Travel Services

Off-site Meeting and Conference Planning

Department representatives may work with both pre-approved and additional hotels by following the applicable instructions noted below.  Department representatives are encouraged to secure two to three bids for all conference services and document best value during the contracting process.

 

PRE-APPROVED HOTEL CONTRACTS

In an effort to increase efficiencies related to entering into contracts with area hotels, UT System Administration continues to maximize the number of pre-approved hotels available to us.  With a master agreement in place, and by  utilizing a pre-approved event contract template, designated UT System Administration department representatives may negotiate event contracts with a total dollar value of $25,000 or less directly with a hotel and can finalize arrangements by obtaining an authorized signature from the applicable department head.  Review and approval from the Office of General Counsel is not required.

 

Effective January 1, 2013, through December 31, 2014, the following hotels have signed master agreements with UT System Administration.  Hotels not listed below are invited to enter into the same pre-approved contract with System Administration by contacting Amy Mitchell in the Travel Services Office at 512-322-3728 or at the recommendation of one of our department representatives. 

 

Click on a hotel name to view the applicable master agreement and signed credit application. Click on additional links for general information and meeting space diagrams. 

 

Note: links below are to items in SharePoint and require UT System logon for access 

 

 

AT&T Executive Education and Conference Center

General Information

Meeting Space Information

 

The Driskill

General Information

Meeting Space Information

 

Four Seasons

General Information

Meeting Space Information

 

Hilton Garden Inn

General Information

Meeting Space Information

 

Hyatt Regency Austin Town Lake

General Information

Meeting Space Information

 

Hyatt Lost Pines

General Information

Meeting Space Information

 

Omni Downtown Austin

General Information

Meeting Space Information

 

Omni Southpark

General Information

Meeting Space Information

 

Radisson Hotel and Suites Austin

General Information

Meeting Space Information

 

Sheraton Austin

General Information

Meeting Space Information

 

Stephen F. Austin InterContinental

General Information

Meeting Space Information

 

The Office of Risk Management has provided a Risk Assessment for the above hotels. For information regarding the Omni Southpark, please contact Amy Mitchell via phone at: 512-322-3728 or via email at: amitchell@utsystem.edu.

 

INSTRUCTIONS FOR COMPLETING A CONTRACT WITH A PRE-APPROVED HOTEL

 

Print a copy of the applicable master agreement.

 

Access and save a copy of the Event Contract Template

 

Work with the hotel to complete the event contract by filling in the appropriate information.

 

Contact Mark Gentle in the Office applicable.

 

Forward the completed document to the applicable UT System department head for review and verbal approval.

 

Print three copies of the event contract and the applicable master agreement.

 

Forward to the hotel for signature.

 

The hotel should return all three original agreements for departmental signature.

 

 

One original is for the department and one original is to be sent to Business Affairs for record keeping along with the Master Agreement Contract Processing Checklist. One original should be returned to the hotel.

 

INSTRUCTIONS FOR HANDLING REQUESTS FROM A HOTEL TO MODIFY THE LANGUAGE/TERMS IN THE EVENT CONTRACT TEMPLATE

 

Determine if the requested modifications are acceptable to the department – obtain department head approval.

 

Modify the document as requested.

 

Contact Mark Gentle in the Office of General Counsel for input and guidance.

 

With approval from General Counsel proceed with the signature process.

 

STEPS FOR ADDRESSING ADDITIONAL CONCERNS OR QUESTIONS

 

Contact Travel Services for assistance with hotel contacts and/or hotel information

 

CONTRACTS WITH ADDITIONAL HOTELS
The UT System Administration Standard Hotel Agreement must be utilized when a department elects to work with a hotel that does not have a master agreement on file with UT System Administration (see list above). UT System Policy 145 - Processing of Contracts procedures apply.

 

ADDITIONAL RESOURCES

 

Austin Convention Center Calendar – view planned conferences including the expected number of participants

 

Austin Convention and Visitors Bureau – assistance with meeting planning

 

Chancellor's Memo: Vendor Sponsorship and Participation

 

Contract Processing Checklist

 

Event Contract Template

 

Master Agreement Contract Processing Checklist

 

UT System Administration Standard Hotel Agreement

 

UTS 145 - Processing of Contracts

 

UT System Administration Standard Hotel Agreement Training

 

UT System Administration Travel Services – Amy Mitchell (phone: 512-322-3728 / email: amitchell@utsystem.edu)

 

UT System Administration Office of General Counsel - Mark Gentle (phone:499-4502/ email: mgentle@utsystem.edu

 

 

 

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