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Privacy Policy

This policy explains what information we collect through our website and housing request forms, and how we use it.

Last updated: August 23, 2026

1. Introduction & Scope

Expo ERA Travel LLC ("Expo ERA Travel," "we," "us," or "our") provides trade show housing management, corporate event travel coordination, and group hotel accommodation services to exhibitors, event teams, and travel coordinators across the United States and Canada. We understand that the information entrusted to us in the course of managing corporate bookings — including business contact details, travel dates, and guest lists — is sensitive, and we are committed to handling it responsibly, transparently, and securely.

This Privacy Policy explains what information we collect, how we use and protect it, who we share it with, and the choices and rights available to you. This policy applies to information collected through our website, our booking and housing request forms, and in the course of providing our services to your organization. Deposit and payment amounts, deadlines, and refund terms are governed separately by our Cancellation & Refund Policy.

2. Information We Collect

In the course of managing your organization's trade show housing and travel needs, we may collect the following categories of information:

  • Personal identification information — full name, business email address, and business phone number for you and, where applicable, members of your traveling group;
  • Trade show affiliation — the event, show, or expo you are attending, your company or exhibitor name, and booth or registration details where relevant;
  • Room preferences — bed type, room category, accessibility requirements, and other accommodation preferences;
  • Check-in and check-out dates — arrival and departure dates and times for each reservation within a group block;
  • Guest lists — names and contact details of individual travelers included in a group or corporate room block;
  • Billing details — company billing address, payment method information, and related invoicing information necessary to process deposits and final payments.

We collect this information directly from you or your authorized company representative, whether submitted through our website, by email, or by phone.

3. How We Use Your Data

We use the information we collect for the following purposes:

  • To process room block requests and individual reservations within a group booking;
  • To process deposits, final payments, and refunds in accordance with our Cancellation & Refund Policy;
  • To issue booking confirmations, rooming lists, and invoices;
  • To communicate updates regarding your reservation, event housing program, or account, including changes to availability, rates, or hotel details;
  • To provide customer support before, during, and after your event;
  • To maintain accurate business records for accounting, tax, and legal compliance purposes.

We do not use guest list or traveler information for unrelated marketing purposes without appropriate consent.

4. Third-Party Sharing

Expo ERA Travel does not sell guest, traveler, or company information to third parties. Information is shared only with the following parties, and only to the extent necessary to fulfill your booking:

  • Partner hotels — the specific hotel(s) at which your room block or reservation is held, for the purpose of confirming, managing, and honoring your reservation;
  • Primary vendors — service providers who directly support the fulfillment of your booking, such as payment processors and, where applicable, ground transportation providers coordinated as part of your housing program.

We may also disclose information where required by law, subpoena, or other legal process, or to protect the rights, property, or safety of Expo ERA Travel, our clients, or others.

5. Data Safeguards & Cookies

We use industry-standard SSL (Secure Sockets Layer) encryption to protect data transmitted through our website, including information submitted via our booking and contact forms. Our servers and internal systems are maintained with reasonable administrative, technical, and physical security measures designed to protect information against unauthorized access, alteration, disclosure, or destruction.

Our website uses cookies and similar technologies to support core site functionality and to understand general usage patterns, such as which pages are visited most often. Cookies do not give us access to your device beyond the information you choose to share. You may disable cookies through your browser settings; doing so may limit certain website features.

While we take data security seriously, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security of information transmitted to us.

6. User Rights & Contact Details

You may request access to, correction of, or deletion of the personal information we hold about you or your organization's travelers, subject to our legitimate business and legal record-keeping needs. To make a request, or if you have any questions about this Privacy Policy or how your information is handled, please contact us:

We will respond to verified privacy inquiries within a reasonable timeframe.