Hotel & Events Services
- Nehal Gupta
This user-guide will assist you with the Hotel and Event Services Form.
Use this form to gather information regarding your hotel and/or event requirements. If you require multiple agreements with different providers (i.e. hotel, caterer, A/V provider) during this event, you will be required to complete a separate Hotel & Event Services Request form for each additional supplier used.
For Payment with Travel Card Only.
Before You Begin
Please reach out to the appropriate Procurement team to discuss your event needs in advance
Agreements should be submitted a minimum of 4 weeks prior to the event (for large events/conferences, these should be planned months in advance).
Process Steps
At the Shopping home page of HuskyBuy, find the Internal Request Forms. Click on the Hotel & Event Services Request form.
Read the instructions carefully. Notice the sections on the left that will guide you through the form. The Questions section is the only one that has required fields. You will notice a green check when the section is done. You can click directly on the sections to navigate to them. Click Next > to continue.
Department Information
Provide the Full Name of the Department, First and Last Name of the point of contact and email address for Procurement and Contracting to reach out to with any questions/clarifications.
Supplier Information
Provide the required information for the Supplier.
Event Details
Provide the information required in this section.
Items to note:
Do not use acronyms
The event description should provide a clear reason as to what the supplier will provide
An Event Agenda is required if faculty and/or staff will be attending
An Attendee and Affiliation List is required if faculty and/or staff will be attending
Agreement Details
Several lines are provided for you to upload a Word version of the agreement(s) that are needed for this one event and one supplier. If you are contracting with another supplier for a part of the function (i.e. catering, A/V, etc.) then you will need to submit a separate request for that agreement. Please be sure you are reviewing the agreement in detail and answer the questions.
If you have entered and/or answered all the required questions in the form, click Next at the bottom of the page on the right.
Review and Submit
When you have a green check mark that all required fields have been satisfied, you may click Submit. This will route to the appropriate team in Procurement for review. Questions may be asked in the Discussion section of the form. If your HuskyBuy notifications are turned on, you will receive this notification.
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