Office of the Vice President and Chief Financial Officer

Hotel Agreements

The University of Texas at Austin's Standard Hotel Agreement and Standard Hotel Contract Addendum are templates that have been approved for use by departments when contracting with a hotel for guest room blocks, conference rooms, or related services provided by the hotel. The use of either template will expedite the review and approval process and protect the university from unmanageable risk or unforeseen liability.

Instructions for completing these templates are embedded within the templates. Revisions to these templates, other than as allowed by the instructions, must receive prior written approval from the Office of the Vice President and CFO.

1. The Standard Hotel Agreement is the preferred template for contracting with a hotel.

   The Standard Hotel Agreement contains clauses that:

   1. are standard clauses found in most Hotel Agreements;
   2. protect the university from unmanageable risk or unforeseen liability; and
   3. are in compliance with the Board of Regents’Rules and Regulation and State of Texas law.

2. The Standard Hotel Contract Addendum should be used only if the hotel will not accept the university's Standard Hotel Agreement. This addendum is completed and then attached to the hotel’s contract, also referred to as Nonstandard Hotel Agreement.

   The Standard Hotel Contract Addendum contains clauses that:

   1. inform the hotel of limitations on signer’s authorization to bind the university;
   2. protect the university from unmanageable risk or unforeseen liability; and
   3. are in compliance with the Board of Regents’ Rules and Regulation and State of Texas law.

   Note: A low risk, confirmation type, Nonstandard Hotel Agreement, with a total value not to exceed $5,000, can be processed without attaching the Standard Hotel Contract Addendum. This type of agreement does not contain clauses, including but not limited to Indemnification, Liability and Insurance, which may create an unmanageable risk to the university. Total value includes the possibility of cancellation or attrition charges.

3. The AT&T Executive Education and Conference Center Facility Use Agreement is used to formalize arrangements between a university department and the AT&T Executive Education and Conference Center.

Submitting Agreement for Signature (Sample Intradepartmental Routing Form) – Forward two originals of the completed hotel agreement to an individual in your department with hotel delegated signature authority. Only an individual who has received delegated signature authority directly from the president of the university is authorized to sign a Standard Hotel Agreement or Nonstandard Hotel Agreement with the Standard Hotel Contract Addendum attached.

Approval by the Office of the Vice President and CFO - The Office of the Vice President and CFO will continue to review and approve hotel agreements under the following circumstances:

• Value of agreement exceeds the limitation on delegated signature authority;
• The Standard Hotel Agreement or Standard Hotel Contract Addendum template contains substantive revisions;
• The individual(s) with delegated signature authority is not available for an extended period of time; or
• Your office does not have delegated signature authority.

If you have any questions or comments, please do not hesitate to contact the Office of the Vice President and CFO at 471-7400 or 471-4412.