Terms of Service

You must be 18 or older and able to enter a binding contract. StayLane currently handles events in the United States (the 50 states, DC, and Puerto Rico).

If you use StayLanefor a hotel or other organization, you confirm you are authorized to act for it. A hotel login is granted only to a person whose work email matches a contact our team has on file for that property, and every login at a property sees every request sent to it. If your email isn’t on file, you can apply for access and our team reviews it before granting a login.

StayLane helps couples and event hosts ask hotels for a room block — a set of rooms held for your guests at a group rate — compare the quotes, pick one, and get the paperwork started. It helps hotels receive and answer those requests in one place.

We make the introduction and help with the paperwork. We are not a party to the deal.The room-block contract is between the host and the hotel. We don’t own or control any hotel, we don’t guarantee a rate, availability, or a reply, and we don’t handle guest bookings — after signing, the hotel sends the booking details to the host directly.

For hosts:

1. You answer a short form about your event and get a room-count estimate. No account is needed to start.
2. We show you up to 10 matched hotels; you can add more later, up to 12 open requests at a time. If you’re not signed in, we email you a code to confirm your address first; then we send your request to those hotels on your behalf. Once any request is sent, your dates, guest count, hotel style, and block size are locked — email us if they change.
3. Hotels quote through their portal. You can ask for a revision, answer a hotel’s question, or pass. Cancelling is covered in section 9.
4. Accepting a quote locks in that hotel and, for a typical single-block event, passes on your other quotes. At that point you give us your legal name, mailing address, phone, and email, which we pass to the hotel for the contract. Accepting a quote is not signing a contract.
5. The hotel drafts the contract, often from a template we pre-fill, and you sign it in the hotel’s own tools — not on StayLane. When the hotel tells us it’s signed, we mark it signed and email you. The hotel then sends you the booking details for your guests.

For hotels:

1. A request arrives by email; you respond in your StayLane portal by quoting, declining, or asking a question. Reply targets and closing dates are in section 9.
2. Your quote stays open until the date you set (30 days by default). You can withdraw it before then.
3. If the host accepts, you receive their contact details, draft and sign the contract in your own tools, and mark it signed in the portal. About two weeks after the event, we ask you to report the rooms actually used.

Keep your sign-in details and any links we email you to yourself; they give access to your account. You are responsible for what happens under your account and for the accuracy of what you enter. Tell us at hello@staylaneblocks.com right away if you think someone else has used it.

If you respond for a hotel, you agree that your quotes are accurate and that your hotel will honor a quote the host accepts while it is still valid. Quotes, questions, revisions, and contract updates you enter are shown to the host of that request.

Our team may enter a quote or a decline on your hotel’s behalf when you reply by phone or email instead of in the portal; you can correct it in the portal.

Request emails go to every contact on file for your property. Each has a link to stop new requests for the property, and your portal settings let you mute reminders. The Privacy Policy has the details.

Every room-block contract — the rate, how many rooms, the date unbooked rooms go back to the hotel, any minimum you must fill and what you owe if you don’t, deposits, and cancellation terms — is a direct agreement between the host and the hotel. Read every term before you sign.

We may pre-fill a contract document from the hotel’s template to save time. We are not responsible for what it says, whether it is honored, or how it is enforced, and we do not run the signature. Signing happens in the hotel’s own tools. When we show a contract as “signed”, that means the hotel told us it was signed; it is the hotel’s statement, not a verified signature, and we hold no signed original unless the hotel uploads a copy.

Hosts pay nothing. No signup fee, no booking fee, no charge for a signed block.

Hotels’ commercial terms with StayLane are agreed separately and are not part of these Terms.

Room-count estimates are estimates. They come from simple rules and the numbers you gave us, not a promise of what you will need or what a hotel will offer.

Hotel listings combine what the hotel gives us with public Google information (photos, ratings, review quotes) and AI-written summaries, amenity lists, and rate estimates. A rate range is shown only when the hotel or our team set it; otherwise you see a price tier. The real rate is the one in the hotel’s quote.

When a hotel replies by email, an AI tool drafts the quote from that reply and a member of our team checks it before you see it. AI output can be wrong or incomplete. Check every number and term against the hotel’s actual contract before you rely on it.

We ask every hotel to reply within 2 days and follow up with any that go quiet. A request that gets no reply closes about two weeks after it’s sent — the exact date is printed in the request email. You’ll see that in your dashboard, and if every hotel you asked has gone quiet or closed, we email you so you can pick more. A hotel’s quote is good until the date the hotel set; after that it cannot be accepted unless the hotel quotes again.

Hosts can cancel an event at any time before it is complete. Hotels still quoting simply see the request close. If you had already accepted a hotel’s block, we tell that hotel. If a contract was already signed, its own cancellation terms apply — StayLane doesn’t change them.

If a hotel and host can’t agree on the contract before signing, the hotel can record that; the block is released and the host’s other still-valid quotes come back.

You agree not to:

• use StayLane for anything unlawful or to violate anyone’s rights;
• enter information that is false, misleading, or that you have no right to share;
• try to access accounts, data, or systems you’re not authorized to use, or share a sign-in or request link with someone it wasn’t meant for;
• probe, scrape, overload, or interfere with the service; or
• use StayLane to send spam or unsolicited messages.

You own what you enter — event details, quotes, contract templates, and documents. You give us permission to use it only to run the service: to send your request to hotels, show quotes to the host, pre-fill contracts, and keep the records described in the Privacy Policy. The StayLane software, design, and content belong to [LEGAL ENTITY — e.g., StayLane, Inc.] and its licensors.

The service is provided “as is” and “as available,” without warranties of any kind, whether express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted, error-free, or secure, or that any hotel will respond or honor any proposal. [Confirm disclaimer language with counsel.]

To the maximum extent permitted by law, [LEGAL ENTITY — e.g., StayLane, Inc.] will not be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, data, or goodwill, arising from your use of the service. Our total liability is limited as set out here. [Set the liability cap and any carve-outs with counsel — e.g., the greater of fees paid or a fixed amount.]

You agree to indemnify and hold harmless [LEGAL ENTITY — e.g., StayLane, Inc.] from claims, losses, and expenses arising from your misuse of the service, your violation of these Terms, or your violation of any law or third-party right — including claims related to guest information you provided. [Confirm scope with counsel.]

You can stop using StayLane at any time. Hosts can cancel an event from the dashboard. To delete your account, email hello@staylaneblocks.com; a member of our team handles it. The Privacy Policy explains exactly what is deleted, what is kept as an anonymized business record, and that any open business between the hotel and StayLane is closed out first.

We may suspend or end your access if you break these Terms or to protect the service or other people. Sections that should outlast your use — ownership, disclaimers, limitation of liability, indemnification, and governing law — survive.

These Terms are governed by the laws of [GOVERNING LAW — e.g., the State of ___, United States], without regard to conflict-of- law rules, and disputes will be resolved there. [Confirm venue, and any arbitration/class-action-waiver terms, with counsel.]

We may update these Terms from time to time. We will revise the “last updated” date above, and material changes take effect as described there or as required by law. Continued use after a change means you accept the updated Terms.

Questions about these Terms: hello@staylaneblocks.com ([LEGAL ENTITY — e.g., StayLane, Inc.]).