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Hotel Contracts for Events, Conferences, or Meetings

Learn more about processing hotel contracts for events, conferences, or meetings

Remember to engage Integrated-Procure-to-Pay Solutions (IPPS) early in your processes to expedite approvals, assist in contract negotiations, and other contractual or payment matters. 

For personal business travel, visit MyTravel or to set up payment for department meetings visit MyPayments for additional details.

IPPS' Strategic Procurement team is in the process of establishing Master Agreements with hotels to ensure that UC San Diego's required terms and conditions are met, and to establish beneficial and negotiated rates. Although seasonal factors, local events, and hotel capacity will create a fluctuating market for hotel room blocks, IPPS is working to achieve the best considerations for all of your events. The following hotel is currently engaged with UC San Diego in a Master Agreement:

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How to get a hotel contract for one-time events, conferences, or meetings

IPPS' Strategic Procurement team can help you early in the negotiation and proposal process

  1. Acquire a competitive quote from your selected hotel 
    1. Ensure that UC San Diego's terms and conditions are met by contacting Strategic Procurement 
  2. To help you execute a signed hotel agreement, send documents for your chosen hotel to Strategic Procurement at HospitalityContracts@ucsd.edu, at least two weeks prior to your event

To avoid risk to yourself and the university:

  • Don't sign any hotel contract or quote, as the university may not accept your hotel’s pre-written terms and conditions. Instead, contact IPPS' Strategic Procurement team at HospitalityContracts@ucsd.edu to review, sign and execute agreements on your behalf, or you will be accepting personal liability. Please allow 2-3 business days for turn around on average.
  • Read and understand UC San Diego's relevant policies including Meetings and Entertainment 
  • A hotel contract will not go through a Purchase Order in Marketplace 
  • Be sure to provide all necessary documents to IPPS' Strategic Procurement team at least two weeks prior to the event date in order to book hotel spaces and services

For more information on the payment method, please see the following:

  • If the purchase is for hotel rooms only, please use MyTravel 
  • If the purchase involves a hotel venue with food, please use MyPayments
  • If the purchase involves a hotel room block and food, both MyTravel and MyPayments must be used 

How to get a hotel contract for large group room blocks and reservations

IPPS' Strategic Procurement team can assist with hotel contracts including when UC San Diego is hosting a group of people at a hotel, or sending a UC San Diego team elsewhere to attend a conference or event. 

Work with IPPS' Strategic Procurement team when you require ten or more rooms.

  1. Acquire competitive quotes from your selected hotel
    1. Ensure that UC San Diego terms and conditions are met by contacting Strategic Procurement 
  2. To help you execute a signed hotel agreement, send documents for your chosen hotel to Strategic Procurement at HospitalityContracts@ucsd.edu, at least two weeks prior to your event

To avoid risk to yourself and the university:

  • Don't sign any hotel contract or quote, as the university may not accept your hotel’s pre-written terms and conditions. Instead, contact IPPS' Strategic Procurement team at HospitalityContracts@ucsd.edu to review, sign and execute agreements on your behalf, or you will be accepting personal liability. Please allow 2-3 business days for turn around on average.
  • Read and understand UC San Diego's relevant policies including Meetings and Entertainment
  • A hotel contract will not go through a Purchase Order in Marketplace 
  • Be sure to provide all necessary documents to IPPS' Strategic Procurement team at least two weeks prior to the event date in order to book hotel spaces and services

For more information on the payment method, please see the following:

  • If the purchase is for hotel rooms only, please use MyTravel 
  • If the purchase involves a hotel venue with food, please use MyPayments
  • If the purchase involves a hotel room block and food, both MyTravel and MyPayments must be used 

How to get a hotel contract for recurring or programmatic events

IPPS' Strategic Procurement team can assist with hotel contracts when you are signing a long-term contract that requires space or services from a hotel on a recurring basis over a specified duration. These contracts can be for room nights, restaurant space/catering and/or entertainment at a hotel venue. Examples include:

  • UC San Diego is hosting visiting guests on a regular, typical basis (such as every week for a month);
  • Planning various orientation sessions at the same location and you want to rent a hotel ballroom;
  • Contract with a particular hotel restaurant, on an ongoing basis, for your monthly association meetings. 
  1. Acquire competitive quotes from your selected hotel
    1. Ensure that UC San Diego terms and conditions are met by contacting Strategic Procurement 
  2. To help you execute a signed hotel agreement, send documents for your chosen hotel to Strategic Procurement at HospitalityContracts@ucsd.edu, at least two weeks prior to your event

To avoid risk to yourself and the university:

  • Don't sign any hotel contract or quote, as the university may not accept your hotel’s pre-written terms and conditions. Instead, contact IPPS' Strategic Procurement team at HospitalityContracts@ucsd.edu to review, sign and execute agreements on your behalf, or you will be accepting personal liability. Please allow 2-3 business days for turn around on average.
  • Read and understand UC San Diego's relevant policies including Meetings and Entertainment
  • A hotel contract will not go through a Purchase Order in Marketplace 
  • Be sure to provide all necessary documents to IPPS' Strategic Procurement team at least two weeks prior to the event date in order to book hotel spaces and services

For more information on the payment method, please see the following:

  • If the purchase is for hotel rooms only, please use MyTravel 
  • If the purchase involves a hotel venue with food, please use MyPayments
  • If the purchase involves a hotel room block and food, both MyTravel and MyPayments must be used 

Expand all