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an.spaceKey	embusinessservices
colorPalettes	Default
tabsPageTitle	Hotels & Lodging
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A contract is required when we secure a block of hotel rooms. A contract or simple banquet order is required when we secure room rental/AV services/catering with a venue for an event. Allow 4 weeks in advance of the program to provide sufficient time for full execution of contracts.

Standard Hotel Agreement

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

The Standard Hotel Agreement contains clauses that:

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

Only an individual with a written delegation of authority from the President of the University may execute and deliver contracts on behalf of the university. Therefore, a university contract without an authorized signature may be invalid and unenforceable and may create individual liability for the unauthorized signer.

Standard hotel agreements can be created when needed.

Simple Catering/Banquet/Hotel Agreements

Simple room, banquet, or catering agreements can be used as long as they are for amounts under $15,000 and certain items are not included, or are marked out and initialed by both parties.

We would prefer not to agree to any of the following:

Non-refundable deposits

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an.spaceKey	embusinessservices
id	qgcyzfz7iv
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title	Conduct at Event
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content	[{"type":"bulletList","content":[{"type":"listItem","content":[{"type":"paragraph","content":[{"type":"text","text":"Example: You assume full responsibility for the conduct of all persons in attendance at your event and for any damage done to any part of our premises during the time of your event."}]}]}]},{"type":"paragraph","content":[]}]

The university will not agree to any of the following:

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an.spaceKey	embusinessservices
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textColorPalette	Default
title	Indemnification
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content	[{"type":"paragraph","content":[{"type":"text","text":"Example: To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the hotel, owner and their respective employees and agents against all claims, losses or damages to persons or property including reasonable attorney’s fees arising out of or connected with your function, except those claims arising out of the sole negligence or willful misconduct of the hotel."}]}]

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an.spaceKey	embusinessservices
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textColorPalette	Default
title	Collection of attorney's fees
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content	[{"type":"paragraph","content":[{"type":"text","text":"Example: The parties agree that in the event that any dispute arises in any way relating to or arising out of this contract, the prevailing party in any arbitration or court proceeding will be entitled to recover an award of its reasonable attorney’s fees and costs."}]}]

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an.spaceKey	embusinessservices
id	fu9g2hsyrgt
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title	Arbitration
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content	[{"type":"paragraph","content":[{"type":"text","text":"Example: The parties agree that any dispute in any way arising out of or relating to this contract will be resolved by arbitration before JAMS/ENDISTUTE or the American Arbitration Association."}]}]

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an.spaceKey	embusinessservices
id	ds3wx9ysspn
textColorPalette	Default
title	Insurance
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content	[{"type":"paragraph","content":[{"type":"text","text":"Example: You agree, if requested by us, to obtain and keep in force, during the term of its occupancy and use of our premises for your event, policies of our general liability insurance."}]}]

Non-standard Hotel Contracts

The hotel’s contract will be forwarded to Contracts and Grants for signature. Please note that this process can take up to 4 weeks.

They will need to sign via DocuSign. If vendor has DocuSign issues, please submit a General Help Request immediately. A fully signed contract must be in place before vendor can be paid.

Other Contracts

All other contracts should be submitted through JIRA. Examples are libraries, music venues, meeting spaces, museums, etc.

Cfm tabs page

an.spaceKey	embusinessservices
colorPalettes	Default
tabsPageTitle	Prepayments/Deposits
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To request a Purchase Order or Contract that includes a deposit or prepayment, please note:

Completed Prepayment Form (unsigned) must be attached to your Purchase Order Request or Contract Request
Any goods or services requiring a prepayment or deposit must include the Refund of Deposit Clause on either the Purchase Order, Contract, or vendor invoice:
- Refund of Deposit/Prepayment.In the event this Agreement is canceled by <vendor name> for reasons not attributable to The University of Texas at Austin (university) or if canceled by the university for default of performance by <vendor name> or Force Majeure, then within 30 days after termination, <vendor name> will reimburse the university for all advance payments paid by the university to <vendor name> that were (a) not earned by <vendor name> prior to termination, or (b) for goods or services that the university did not receive from <vendor name> prior to termination.

✏️ This is the 'Prepayment or Deposits' tab. Start typing to add content, or click 'Publish'/'Update' to view the final result.

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an.spaceKey	embusinessservices
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tabsPageTitle	Terms & Conditions
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All purchases made by finds of the University of Texas at Austin are governed by general purchasing terms and conditions available here: https://utexas.app.box.com/v/order-terms-1

The university prefers not to agree to:

Non-refundable depositsdeposit

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an.spaceKey	embusinessservices
id	mbc5os8z4pg
textColorPalette	Default
title	Conduct at event

:


textColor	#091E42
content	[{"type":"paragraph","content":[{"type":"text","text":"Example: You assume full responsibility for the conduct of all persons in attendance at your event and for any damage done to any part of our premises during the time of your event."}]},{"type":"paragraph","content":[]}]

The university will not agree to any of the following:

Example: To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the hotel, owner and their respective employees and agents against all claims, losses or damages to persons or property including reasonable attorney’s fees arising out of or connected with your function, except those claims arising out of the sole negligence or willful misconduct of the hotel

Example: The parties agree that in the event that any dispute arises in any way relating to or arising out of this contract, the prevailing party in any arbitration or court proceeding will be entitled to recover an award of its reasonable attorney’s fees and costs.

Example: The parties agree that any dispute in any way arising out of or relating to this contract will be resolved by arbitration before JAMS/ENDISTUTE or the American Arbitration Association….

Example: You agree, if requested by us, to obtain and keep in force, during the term of its occupancy and use of our premises for your event, policies of our general liability insurance…

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