ALERT! SE Regional Conference Hotel Scam

The Southeast Regional Fruit and Vegetable Conference has been alerted that unauthorized housing companies (called hotel “poachers”) have been contacting registered attendees and exhibitors offering cheaper rates at hotels in the 2025 SE Regional Hotel Room block. This practice, also known as room pirating, is a scam that all convention attendees should be aware of in order to avoid passing along personal and financial information.

How hotel poachers book rooms and attempt to get your money:

Most poaching agencies do not have a contract with any hotels for room blocks. They will contact a housing wholesaler, such as Expedia, Priceline, etc. to see if rooms are available that they can mark up to be resold to unsuspecting guests. Generally, they cannot get a large block of rooms; only one or two at a time, if any at all.

Reservations within the Southeast Regional Fruit and Vegetable Conference room block can only be made by calling Visit Savannah Convention Housing Line at 912-644-6465 or by accessing our room block online at this link. The Visit Savannah Convention Housing Services will never contact you to make a hotel reservation. Visit Savannah Convention Housing will only contact you upon your request.

Hotel poachers will claim to be a Southeast Regional Fruit and Vegetable Conference “partner” or the “official housing company” and will sometimes ask that your room be paid in full, up front. A one-night deposit isn’t enough; they want it all and for every room you book, when you book.

If the hotel determines a convention attendee has been solicited or contacted by a legitimate wholesaler (Expedia, Priceline, etc.) those rooms may be canceled or increased in rate to match or exceed the group rate.

What we do, and what you can do, to avoid hotel poachers

Years in advance of each annual meeting, the Southeast Regional Fruit and Vegetable Conference negotiates contracts with hotels to include clauses to protect our attendees should the hotel oversell the rooms or any other issues arise with reservations. Rooms reserved outside of the Southeast Regional Conference Room block do not have official contracts with the conference; therefore, we are unable to help if any issues arise.

• Be aware that Reservations within the Southeast Regional Fruit and Vegetable Conference room block can only be made by calling Visit Savannah Convention Housing Line at 912-644-6465 or by accessing our room block online. The Visit Savannah Convention Housing Services will never contact you to make a hotel reservation. Visit Savannah Convention Housing will only contact you upon your request.

• Trust your instincts and the old adage: If it sounds too good to be true then it most likely is.

• If you are ever unsure whether or not something is legitimate, contact the Southeast Regional Conference Team at 706-407-2264 or you can contact Visit Savannah Convention Housing Line at 912-644-6465 first before providing your personal information, company information, or any financial information.

If you receive an unrequested call or email from any company that is not our official housing provider, please contact us at 706-407-2264 or registration@gfvga.org immediately.

Booking

How do I book a room?

• Once your housing portal opens, use the link provided by your event planner to book your room(s). Enter your check-in and check-out dates and click the “Search” button to be shown a list of hotels matching your search criteria. From there, select your hotel of choice and you will be taken through the booking process.
• Once the housing portal has closed, we can no longer accept reservations. Please reach out to the hotels directly to inquire about availability.  It is at the hotel’s discretion whether they will offer the room at the special group rate.

How do I edit my reservation?

• If the housing portal is open, select “Manage Existing Reservation” at the top right of the screen on the housing portal. You will need the acknowledgment number and the email associated with the reservations you wish to modify.
• If the housing portal has closed, we are unable to make cancellations or modifications to reservations. Once you receive your final hotel confirmation number, please get in touch with the hotel directly to cancel or modify your reservation.

There are no rooms showing as available, what do I do?

• Please continue to monitor the housing portal for room availability or book outside the room blocks with a hotel directly. The housing portal consistently updates to reflect the most current inventory availability for rooms at the group’s contracted rate.

Why does the hotel say there is availability when I call, but your website shows no availability? 

• The hotels have a block of rooms set aside for your event, but will not receive final booking information until the housing portal has closed, approximately 30 days before your check-in. Rest assured, the availability at the group rate is accurately displayed on the Housing Services booking portal.

Is there a waitlist?

• Unfortunately, the system does not allow for a waitlist. We recommend you continue to monitor the housing portal for room availability or book outside the room blocks with a hotel directly.

Billing & Payment

If you need an invoice or would like to pay by check: 

• Your hotel invoice information will not be available until after the housing portal has closed, typically 30 days before your check-in date. Once you’ve received a final hotel confirmation email, contact the hotel directly to request an invoice and, if necessary, arrange payment via check. Please note that all hotels require a credit card on file for reservations, and many hotels require checks to be delivered two weeks before check-in.

Will the hotel charge a deposit/hold amount on my credit card when I make the reservation through the housing portal? 

• No, a credit card is necessary to confirm your reservation, but will not be charged until your arrival. All hotels require a credit card to remain on file for any reservations for potential incidental charges.

Tax Exempt Form info: 

• If you wish to submit tax-exempt forms for your upcoming stay, you must contact the hotel directly before your check-in date. The hotels will be able to advise you on their hotel policies and provide further directions.

Acknowledgements & Confirmations

What is the difference between an acknowledgment number and a confirmation number? 

• An acknowledgment number is a number that guarantees your reservation has been received in the housing portal. This acts as the reference number for your reservation while the housing portal is open. Once the housing portal has closed you will receive a final hotel confirmation number. Please do not be concerned if your hotel cannot reference your acknowledgment number – they will not be able to access full booking information for your event until closer to 30 days before your check-in date. Please contact Visit Savannah Housing Services support for any questions or concerns.

Why doesn’t the hotel have a record of my reservation? 

• The hotels have a block of rooms set aside for your event, but will not receive final booking information (including your name) until your housing portal has closed, approximately 30 days before your check-in. If you have received an acknowledgment email from booking through the Housing Services reservation portal, rest assured that your reservation has been received.

Housing Portal Overview

Why is there a 15-minute time limit to book my reservation?

• This time limit exists because of security standards set in place by the PCI Security Standards Council for collecting payment information. This helps us to keep your payment information safe and secure.

Why can’t I copy and paste the same name into multiple reservations?

• For safety and security purposes the hotel requires a unique name should be listed for each guest staying in the room. When the same or similar information is provided to book multiple reservations, these would be considered duplicate reservations. Duplicate reservations are flagged by our booking system, and any hotel system, to minimize any accidental double bookings and prevent any loss to the guest and the hotel.

 

Shuttle Information

We will be offering hotel and shuttle service, both by land and water to the Savannah International Trade and Convention Center to maximize traffic and attendance at the Trade Show.

Whether you travel by car, air or train we can help you get here. All SE Regional Fruit and Vegetable Conference Activities will take place at the Savannah International Trade & Convention Center on Hutchison Island.

By Car

If you drive, you can get to Savannah via Interstate 95 (North/South) or Interstate 16 (East/West) which is located just 10 minutes from Savannah’s Historic District.

From I-95 North or South and I-16 East or West:

On Interstate 95 drive toward Savannah, GA and exit onto Interstate 16 East. This will merge into US Highway 17 North toward Charleston. Go over the Talmadge Memorial Bridge then exit right for the Hutchison Island Convention Center. Turn left onto Wayne Shackleford Blvd. The Savannah International Trade and Convention Center and parking will be on the right.

From US-17 South:

On US Highway 17 South, you will enter the state of Georgia as you drive over the Talmadge Memorial Bridge. Exit toward Wayne Shackleford Blvd. Turn left onto Wayne Shackleford Blvd. Stay on Wayne Shackleford Blvd until you reach the Savannah International Trade and Convention Center and parking will be on the right.

Parking: Parking is available at the Savannah International Trade and Convention Center. A nominal fee is charged per day for parking in the lot.

By Air

The Savannah/Hilton Head International Airport offers 13 non-stop destinations and boasts approximately 82 daily flights in and out of Savannah. Scheduled airlines include American Eagle, Continental Express, Delta, Delta Connection, United Express and US Airways.

By Rail

Savannah is a major stop on Amtrak’s Palmetto and Silver Service between New York and Miami. Daily service to and from Savannah is available aboard the Silver Star and Silver Meteor. Passengers can travel coach or, with reservations, first-class in superliner sleeping cars. Sightseeing lounge cars are also available.

By Bus

Bus travel around the clock, so visitors can travel to Savannah by day or night from all over the United States, Canada and Mexico. Savannah is a hub for Greyhound Bus Line.