in writing at the time of confirmation.

Force Majeure

VenueLodging is not liable for cancellations or disruptions caused by events outside our reasonable control, including but not limited to natural disasters, government-imposed restrictions, or major public health events. In such cases, we will work with our hotel partners to negotiate the best possible resolution for our clients.

5. Payment Terms

Your booking confirmation will specify all applicable deposit amounts and remaining balance due dates. Clients are responsible for ensuring their nominated payment method has sufficient funds available at the time of charge.

VenueLodging does not charge booking fees or service charges on standard reservations. Any exceptions will be communicated clearly before confirmation.

6. Data Privacy and Compliance

VenueLodging is committed to protecting your personal data. We comply with the General Data Protection Regulation (GDPR), the UK Data Protection Act, and the California Consumer Privacy Act (CCPA) where applicable.

Data We Collect

We collect personal information necessary to fulfil your booking, including your name, contact details, company information, and payment information. This data is used solely for processing reservations, communicating with you about your booking, and improving our service.

Data Sharing

Your personal data is shared only with hotel partners and third parties where strictly necessary to fulfil your reservation, and — where relevant to servicing your account — with our parent company, Expo Stay LLC. We do not sell your data to third parties.

Your Rights

  • You may request access to, correction of, or deletion of your personal data at any time.
  • You may withdraw consent for marketing communications at any time.
  • To exercise any of these rights, contact us at info@venuelodging.com.

Data Retention

Quote enquiries are retained for 1 year. Confirmed booking records are retained for the period required by applicable accounting and legal obligations. You may request deletion of your data at any time, subject to any legal retention requirements.

7. Intellectual Property

All content on the VenueLodging website — including text, images, logos, and design — is the property of Expo Stay LLC. Duplication, distribution, or modification of any content without prior written consent is not permitted.

8. Dispute Resolution

In the event of a dispute, please contact our client services team in the first instance. We are committed to resolving complaints promptly and fairly. If a dispute cannot be resolved directly, the applicable laws of the jurisdiction governing your booking will apply.

9. Governing Law

These Terms of Service are governed by the laws of the State of Wyoming, the jurisdiction in which Expo Stay LLC is organized, without limiting any statutory consumer protection rights you may have where you live.

Contact Us

VenueLodging, a brand of Expo Stay LLC
30 N Gould St Ste N
Sheridan, WY 82801
info@venuelodging.com