Terms of use

Last updated 14 October 2026. Draft pending legal review before launch.

Rugby Rooms ("we", "us") runs rugbyrooms.com, a members-only hotel booking service for sports clubs. By using the site you agree to these terms, the member-rate terms and the privacy policy.

1. What we do, and who you book with

• We help you find and book hotel rooms. We don't own or run any hotel. Hotel inventory, booking and payment are provided by our travel partner Nuitée (liteAPI), which acts as the merchant of record and processes your card through Stripe; card details never reach us.
• Your booking is a contract between you and the hotel, made through Nuitée, under the rate's conditions shown at checkout: cancellation policy, payment, check-in age and requirements, taxes and any fees payable at the hotel.
• The hotel is responsible for your stay: the room, its facilities, safety, service and honouring your booking. Hotel descriptions, photos, ratings and reviews come from the hotel and our data partners; we pass them on in good faith but don't guarantee them.

2. Cancellations, changes and refunds

• Refundable bookings can be cancelled online until the deadline shown on your booking. Non-refundable bookings, and bookings past their deadline, may be charged in full.
• Refunds go back to the card you paid with, in line with the rate's conditions.
• If a hotel can't honour a booking, we'll work with Nuitée and the hotel on alternatives or a refund. We can't guarantee a replacement room.

3. Check-in

The lead guest must meet the hotel's minimum check-in age (often 21) and present photo ID and a card at check-in. The hotel can refuse check-in if these aren't met; the booking's cancellation terms then apply.

4. Your account

• Keep your sign-in email secure; you're responsible for bookings made from your account.
• Use the site lawfully and for your own travel. Don't interfere with it, probe its security, or access it by automated means.
• We may suspend accounts that break these terms or the member-rate terms.

5. Club earnings

Rugby Rooms may pay participating clubs a share of the commission we receive on members' completed stays. That share belongs to the club only, and is payable to the club only, under the club's agreement with us and once its conditions are met. These conditions include our actual receipt of the commission, the club providing complete and accurate tax information by January 15 after the calendar year of the stay, and the club being in good standing. Members have no right to, or interest in, any club share. Shares on cancelled, refunded or disputed stays are not payable. Booking through Rugby Rooms is not a donation to your club. More on the For clubs page.

6. Our responsibility to you

• We provide the site with reasonable care, but it is offered “as is”: we don't promise it will always be available or error-free.
• We aren't responsible for what hotels, Nuitée or other third parties do or fail to do, or for losses you couldn't reasonably have expected when you booked (such as missed events, travel costs or lost earnings).
• To the extent the law allows, our total liability to you for any booking is limited to the greater of the commission we earned on that booking or US$100.
• Nothing in these terms limits liability that can't legally be limited, such as for fraud or for death or personal injury caused by our negligence, or your rights under consumer law.
• You agree to cover losses we suffer because you broke these terms or the member-rate terms on purpose, for example by reselling rooms or publishing member rates.

7. Changes and law

• We may update these terms; important changes are announced by email or on the site before they apply, and never affect bookings already made.
• These terms are governed by the laws of the State of Florida, and disputes go to the courts of Pinellas County, Florida, unless your local consumer law says otherwise.

8. Contact

Questions about a booking: reply to your confirmation email or write to hello@rugbyrooms.com.