SUBJECT: To establish consistent methods of review and execution of Facility Space Rental or Hotel Room Block Agreements
PURPOSE: To identify and provide instructions for the agreement review process conducted by Procurement Services or University departments
SUMMARY REVIEW:
- Visit UChicago Travel for a list of current Preferred Vendors.
- Determine your requirements by using the Hotel Solicitation Guideline for Group Events (form PF15.35.04).
- Prepare a Request for Quotation including at least 3 properties to determine the most appropriate facility to host the event.
- Consider your department budget when selecting properties for a solicitation as room rates and food and beverage cost increase based upon hotel rating.
- Compare and contrast rates vs. amenities.
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Visit the facility to conduct a site inspection or view it online.
- An evaluation sheet (see Property Evaluation Form) is available to assist you in looking at specific traits of each property
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Provide the University's Tax Exempt Form to selected facility
- State (IL) Tax Exempt
- City (Chicago) Tax Exempt Forms: Fee Waiver Ordinance & Permit Fee Exemption
- Other States with Exemption Status: CT, FL, MA, MI, MN, MO, NY, TN, TX, WI
- Check the State travel tax exemption status for lodging, car rental and food/beverage.
For more information, please see Procedure No. 15.35.02.