Beware of Fake “Conference Organizer” Calls Offering Hotel Rooms

Beware of Fake “Conference Organizer” Calls Offering Hotel Rooms

At Exibiti, we help companies manage every aspect of exhibiting — from booth design to shipping logistics — so we’ve seen just about every trick in the book. One of the most common and frustrating scams we hear about involves fake hotel booking calls from people pretending to be with the conference organizer.



In the weeks before major events, exhibitors often get phone calls or emails that sound official. The caller claims to represent the event’s housing department or says they’re “working with the organizer to secure discounted rooms.” It sounds convenient — but it’s a trap.

How the Scam Works

These callers are not connected to the conference at all. They might use the event’s name, refer to the venue, or claim rooms are “almost sold out.” Their real goal is to get your credit card information and sell you overpriced or fake hotel reservations.

Common red flags:

• They pressure you to book immediately or risk losing your room block.
• They can’t provide a verifiable company name or official email domain.
• They refuse to send you a secure payment link from the event’s real website.

Why It’s a Problem

• You may pay for rooms that don’t exist or can’t be confirmed.
• Your credit card information could be compromised.
• You’ll have no recourse if you arrive and there’s no reservation.
• These scams can disrupt your team’s travel plans right before the event.

 How to Protect Your Company

1. Book through official channels only. The conference website will always list approved housing partners or booking links.
2. Never book over an unsolicited call or email. If it’s legitimate, you’ll find it on the organizer’s site.
3. Confirm before you commit. If you’re unsure, contact the conference organizer directly through verified contact info.
4. Educate your team. Let everyone involved in travel or event planning know about these scams.

Don’t let scammers turn your trade show prep into chaos. Stay organized. Stay alert. And always trust the official housing links provided by your event organizer.