For Undergraduate College employee use only. If not an employee of the Undergraduate College, contact your UT school or department's business office for assistance.
Contracts and other legal agreements
- Katy Buchanan
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.Â
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
- Conduct at event:
- 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.
We CANNOT 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…
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.
Please refer to Search for Vendor in UT Payment System to make sure you have made all necessary vendor-related provisions well in advance of a program.
Welcome to the University Wiki Service! Please use your IID (yourEID@eid.utexas.edu) when prompted for your email address during login or click here to enter your EID. If you are experiencing any issues loading content on pages, please try these steps to clear your browser cache.