Hospitality Contracts for Meetings, Events, or Room Blocks

When you book through UC San Diego’s Local Agreement Hotels, you’ll enjoy exclusive rates and perks designed to support your events and travel needs:

• Competitive Rates – Below or matching UC’s maximum lodging allowance (with a few exceptions).

• Value-Added Benefits – Early check-in/check-out, discounts, promotions, and more.

• No Extra Fees – No late payment fees and no credit card processing/transaction fees (with one exception).

• Flexible Deposits – Prepay deposits capped at 50% of expected minimum charges.

• Reduced Resort Fees – Waived or discounted resort charges/fees.

• Complimentary Amenities – Breakfast and Wi-Fi in guestrooms and public areas.

• Meal Compliance – Catered meals aligned with UC maximum meal allowances.

• Parking Savings – Negotiated rates for daily and overnight parking fees.

• Event-Friendly Terms 

  • 80% attrition policy

  • More flexible cancellation terms

  • Waived or discounted A/V fees

  • Lower room block minimums for local conferences

  • Free event planning services

• Dedicated Support – Knowledgeable hotel contacts and a designated UCSD representative for events.

• Streamlined Process – Faster contract execution with no need to sign the Hospitality Contracts Addendum.

Elevate every stay—custom events, personalized service, and exclusive rates and perks with our local agreement hotel partners. For more information on hotel rates and perks, download this hotel brochure! To learn more about our partner hotel's event spaces and conference centers, please download the hotel event spaces list.

Four-Star Rated Properties

• Catamaran Resort
• Estancia La Jolla
• Hilton La Jolla Torrey Pines
• Hilton San Diego Bayfront Hotel
• Hyatt Regency La Jolla at Aventine

Three-Star Rated Properties

• Bahia Resort Hotel
• Best Western Premier Hotel Del Mar
• DoubleTree by Hilton San Diego Mission Valley
• Embassy Suites
• Empress Hotel La Jolla
• Hampton by Hilton San Diego/Del Mar
• Hyatt House San Diego Sorrento Mesa
• La Jolla Beach and Tennis Club
• La Jolla Shores
• Residence Inn Marriott La Jolla
• San Diego Marriott La Jolla
• Sheraton - La Jolla
• The Bristol Hotel San Diego

Hospitality Contracts Review Request Form in Kuali

Starting Monday, December 8, 2025, we will transition to our new Hospitality Contracts Review Request Form in Kuali. This replaces the old manual process and provides a more streamlined way to submit your hospitality contract requests. This form provides a simple 8-step process to help you understand what you need to complete your submission.

Two ways to access the form:

• Go to the Kuali Build page, log in with your SSO, and click on the Hospitality Contracts Review Request Form icon

• Use this direct link: https://ucsd.kualibuild.com/app/68b9a5cd4bed17028245b1fe/run

Before we can sign your contract, we require that your vendor sign specific documents, such as the Contract Addendum for non-agreement vendors or the Group Event Template for Local Agreement hotels. This step takes time and may delay processing your contract, depending on how quickly your vendor returns the signed documents to you. Please ensure to allocate extra time for the vendor to sign the required documents. 

Things to Remember:

1. Contact Hotels in the Local Agreement Hotel Program.

• For easy access and quick price comparisons, use the Mini-Bid Form.
• Pro tip: Contact the Hotels before finalizing your dates; often, if your dates are flexible, you can get better prices and offers.

2. Review the proposed contract, ensure all terms and pricing are understood and approved by your department.

• If your contract includes food and beverage, ensure you have the necessary approvals if exceeding the UC Maximum Meal Expenses.

3. Contract review and signature:

• • If you're using a hotel that participates in the Local Agreement Hotel program, Hospitality Contracts will review and sign the contract on your behalf.
    • Make sure to remind the hotel to attach the Group Event Template - Agreement Hotel  (download a copy here) to their contract. Partner hotels already possess a copy of this document and are expected to complete the information required in the group template, including the purchasing agreement number. 
  • If you're using a hotel that does not participate in the program, Hospitality Contracts will review and sign the contract on your behalf.
    • Submit these three (3) completed documents:
      
      • RRSS Hospitality Contract Form
      • Vendor Contract
      • Signed UCSD Contract Addendum (download a copy here)
    • The UCSD Contract Addendum is a pre-negotiated form for use solely in connection with agreements for hotels (including any audiovisual services), catering services, bar services, and other event venues.  A signed UCSD Contract Addendum is required for each event. The vendor may keep a copy of the signed Contract Addendum for their records, and the UCSD department may retain the Contract Addendum template for future use.

• For non-federal funded contracts that exceed $100,000 and federally funded contracts that exceed $50,000, submit two additional documents:
  • Sole Source & Price Reasonableness Justification Form (SSPR) 
  • Sole Source Justification form (SSPR) (PDF)
  • Three competitive bids

• Once the Hotel returns a countersigned copy to you, the contract is fully executed. 

     4. Issue a deposit payment to the Hotel if the contract requires one.

• Pro tip: you are encouraged to use a Travel and Entertainment Card (T&E) for deposit and final balance payments. Don't have a T&E Card? Visit the Travel and Entertainment Card page for more information. 
• If you decide not to use a T&E Card, payments can be processed through Concur. Be sure to select the correct event type to ensure your request is processed timely. Visit the Concur: Event Examples page for guidelines.

   5. Issue the final balance payment to the Hotel once the event is over. 

• Pro tip: you are encouraged to use a T&E Card for deposit and final balance payments. Don't have a T&E Card? Visit the Travel and Entertainment Card page for more information. 
• If you decide not to use a T&E Card, payments can be processed through Concur. Be sure to select the correct event type to ensure your request is processed timely. Visit the Concur: Event Examples page for guidelines.

12-Step Checklist for Hosting Off-campus Group Events

Hospitality Contracts has created a 12-step checklist for campus clients hosting off-campus events. Given the complexity of planning off-campus events, the guidance checklist is a valuable tool for simplifying and streamlining the process. Use the 12-Step Checklist for Hosting Off-campus Events to guide you from the initial planning phases to vendor payments and reconciliation.

10-Step Checklist for Hosting On-campus Group Events

Hospitality Contracts has created a 10-Step Checklist for Hosting On-campus Events. We understand that organizing events on campus can be complex and overwhelming, with many moving pieces. This checklist, designed to simplify the on-campus event planning process, will bring a new level of efficiency and organization to your events, benefiting all campus departments. 

How do I pay a hotel deposit? 

• You are encouraged to use a T&E Card for deposit and final balance payments. Don't have a T&E Card? Visit Travel and Entertainment Card for more information. If you decide not to use a Travel card, payments can be processed through MyPayments. Be sure to select the correct event type to ensure your request is processed timely. Visit Concur: Event Example for guidelines.

What can I use my Travel & Entertainment Card for? 

• You are encouraged to use a T&E Card for deposit and final balance payments. Don't have a T&E Card? Visit Travel and Entertainment Card for more information. If you decide not to use a Travel card, payments can be processed through MyPayments. Be sure to select the correct event type to ensure your request is processed timely. Visit Concur: Event Example for guidelines.

I'm trying to book individual business travel, is this the same thing? 

• No. For individual or personal travel, visit Paying Local Hotel for Inbound Traveler.

What if the hotel I want to use isn’t part of the Program?

• If you’re looking to book a local hotel for a meeting, event, or room block, it’s highly encouraged to use one of the Agreement Hotels.  However, if you chose to use a different hotel, or if your event is not local, you will need to submit your contract to HospitalityContracts@ucsd.edu along with the completed Hospitality Contract Form and signed UCSD Addendum at least two weeks prior to your event.

I have questions about the contract I signed with an Agreement Hotel, who can I ask?

• For any questions about terms, please don’t hesitate to reach out to HospitalityContracts@ucsd.edu.

What Is Mini-Bid Form?

• The Mini-Bid Form is a new resource for campus to help quickly and easily get comparable quotes/pricing from Agreement Hotels. All of the Agreement Hotels are familiar with this form, and will respond to your request as quickly as possible with a price quote based on the event information you provided.

What are some of the definitions of common hospitality terms that I should be familiar with?

• Attrition: Defined as the minimum obligation of the reserved total number of room nights that must be booked. This is typically associated with hotel room block contracts.  For example, if a hotel room block is for a total of 50 guest rooms and the contract has 90% attrition, this means the group is required to fill at least 45 guest rooms (90% of 50 guest rooms). With this example, if 40 guest rooms are booked, the Department is contractually obligated to pay the hotel for 5 rooms.

• Cancellation Charges: Defined as the amount of money the Department will owe to the hotel or supplier if the event is canceled after executing the contract. Typically contracts will define various timeframe's and amounts owed depending on when the cancellation occurs.
• Food & Beverage Minimum: This is the minimum obligation the supplier must receive on food and beverage expenditures, and does not include other costs associated with the venue. Keep in mind, the actual F&B spend often times exceeds the minimum amount.  The total F&B amount is taxable (tax rate is currently 7.75% in San Diego and La Jolla) and will typically incur a service charge fee (commonly between 20-24%).
• Service Charge: Most contracts containing food and beverage, or some form of service, will have a service charge noted as a percentage. Typically the service charge is taxable.
• Courtesy Block: Some hotels will offer a courtesy block, meaning the hotel is blocking the rooms without any obligation for the rooms to be utilized. While completing this form is still required for courtesy block contracts, please be sure to make note on the form if you believe the contract is a courtesy block to ensure Procurement can review accordingly.