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:
UTSA Procurement Services:

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
Type “Concur” into the search box

9. Locating the Agreement
Log in using your Net ID and password at this link:
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:
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 $ ; Double/Double Suite $
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

45. DoubleTree Memphis Rate agreement CONUS rate

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.)