Privacy PolicyEffective October 28, 2026

The Meeting Connection (“TMC,” “we,” “us,” or “our”) has been bringing people and places together since 1986. We respect the privacy of everyone we work with — our clients, their attendees, exhibitors, sponsors, speakers, and visitors to our website. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have.

This policy applies to our website at the‑meeting‑connection.com and tmcmeetings.com, our virtual event pages, and the registration, housing, and on‑site services we provide for the meetings and conferences we manage.

1. Our Role in Client Events

TMC plans and manages meetings and conferences on behalf of associations, corporations, and religious organizations (our “clients”). When you register for, exhibit at, sponsor, or speak at one of these events, we generally collect and use your information on behalf of the organization hosting the event. That organization’s own privacy policy may also apply to your information, and you may wish to review it. Questions about how a host organization uses event data after the event should be directed to that organization.

2. Information We Collect

Information you give us

• Website contact form: your name, email address, and the message you send us.
• Event registration: name, title, organization, mailing address, email address, phone number, registration type, session and activity selections, and any other details the event requires (for example, membership status, dietary preferences, accessibility or accommodation requests, emergency contact, or continuing‑education information).
• Housing and travel: hotel arrival and departure dates, rooming information, and other details needed to make or manage reservations within an event’s room block.
• Exhibitor, sponsor, and speaker information: company details, contact information, booth or sponsorship selections, biographies, headshots, and presentation materials.
• Payment information: collected and processed by our third‑party payment processor, as described in Section 5.
• Communications: information you provide when you email, call, or otherwise correspond with us.

Information collected automatically

• Website and device data: like most websites, our servers and the third‑party services embedded in our pages may record your IP address, browser type, device type, referring page, and the pages you visit.
• On‑site and virtual event data: check‑in and badge information, session attendance, and, for virtual events, log‑in and participation activity.

Information from others

We may receive information about you from the organization hosting an event (for example, a member list or a group registration submitted by your employer, school, or chapter advisor) and from hotels and venues regarding your reservation.

3. How We Use Information

We use the information we collect to:

• Respond to inquiries and provide proposals and consulting services;
• Process registrations, payments, cancellations, and refunds;
• Make and manage hotel reservations and coordinate travel and transportation;
• Produce name badges, attendee lists, programs, and other event materials;
• Arrange food and beverage, accessibility accommodations, and other on‑site logistics;
• Send confirmations, schedule updates, and other event‑related communications;
• Market future events on behalf of our clients to potential attendees, exhibitors, and sponsors, where permitted;
• Provide reports to the host organization (such as registration counts and attendance records);
• Maintain the safety and security of our events, website, and systems; and
• Comply with legal obligations and enforce our Terms of Service.

4. How We Share Information

We do not sell your personal information. We share information only as needed to plan and deliver events, including with:

• The host organization of the event you registered for;
• Hotels, venues, and destination partners to secure reservations and meeting space;
• Service providers who help us operate, such as our online registration platform (for example, Swoogo), payment processor (for example, Stripe), email service, virtual event platforms, mobile event apps, audio‑visual and production teams, transportation companies, and printers. These providers may use your information only to perform services for us;
• Exhibitors and sponsors, limited to information you choose to share with them — for example, by allowing your badge to be scanned, visiting a booth, or opting in to sponsor communications;
• Other attendees, if an event publishes an attendee list or directory in which you have chosen to be included;
• Legal and safety purposes, when required by law or to protect the rights, property, or safety of TMC, our clients, attendees, or others; and
• Business transfers, in connection with a merger, sale, or other transfer of all or part of our business.

5. Payments

Registration fees, exhibit and sponsorship payments, and other event charges are processed by a third‑party payment processor. Card details are entered directly into the processor’s secure systems, and TMC does not store full payment card numbers. We receive limited transaction information, such as the cardholder name, amount, date, and the last four digits of the card, so that we can confirm payments and issue receipts and refunds. Your payment information is also subject to the processor’s own privacy policy.

6. Photography & Recordings at Events

Events we manage may be photographed, video recorded, livestreamed, or recorded for on‑demand viewing. By attending an in‑person or virtual event, you acknowledge that your image, voice, or likeness may appear in photographs and recordings that the host organization and TMC may use to document and promote the event. If you prefer not to be photographed, please let event staff or the photographer know on site.

7. Cookies & Third-Party Services

Our website uses a small number of third‑party services that may set cookies or collect technical information when you visit, including Google Maps (to display our location) and Font Awesome (to display icons). Our registration platform and virtual event pages may also use cookies to keep you signed in and remember your progress. These providers handle that information under their own privacy policies. You can block or delete cookies through your browser settings, though some features may not work properly as a result. Our site does not currently respond to “Do Not Track” browser signals.

Our website links to other sites, including our Facebook and Vimeo pages and event registration sites. We are not responsible for the privacy practices of those sites.

8. Data Retention

We keep personal information for as long as needed to deliver the event and our services, to support our clients’ recurring events, and to meet legal, tax, and accounting requirements. When information is no longer needed, we delete it or de‑identify it.

9. Security

We use reasonable administrative, technical, and physical safeguards to protect personal information, and we work with established service providers that maintain their own security programs. However, no website, transmission, or storage system is completely secure, and we cannot guarantee absolute security.

10. Students & Minors

Our website is intended for adults and is not directed to children. We do not knowingly collect personal information directly from children under 13 through our website.

Some events we manage are held for student organizations and may include attendees under 18. In those cases, registration information for student attendees is generally submitted by a parent, guardian, teacher, chapter advisor, or school on the student’s behalf, and is used only to provide the event as directed by the host organization. If you believe we have collected information from a child in a way that is not permitted, please contact us and we will take appropriate steps.

11. Your Choices & Rights

• Access, correction, and deletion: you may ask us to tell you what personal information we hold about you, correct it, or delete it. Some information may need to be kept to complete an event, process a refund, or meet legal obligations.
• Email communications: you may opt out of promotional emails at any time by using the unsubscribe link in the message or by contacting us. We may still send you transactional messages about an event you registered for.
• State privacy rights: depending on where you live, you may have additional rights under state law. We will honor requests as required by applicable law.

To make a request, contact us using the information below. If your information was collected for a client’s event, we may forward your request to the host organization or work with them to respond. We may need to verify your identity before acting on a request.

Our services are based in the United States, and information we collect is stored and processed in the United States.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and revise the effective date above. Your continued use of our website or services after an update means you accept the revised policy.

13. Contact Us

If you have questions about this Privacy Policy or how your information is handled, please contact us: