Preferred Hotels

1. Preferred Hotels

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

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

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

5. Travel website

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

7. Demo of Travel Website

8. 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 • 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 • 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

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

13. 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 • 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 • 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 • 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 • Concur • World Travel: 1-877-210-8189 • Call Hotel and ask for The University of Tennessee rate

18. 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 • 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 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 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-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-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 • 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 • Hotel Knoxville • Holiday Inn World’s Fair Park • Four Points Cumberland House • Hilton • Crowne Plaza

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

27. 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 • 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 World’s Fair Park • Internet complimentary • Early departure fees waived if guest notifies hotel upon check-in

30. 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 • 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 • 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 • 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 • CONUS rates for Chattanooga • Internet complimentary • Early departure fees waived • Blackout dates limited to 10 per year

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

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

37. 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 • CONUS rates for Nashville • Complimentary parking and internet • Complimentary shuttle service to airport and Opry Mills

39. 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 • CONUS rates • Complimentary shuttle service within 5 miles of the hotel • Blackout dates for Bonnaroo Music Festival

41. Rate Agreements

42. 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 - Nashville • Rate agreement • $199 Deluxe Rooms • Complimentary parking • Complimentary shuttle service within 3 miles of hotel

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

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

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

47. 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.)