hotel agreements 2009 office of general counsel mark gentle, attorney mgentle@utsystem.edu 499-4502

HOTEL AGREEMENTS 2009

Office of General Counsel

Mark Gentle, Attorney

mgentle@utsystem.edu

499-4502

2

PLANNED TRAINING

December 7 and 15

Standard Forms

– Focus on New Master Hotel Agreement

– Will Discuss UT Austin Hotel Agreement

More later

2

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STANDARD UNIVERSITY FORMS- Advantages

Contain the Provisions Mandated by Texas Law

Provide Negotiating Flexibility

Allow Changes in Service Requirements

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STANDARD UNIVERSITY MASTER AGREEMENT

UT System Offices with Delegated Authority

Austin Area

Annual Master Agreement with Event Agreements for each Event

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STANDARD UNIVERSITY HOTEL AGREEMENT

For events not subject to the Master Agreement

Known as the UT Austin Hotel Agreement

http://www.utexas.edu/business/vp/contracts_agreements/forms/Hotel_Agrmnt.doc

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LEGAL REVIEW

OGC Intake Form

Requested timeline for review Important background information

- Funding source- Potential for cancellation or reduced attendance- Anticipated spend per category

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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

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LEGAL REVIEW

Identify/reduce risk to the System Cancellation clause Attrition

– Guest rooms– Food/beverage– Audio/visual

Miscellaneous charges

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TRAINING GOALS!...

PRACTICAL ADVICE TO STREAMLINE THE PROCESS

NEGOTIATION STRATEGIES

DETAILED REVIEW OF AGREEMENTS

ADDRESS TOPICS RELEVANT TO YOUR PROGRAM