THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON
ISSUED DATE: 05/08/12
LOGISTICS/ACQUISITION OPERATING PROCEDURES
REVISED DATE:
------------------------------------------------------------------------------------------------------------------------------------------------SECTION
2.0
PROCUREMENT
SUBJECT
2.58
HOTEL/EVENT AGREEMENTS
GENERAL INFORMATION
This procedure is issued to establish effective guidelines for processing and routing of Hotel / Event Agreement consistent
with applicable rules and regulations.
AUDIENCE
Applicable to all Procurement Staff and designated Satellite Buyers
DEFINITION
For the purpose of this procedure, Hotel/Event Agreements are defined as agreements for UTMB sponsored events
(graduation, seminars, etc.) held in hotel convention rooms and may or may not include Guest Room Accommodations,
catering, equipment or Auxiliary Activities.
GUIDELINES
1.
All Hotel / Event Agreements, regardless of the amount, shall be in the form of UTMB’s Standard Hotel Agreement
(ref. Attachment A).
A. Provisions within the Standard Hotel Agreement may be edited.
a. Provisions labeled (DL) may be deleted if not applicable to the event.
b. Provisions labeled (RV) may be revised in order to meet the department’s needs but are subject to
the following:
i. Revisions must be consistent with the current language and cannot address other issues,
including but not limited to acceptance or waivers of indemnification, liability, damages
or insurance, or agree to pay attorney fees; and
ii. Additional provision headings cannot be added to the agreement.
2.
The buyer must:
 Review & update the agreement according to the department’s needs.
o Complete all blue highlighted sections.
o Address all yellow highlighted sections.
 Complete the “Contract Routing Approval Form For Chief Purchasing Agent or Purchasing Manager Signature”
(ref. Attachment B)
 Submit the Agreement, “Contract Routing Approval Form” and agreement to the Purchasing Supervisor for
review and approval.
3.
The Purchasing Supervisor must:
 Review the agreement to insure they comply with UT System’s
o Cancellation Fees Best Practices
o Attrition fee provision for Food & Beverages, Rooms, and Block of rooms.
 If the Agreement is ready to be executed; forward an “original” of each document to the Purchasing Manager for
review and approval.
EXCEPTIONS
There will be no exceptions unless by formal addendum to this procedure or other formal written exception by the Chief
Purchasing Agent.
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REFERENCES
2.58
Hotel/Event Agreements
Approved: Kyle D. Barton
Interim Chief Purchasing Agent
Attachments:
A – UTMB Standard Hotel Agreement
B – Contract Routing Approval Form
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