Comprehensive Guide on Hotel Agreements and Procurement Services

Explore detailed information on preferred hotels, procurement services, accessing hotel agreements, booking procedures, and cancellation policies. Discover how to navigate travel websites, locate agreements, view supplier summaries, and manage purchasing agreements effectively.

• Hotel agreements
• Procurement services
• Travel websites
• Supplier summaries
• Cancellation policies

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1. Preferred Hotels Preferred Hotels

2. Where to find Where to find Two sites: Travel website: list of preferred hotels. UTSA Procurement Services: list of purchase orders.

3. Where to find Where to find Two sites: Travel website: https://finance.tennessee.edu/travel UTSA Procurement Services: https://procurement.tennessee.edu/purchase-orders/

4. Travel website Travel website Click Hotel Rate Information. Hotels are organized by location.

5. Travel website Travel website

6. Travel Website Travel Website Listing of hotel websites, contact information, and summary of key points of agreement

7. Demo of Travel Website Demo of Travel Website

8. Concur Training Concur Training The next training is October 31 at 10:00 Eastern. To register, login to K@TE https://kate.tennessee.edu/ Type Concur into the search box

9. Locating the Agreement Locating the Agreement Log in using your Net ID and password at this link: https://procurement.tennessee.edu/purchase-orders/ The purchase orders are listed alphabetically, and you can use the search box to quickly locate each hotel agreement

10. Locating the Agreement Locating the Agreement You will be able to view a Supplier Summary You will also be able to download the hotel agreement Information on cancellation, attrition, and cut-off dates can be found in the hotel agreement

11. Demo of Purchasing Agreement Website Demo of Purchasing Agreement Website

12. Types of agreements Types of agreements Comprehensive agreements (sleeping rooms, meetings, audio/visual, food and beverage, etc.). Rooms only ( rate agreements ).

13. Types of agreements Types of agreements Rooms only ( rate agreements ) Capital Hilton (Washington, D.C.) DoubleTree Crystal City (Washington, D.C.) DoubleTree Jackson DoubleTree Memphis Hutton Hotel (Nashville) Memphis Sheraton Downtown

14. Types of agreements Types of agreements Comprehensive agreements: Alcoa Airport Hilton (Knoxville) Brentwood Hilton Suites (Brentwood/Nashville) Chattanooga Marriott Downtown The Chattanoogan Crowne Plaza (Knoxville) DoubleTree Murfreesboro Embassy Suites Vanderbilt Four Points Hilton Knoxville Holiday Inn (Knoxville) Hotel Knoxville Meadowview Conference Resort (Tri-Cities area) Nashville Hilton Airport The Read House (Chattanooga)

15. Group events Group events Rooms-only/rate agreements: For groups, you will need to process a contract from the hotel through the contract review process. If your department spends $10,000 or more with a hotel in the calendar year, you will need to do an NCJ or bid.

16. Group events Group events Comprehensive agreements: All purchases fall under a purchase order that resulted form a competitive (bid) process. So, there are no dollar-value limits on your purchases. No need to do additional bidding. No need to process an NCJ.

17. How to book for individuals How to book for individuals Concur World Travel: 1-877-210-8189 Call Hotel and ask for The University of Tennessee rate

18. How to book for groups How to book for groups Call the hotel. Departments are allowed to sign order forms, including banquet event order forms, if booking under one of the comprehensive purchase orders (not when booking with a rate-agreement only hotel).

19. Hotels: tips Hotels: tips Be careful when booking a group room block. Hotels can charge attrition and cancellation fees. Be conservative when reserving rooms (don t reserve too many). Ask the hotel to explain attrition and cancellation fees to you.

20. Attrition Attrition Attrition fees occur when the customer (university) does not fulfill its group room block requirement. For example: hotel requires UT to use 85% of its group room block. UT books 100 rooms, but only uses 70. UT will be responsible for paying for 15 of the unused rooms.

21. Cancellation Cancellation Cancellation fees occur when the customer (university) cancels its event entirely. Cancellation fees are often tiered. Example: If UT cancels more than 60 days before the event, UT will owe 50% of the total value of the contract as a cancellation fee.

22. Cut Cut- -Off Date Off Date If a hotel quotes a cut-off date, please read the information carefully and ask questions, if you have questions. Cut-Off Date might mean that you can release rooms without fees up to the cut-off date.

23. Cut Cut- -Off Date Off Date Cut-Off Date might mean that the hotel will hold your group room block until the cut-off date, but that the cut-off date does not impact UT s commitment to meet its attrition amount.

24. Review carefully Review carefully It is your responsibility (not procurement s) to ensure that you understand the hotel s terminology, fees, etc. Procurement is here to help, though. Please ask for help, if needed.

25. Knoxville Downtown Hotels Knoxville Downtown Hotels Hotel Knoxville Holiday Inn World s Fair Park Four Points Cumberland House Hilton Crowne Plaza

26. Knoxville Blackout Dates Knoxville Blackout Dates UT home football game weekends (Friday and Saturday) Other dates vary and are listed in the hotel agreements

27. Hotel Knoxville Hotel Knoxville Internet and parking are complimentary Early departure fees are waived No cancellation fees for food, beverage, and meeting space Shuttle service scheduled to begin February 2019

28. Four Points Four Points Internet complimentary Early departure fees are waived Groups below 30 attendees may cancel sleeping rooms without penalty 30 days prior to the event

29. Holiday Inn Worlds Fair Park Holiday Inn World s Fair Park Internet complimentary Early departure fees waived if guest notifies hotel upon check-in

30. Hilton Hilton Internet and self-parking are complimentary CONUS rate is only offered to reservations made 21 days or more prior to arrival

31. Crowne Plaza Crowne Plaza Internet and parking are complimentary Early departure fees are waived Hotel will offer CONUS rate to prospective UT student visitors when the reservation is made by UT staff

32. Cancellation of Sleeping Room Blocks Cancellation of Sleeping Room Blocks Hotel Knoxville, Holiday Inn: you may cancel 91 calendar days or more prior to the event with no cancellation fees Hilton, Four Points, and Crowne Plaza: Departments are obligated upon signing the event form to pay cancellation fees

33. Alcoa Airport Hilton Alcoa Airport Hilton CONUS for UT staff; $114 for UT guests Internet and parking are complimentary Early departure fees are waived Blackout dates do not include UT home football games

34. Chattanooga Marriott Downtown Chattanooga Marriott Downtown CONUS rates for Chattanooga Internet complimentary Early departure fees waived Blackout dates limited to 10 per year

35. The Chattanoogan The Chattanoogan CONUS rates for Chattanooga Internet complimentary Early departure fee $75 Blackout dates limited to 16 per year

36. Read House Hotel Read House Hotel CONUS rates for Chattanooga Internet complimentary Early departure fees waived No blackout dates

37. Meadowview Conference Resort Meadowview Conference Resort Only preferred hotel in Tri-Cities area Room rate is $91 per night 15% discount on meeting space $100 per person day meeting package inclusive of lunch Parking and internet complimentary

38. Nashville Hilton Airport Nashville Hilton Airport CONUS rates for Nashville Complimentary parking and internet Complimentary shuttle service to airport and Opry Mills

39. Brentwood Hilton Brentwood Hilton UT Employees and Group Room Blocks receive 15% off best available rate Complimentary shuttle service within 5 miles of the hotel An event may be cancelled without penalty with 30 days advance notice

40. DoubleTree Murfreesboro DoubleTree Murfreesboro CONUS rates Complimentary shuttle service within 5 miles of the hotel Blackout dates for Bonnaroo Music Festival

41. Rate Agreements Rate Agreements

42. Embassy Suites Vanderbilt Embassy Suites Vanderbilt Rate agreement King Suite $ 198.00; Double/Double Suite $ 198.00 Complimentary shuttle service within 2 miles of hotel

43. Hutton Hotel Hutton Hotel - - Nashville Nashville Rate agreement $199 Deluxe Rooms Complimentary parking Complimentary shuttle service within 3 miles of hotel

44. DoubleTree Jackson DoubleTree Jackson Rate agreement CONUS rate https://procurement.tennessee.edu/webinars/

45. DoubleTree Memphis DoubleTree Memphis Rate agreement CONUS rate https://procurement.tennessee.edu/webinars/

46. Memphis Sheraton Downtown Memphis Sheraton Downtown Rate agreement $135 for Standard King or Two Double Beds Early departure fees waived

47. DoubleTree Crystal City (Washington, D.C.) DoubleTree Crystal City (Washington, D.C.) Rate agreement 10% off best available rate (March, April, May, June, Sept., Oct.) 15% off best available rate (Jan., Feb., July, Aug., Nov., Dec.)