groupRooms a division of hotelhuddle

Refund Policy

Last updated: June 20, 2026

Overview

This Refund Policy applies to all services provided by River City Hotel Group through grouprooms.org, including our Request for Proposal (RFP) marketplace and subscription services. By using our services, you agree to the terms outlined below.

Subscription Cancellations

You may cancel your subscription at any time. However, cancelling a subscription will not initiate a refund — your services will remain available until the end of the current billing period. We do not provide prorated refunds for partial billing periods.

If we offer a free trial, you will not be charged until the trial period ends. Cancel before the trial ends to avoid charges.

RFP Submission Fees

Pay-Per-RFP ($3.00)

When you submit a Request for Proposal on a pay-per-RFP basis, the following refund terms apply:

  • Before Submission: You may cancel your RFP at any time before it is submitted to hotels and receive a full refund.
  • After Submission — Service Rendered: Once your RFP has been submitted to hotels, the fee is non-refundable. If we have connected you with at least five (5) hotels in response to your RFP, the service has been fulfilled and no refund will be issued — even if you do not select any of the offers. The service is the connection itself, not whether you choose to book.
  • Offer Selected — No Refund: If you select any offer received through your RFP — regardless of the number of responses — the submission fee is non-refundable, as we have provided the service of connecting you with a suitable hotel.
  • Fewer Than Five Responses: If we connect you with fewer than five (5) hotel offers and you do not select any of them, you may request a refund. Refunds in this case are evaluated based on your market size, the specificity of your request, and the offers received. Contact us to discuss your options.
  • Smaller Markets: In smaller cities and locations where we are unable to connect you with a reasonable number of hotel offers (roughly five), refund fees may be issued at our discretion. If we have not been able to support a reasonable number of offers in your area, please contact us to discuss your options.
  • Technical Issues: If a technical error prevents your RFP from being submitted, contact us within 48 hours for a full refund or resubmission.

Subscription ($9.99/month)

For users with an active subscription:

  • Unlimited RFPs: Subscribers may submit unlimited RFPs during their active subscription period.
  • Cancellation: You may cancel your subscription at any time. Cancelling a subscription will not initiate a refund — your services will remain available until the end of the current billing period.
  • No Prorated Refunds: We do not provide prorated refunds for partial billing periods.

Seller of Travel Restricted States

River City Hotel Group and our affiliates are committed to maintaining compliance with all applicable Seller of Travel (SOT) regulations. RFPs submitted from or to Seller of Travel restricted states will not be completed. Our platform is designed to prevent these submissions from being processed.

While we make every effort to remain in compliance, errors may occasionally occur. If it is found that a user was able to complete an RFP from or to an SOT-restricted state, the RFP submission fee will be refunded in full.

For more information about which states are affected, see our Seller of Travel Disclosure.

Hotel Booking Refunds

Important: River City Hotel Group is a marketplace that connects you with hotels. We do not directly handle hotel bookings or payments to hotels.

Refund policies for hotel reservations are set by each individual hotel and will be clearly displayed before you confirm any booking. Common policies include:

  • Flexible Rate: Free cancellation up to 24-48 hours before check-in
  • Non-Refundable Rate: No refund for cancellations (lower rate)
  • Partially Refundable: Refund minus one night's stay or cancellation fee

Always review the specific cancellation policy for your reservation before confirming.

How to Request a Refund

If you need to request a refund for an RFP submission fee or subscription charge:

  1. Email: Send your request to help@grouprooms.org
  2. Support Portal: Create a support ticket through your user portal dashboard
  3. Include: Your account email, transaction date, and reason for refund request
  4. Timeline: Submit refund requests within 30 days of the charge

We will respond to refund requests within 5 business days.

Processing Time

Approved refunds will be processed to your original payment method within:

  • Credit/Debit Cards: 5-10 business days
  • PayPal: 3-5 business days

The time it takes for the refund to appear in your account depends on your financial institution.

Disputed Charges

If you believe you have been charged incorrectly, please contact us first at help@grouprooms.org before filing a dispute with your bank or payment provider. We will work with you to resolve the issue promptly.

Changes to This Policy

We may update this Refund Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

Contact Us

If you have any questions about this Refund Policy, please contact us:

Email: help@grouprooms.org
Address: River City Hotel Group, Billing Department, 1400 S Gay St, Suite 112, Knoxville, TN 37902