Hotel Group Room Blocks/Event Venue Agreement Signing Procedures

Hotel/event-venue agreements, regardless of size or payment method, must be reviewed and signed by a representative in Travel Management & Corporate Card Services. Hotel/event-venue agreements do not need to be sent to General Counsel.

When the event coordinator is satisfied with all the business terms of the agreement, such as quantity and price of rooms, follow the procedures below to ensure the agreement is executed properly.

For information on how to process payments for group room blocks/event venues, go to the >> payment information page <<.

1. Hotel/event-venue agreements should be emailed (preferred) to: trvlmgr@usc.edu. Whenever possible, agreements should be emailed as word documents that can be edited. Hardcopies can be delivered or mailed to Travel Management & Corporate Card Services.
2. Allow five (5) business days upon receipt by Travel Management & Corporate Card Servies for review and signing.
3. Please specify how you would like the signed hotel/event-venue agreement returned to you. If no instructions are provided, Travel Management & Corporate Card Services will return the signed agreement via campus mail.
4. If the hotel/event-venue needs a credit application from USC, refer the property to the university's pre-filled credit application.
5. Banquet Event Orders (BEOs) that specify number of dinners, amount of A/V, etc. that are produced by the hotel subsequent to Agreement signing do not need to be signed by an authorized signer.  Departmental representatives can sign BEOs.  However, be certain BEOs are reviewed carefully as BEOs articulate important charges.

1. Hotel agreements with guest room costs exceeding $350/person/day (excluding taxes) require the approval of a Vice President or Dean. Please obtain and attach these approvals before sending agreements for signing.
2. Agreements with catering costs exceeding $75/person/day (excluding taxes, surcharges, and gratuities) require the approval of a Vice President or Dean. Please obtain and attach these approvals before sending agreements for signing.
3. All payment requests (check requests, requisitions, and ^QuickExpense reports) must have a clear business purpose for the event.
4. Object codes for hotel and event venues is 18100 (domestic) and 18200 (international)
5. Any frequent traveler points received by an individual for coordinating a group hotel event are property of the university or sponsored project, according to the university's Expenditure Policies and Procedures (pdf). Points for group hotel events may not benefit an individual, and must be turned into the department for business use.

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