When reserving a block of rooms, renting meeting space, or arranging other services with a hotel, a contract may be required by the hotel. All contracts that involve payment or establish terms with a vendor, including hotel contracts, require careful review before an authorized signatory can finalize them.
Steps to Get Your Hotel Contract Signed
Select a Hotel and Negotiate Terms
- Select a hotel that meets the SOG's requirements for dates, location, availability, services, and cost. Review the Meeting and Event Planning - Finance and Budget page for a list of vendors with master agreements through UNC, including A/V, catering, venue rentals, etc. Using vendors from this list is optional but may simplify payments and reduce costs through pre-negotiated university rates.
- Confirm event details & requirements with the hotel. Once finalized, the hotel will typically provide a contract.
Review the Agreement
- Ensure that key terms in the contract are correct, including dates, amounts, and services
- Ensure the proper SOG business is listed:
- If funded by a grant (OSP) or service agreement with a state agency, list the contracting organization as UNC School of Government.
- If funded by SOG Services, such as for an SOG course or for general SOG sponsored event, list the organization as School of Government Services, Inc.
- If the funding source is unknown, provide as much information as possible about the event, and the business office will advise you
- Make note of any special requirements
- Complete the SOG guide to vendor contracts checklist (Coming Soon)
Submit a Ticket to the Business Office
Start the process by submitting a request through the Business Office Ticketing System. Be sure to:
- Include event details and a copy of the hotel contract.
- Specify the funding source and include the course/program code, if applicable.
- Review the Purchasing Requirements by SOG Business guide for any additional requirements based on your funding source and contract amount.
- Submit your request at least 45 days before the event and include the course/program code, if applicable.
Await Further Instructions
The Business Office will review your submission and provide next steps. You may be asked to:
- Provide additional information
- Collect forms or documentation from the hotel or venue
After the Event
Within 10 business days, submit the following to the Business Office by updating your original business office ticket. Include:
- Itemized invoice
- Final agenda and participant list
- Relevant Course/Program Codes
The Business Office will review your submission within 2 business days and initiate payment according to the payment due date.
Hotel Contract FAQ
How do I know what business name to use on a hotel contract?
For hotel contracts associated with programs, you’ll need to check the business listed in the Event Dashboard. The official corresponding business names are below:
UNC SOG: The School of Government at the University of North Carolina at Chapel Hill
SOG Services: School of Government Services, Inc.
SOG Foundation: School of Government Foundation, Inc.
Who should sign my hotel contract?
Only the authorized signatories of each entity is able to sign contracts. The authorized contracts are below:
UNC SOG: an authorized purchasing agent in UNC Finance and Operations, via ConnectCarolina
SOG Services: School of Government Services, Inc.: SOG Services Director (Associate Dean for Operations and Finance)
SOG Foundation: School of Government Foundation, Inc.: SOG Foundation Director (Dean, School of Government)
If there is no financial commitment included in a hotel contract (for example to reserve a courtesy block), a Program Director may sign a contract.
Can we make a deposit up front?
University policy allows us to make a deposit no greater than 25% of the total contract amount. In limited circumstances, we may be able to increase the deposit depending on the nature of the funding.
Is the SOG Hotel Addendum required?
The hotel addendum should be included with hotel contracts whenever possible, but it is not required.
Questions? Contact Anitra Jones at ajones@sog.unc.edu
