Room Bites for Industry Leading Events

General Terms & Conditions

Personal and noncommercial use limitation

This website is for your personal and noncommercial use. The content and information on this website (including, without limitation, prices and availability of travel services), as well as the infrastructure used to provide such content and information is the property of Roombites Ltd. As a condition of using this website, you agree not to use the website or its contents or information for any commercial on non-personal purpose (direct or indirect). While you may make limited copies of your travel itinerary (and related documents) for travel or services purchased through this website, you agree not to modify, copy, distribute, transmit, display, perform, reproduce, publish, license, create derivative works from, transfer, sell or resell any information, software, products or services obtained through this website

Terms, conditions and warranties of service

1.       Making a booking

Any booking made by you shall be considered to be an offer by you, which we may, at our choice, accept. No contract between Roombites Ltd. and you shall exist until full payment is received and the booking is confirmed to you.

All rooms and prices published on this website are subject to availability.

You undertake to provide us with correct contact information (including, but not limited to, email) and acknowledge that we may use it in order to contact you, should this prove to be necessary. In the event that inaccurate or insufficient contact information is provided to us, we might not be able to complete your reservation.

2.       Vouchers/Booking confirmation

You must present your booking confirmation details (voucher) to the hotel upon arrival, as this is proof of pre-payment. The hotel voucher has all the information such as the guest name, the number of rooms, the hotel booked and the date of checking in and out. The hotel voucher contains all the necessary contacts of both Roombites and the hotel you will be staying at.

It is explicitly your responsibility to check the confirmation and ensure that all of the details are correct. Accommodation will only be provided in accordance with the details in the confirmation. Should the details on the confirmation not be correct, you should contact us prior to travel at

It is explicitly your responsibility to ensure the accuracy of the information you input into the enquiry screen before you complete the booking. Should you enter erroneous details, we will do our best to correct your mistake in the booking details, but provide no guarantee that this will be possible. The cost of the requested service may vary depending on the amendment of the details. You will have to pay the difference in case the amendment increases the cost of the requested service. A new confirmation email will be sent to you. In case the new details do not suit you, you may cancel your booking in accordance with Section 4 of these terms.

3.       Prices and payment


Payment for the services requested must be paid in full, by credit card, debit card or a bank transfer at the time of booking. We try to publish prices accurately and all inclusively, but please note that prices are subject to change. We reserve the right to transfer to you any increases in sales tax or the like, should tax changes take place.

We accept VISA, MasterCard and AMEX credit cards. Please note that all AMEX payments incur an additional credit card fee of 3% of the total booking amount.

4.       Cancellation and amendments

4.1.    Cancellations

Unless otherwise specified in your contract/offer/invoice, cancellations to confirmed bookings are subject to the following conditions per booking:

4.1.1.        Cancellations made more than 3 (three) months in advance will incur an administrative charge of 25.00 EUR per room cancelled;

4.1.2.        Cancellations made between 3 (three) months and 30 (thirty) days prior to your stay will incur the charge for the first night’s accommodation per room and per hotel. Should your booking be for a one night stay only, a one-night cancellation charge still applies and therefore you will not be entitled to any refund.

4.1.3.        Cancellations made within 30 (thirty) days of your stay will incur full cost and be fully non-refundable.

4.1.4.        Where cancellation applies to multiple room bookings, the cancellation fees apply for each room booked, whether in one or more hotels.

4.1.5.        Any refunds that are processed to the client via a wire transfer or a credit card will incur a 25.00 EUR administrative fee.

4.1.6.        Should you not be able to travel to the hotel due to any issues with your transportation, cancellation charges shall still apply.

4.2.           Amendments

4.2.1.        Amendments made within 14 days of your stay will incur the full cost of the booking and therefore you will not be entitled to any refund.

4.2.2.        Any other changes will incur a 25.00 EUR charge per booking;

4.2.3.        If any of the originally booked rooms needs to be occupied by multiple guests on consecutive days during the stay, the hotels may apply extra charges for cleaning and modifications, provided that such changes comply with the reservation terms and conditions.

4.3.           Busy periods

4.3.1.        These are periods when fairs, exhibitions, conferences, etc. are taking place at the location where you have chosen accommodation, or when there is a high demand for accommodation.

4.3.2.        Cancellations at any time of a stay falling within a busy period are non-refundable.

4.3.3.        Any amendments to confirmed bookings falling within a busy period will be treated as cancellations and will not be refundable. The only exceptions to this will be where additional rooms/nights are added to existing confirmed rooms or nights.


4.3.4.        Any requests for changes or cancellations are to be submitted to Roombites directly and not to the hotel or local supplier. Roombites Ltd. is not liable for any issues arising as a result of the customer contacting the hotel or local supplier directly to request changes to an already confirmed booking.

5.       Late arrivals

5.1.    Bookings in hotels during busy periods are kept and guaranteed until 6 pm on the day of arrival. After 6 pm, the hotel can release the room as a no-show if late arrival has not been specified beforehand. Roombites shall not take responsibility for unreported late arrivals and any issues arising thereof.

5.2.    Unless otherwise specified, any reservation will be considered as a standard check-in and the hotel’s check-in policy will apply. Please inform your reservation agent of any changes in the arrival time.

6.       Early arrivals

6.1.    Please note that early arrivals can be requested but the decision to be granted or not is solely at the hotel’s discretion. Therefore, early arrivals cannot be guaranteed by Roombites.

6.2.    Early arrivals can only be guaranteed when one additional night has been prepaid.

6.3.    Should changes in the early arrival occur, no refunds will be due, regardless of whether you have availed yourself of the early arrival or not.

7.       Name lists/rooming lists

The final names list/rooming list must be provided to Roombites no later than 2 (two) weeks before the arrival date for reservations finalised more than 2 (two) weeks before the arrival date or at the time of booking for reservations finalised less than 2 (two) weeks before the arrival date. Should the customer request any name changes to a confirmed guest list/rooming list less than 2 (two) weeks before arrival, Roombites cannot commit to confirming the changes and cannot be held responsible for any issues arising thereafter. Any changes to the names list/rooming list must be arranged through Roombites. Should the customer decide to contact the hotel directly regarding any name changes to a finalised booking, Roombites cannot commit to guaranteeing any refunds or assistance to the customer for any issues or problems arising thereafter. Roombites will do its best to assist the customer for any last-minute name changes. No guarantee, however, can be given if any change is requested less than 2 (two) weeks before the arrival date.

8.       Uncovered services/nights

Should the customer use additional services at the hotel or add extra nights to the booking, Roombites reserves the right to charge/invoice the customer should they fail to cover the additional expenses at the hotel.

9.       Star ratings and quality of accommodation

The application of star ratings may vary in quality from country to country and should not be relied upon alone to indicate the quality of the accommodation. The types of rooms provided by a hotel (such as single, double) may also vary from country to country. It is the customer’s responsibility to independently check that the type of the accommodation and services provided by each hotel meet their needs.


An example of each room type is outlined below, but should be used for guidance purposes only.

Twin room

Accommodation for two adults in a room with two beds.

Double room

Accommodation for two adults in a room with one bed. Alternatively, two beds made up as one.

Single room

Accommodation for one adult in a room with one single bed.

Triple room

Accommodation for three adults in a room with two or three beds. Bed sizes and arrangements may vary. A triple room does not guarantee three separate beds. One bed may be a roll-away bed.

Double/twin room for sole use

Accommodation for one adult in a room with one or two beds. This room type is suitable for accommodating one person only.

Quad room

Accommodation for four adults in a room with two, three or four beds. Arrangement of beds may vary considerably.

Twin/Double + child

Twin or double room with an extra bed suitable for a child aged between 2 - 12 years.

Cot/Cradle or crib

Suitable for a child under the age of 2 years.

10.   Information accuracy

The hotel information and listings are compiled from information provided by the hotels. We publish such information in good faith, based on the information provided. We have taken reasonable care to ensure that the content of the website, including all hotel information, is accurate and up-to-date. As such, we cannot be responsible for inaccuracies, errors, omissions or misleading information contained in the hotel listings or information.

11.   Unavailability

In the event of a confirmed booking becoming unavailable, we will endeavour to offer an alternative hotel at an equivalent standard and price in the same general location. If no such alternative is available, we shall refund the cost of your original booking with Roombites to you. Otherwise, you may exercise your right of cancellation, as set out in Section 4 above. We will also do our best to contact you in advance and advise you of this unavailability. However, where it is not possible to contact you in advance, we shall endeavour to ensure that the relevant hotel looks after any change of accommodation as quickly as possible. In any of the above cases, Roombites is not subject to any claims from the customer’s side and cannot be held liable for any additional expenses that the client may incur as a result of a confirmed hotel becoming unavailable.

12.   Complaints

Any complaint regarding the hotel must be notified to the hotel reception desk or to the relevant hotel representative during your stay at the hotel, and the hotel management must be given adequate opportunity to rectify the situation. If you fail to get satisfaction from the hotel, please contact us at attaching your complaint in writing and the hotel representative’s response. However, we do not guarantee, nor do we take responsibility for the standard of accommodation.


By booking your room(s) on and/or submitting an accommodation enquiry via, you acknowledge that the room(s) will be used by you and/or members of your company and will not be subject to further resale.


The information, software, products and services published on this website may include inaccuracies or typographical errors. Roombites does not guarantee the accuracy of and shall not be held responsible for inaccuracies related to hotel photographs, hotel property, descriptions and listed amenities displayed on this website.

The hotels providing accommodation for Roombites are independent contractors and are not agents or employees of Roombites. Roombites is not liable for the acts, errors, omissions, representations, warranties, breaches or negligence of any hotel or supplier or for any personal injuries, death, property damage or other damages or expenses that might result.


Roombites shall not be held liable and will make no refund in the event of any delays, re-routing and/or additional expenses caused by public strikes, cancellation, overbooking or any other force majeure causes beyond the direct control of Roombites (acts of any government, authority or force of nature).


This website may contain hyperlinks to websites operated by parties other than Roombites. Such hyperlinks are provided for your reference only. Roombites does not control such websites and is not responsible for their content or your use of them.


Roombites reserves the right to change the terms, conditions and notices under which this website is offered, and you agree to accept and be bound by those terms, conditions and notices that are in effect at any time during your use of this website.

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