Office of Procurement Services

Hotel/Event Contract Processing Guidelines

The Contracts Team reviews hotel and event contract documents for legal sufficiency. All university employees are responsible for compliance with the University Business Travel Policy and ensuring allowable expenditures.

Important: Do NOT email contracts to an individual's email account, contracts@vcu.edu, or purchasing@vcu.edu. A minimum of ten (10) business days is required for review.

 Process by contract value

$10,000 or less

  • Offer a P-card or Purchase Order in lieu of signing a contract.
  • P-cards are the preferred payment method. Restriction/Exception lift will be required. See P-card Exceptions/Lifts. (add link)
  • If the venue has an MSA with VCU, request a confirmation document. Check Hospitality Resources to confirm an MSA.

If no MSA exists or a signature is required on a document other than an order confirmation, submit a review request in the RealSource Contracts+ module.

$10,001 or more 

  • A requisition is required, even if the venue has an MSA with VCU.
  • If there is an MSA, attach the confirming order.

If no MSA, attach the contract and related documents to the requisition in RealSource.

Key policies & considerations

 Authorized signatures: Department representatives are not authorized to sign hotel/event contracts. Exception: Banquet Event Orders (BEOs)

 "Green" facilities: For events in Virginia with 50+ attendees, departments must choose "green" facilities per the High Performance Buildings Act.

 Deposits/prepayment: VCU generally does not pay deposits or prepay. Use a P- card to reserve or a purchase order. Do not fax P-card numbers or include them on contracts.

 Banquet event orders (BEOs): If an agreement is already executed, you may sign BEOs, provided you note the original contract date on the signature page and return the signed BEO to the venue and contracts@vcu.edu.

Requisition & expense guidelines

Each requisition must contain separate line items for lodging, meeting rooms, AV, meals, and incidentals. Ensure values reflect the total maximum estimated cost, including taxes and gratuities.

 Gratuity: Negotiate a rate not exceeding 20%. Gratuity should not apply to lodging or meeting room rental.

 Meals: If meals exceed 150% of the allowable per diem, the overage must be split-coded to a local fund account.  See Purchase Meals/Food. 

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