Refund Policy

Last Updated: June 20, 2026

Quick Summary: Cancelling a subscription will not initiate a refund — your services will remain available until the end of the billing period. RFP and request submission fees are non-refundable once we have connected you with at least five hotels, or if you select any offer. Refunds may be issued at our discretion in smaller markets where we cannot provide a reasonable number of offers. RFPs from or to Seller of Travel restricted states will not be processed; if one slips through, it will be refunded. For refund requests, contact help@rchotelgroup.com or submit a support ticket in your user portal.

1. Scope

This Refund Policy applies to all services provided by River City Hotel Group (RCHG) through our platforms, including but not limited to:

  • groupRooms.org — Group hotel rate RFP marketplace
  • bookMyTeam.org — Multi-city itinerary booking platform
  • hotelSlots.org — Day-use hotel time-block booking
  • hotelHaggle.com — Name-Your-Price hotel booking + Agoda integration

For platform-specific pricing and terminology, please refer to each platform's individual refund policy page. This corporate policy provides the overarching terms that apply across all RCHG services.

2. 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.

3. Submission Fees (RFP, Itinerary, and Request Fees)

Across all our platforms, when you pay a per-submission fee — whether for an RFP, a multi-city itinerary, a day-use request, or a name-your-price negotiation — the following terms apply:

  • Before Submission: You may cancel your request at any time before it is submitted to hotels and receive a full refund.
  • After Submission — Service Rendered: Once your request 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 request, 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 submission — 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 request from being submitted, contact us within 48 hours for a full refund or resubmission.

4. Seller of Travel Restricted States

RCHG and our affiliates are committed to maintaining compliance with all applicable Seller of Travel (SOT) regulations. Requests 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 a request from or to an SOT-restricted state, the submission fee will be refunded in full.

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

5. Hotel Booking Refunds

RCHG platforms connect 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.

  • 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

For hotelHaggle.com users: Agoda instant bookings are processed by Agoda directly and are subject to Agoda's cancellation and refund policies. hotelHaggle does not handle Agoda refunds.

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

6. How to Request a Refund

If you need to make a refund request:

  1. Email: Send your request to the appropriate address for your platform:
  2. Support Portal: Create a support ticket through your user portal dashboard on the relevant platform.
  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.

7. 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.

8. Disputed Charges

If you believe you have been charged incorrectly, please contact us first at the appropriate help address for your platform (see Section 6) before filing a dispute with your bank or payment provider. We will work with you to resolve the issue promptly.

9. 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. Material changes will be communicated via email (for registered users) at least 30 days before they take effect.

10. Contact Us

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