HOTEL AGREEMENTS 2009 Office of General Counsel Mark Gentle, Attorney

2 PLANNED TRAINING December 7 and 15 Standard Forms –Focus on New Master Hotel Agreement –Will Discuss UT Austin Hotel Agreement More later 2

33 STANDARD UNIVERSITY FORMS- Advantages Contain the Provisions Mandated by Texas Law Provide Negotiating Flexibility Allow Changes in Service Requirements

44 STANDARD UNIVERSITY MASTER AGREEMENT UT System Offices with Delegated Authority Austin Area Annual Master Agreement with Event Agreements for each Event

55 STANDARD UNIVERSITY HOTEL AGREEMENT For events not subject to the Master Agreement Known as the UT Austin Hotel Agreement greements/forms/Hotel_Agrmnt.doc

66 LEGAL REVIEW OGC Intake Form Requested timeline for review Important background information -Funding source -Potential for cancellation or reduced attendance -Anticipated spend per category

77 LEGAL REVIEW Key Points Start with appropriate Standard Hotel Agreement Reduce all understandings to writing in the Agreement Highlight or redline changes made to standard form

88 LEGAL REVIEW Identify/reduce risk to the System Cancellation clause Attrition –Guest rooms –Food/beverage –Audio/visual Miscellaneous charges

99 TRAINING GOALS!... PRACTICAL ADVICE TO STREAMLINE THE PROCESS NEGOTIATION STRATEGIES DETAILED REVIEW OF AGREEMENTS ADDRESS TOPICS RELEVANT TO YOUR PROGRAM