University of Pittsburgh
Purchasing

Event-Related Purchasing Guidelines

Event Agreements for Business Meetings, Conferences, and Special Events



purchasing Guidelines for Departmental Event Planners

Purchasing Services' signature is required for all event agreements

Event agreements required by hotels and other non-university venues contain non-standard terms and conditions that must be reviewed and approved by Purchasing Services prior to the event.  Therefore, in accordance with University policy 05-02-05, departmental event planners must obtain a signed agreement from Purchasing Services for all event agreements with hotels and other non-university venues regardless of cost.   

Agreements valued greater than $5,000

For agreements valued greater than $5,000, a Directed or Sole Source Justification form is required.  Complete this form and send it to Purchasing Services along with the agreement.

Examples of agreements that must be forwarded to Purchasing Services
Agreements that must be forwarded to Purchasing Services for approval include, but are not limited to the following:
  • Meeting space
  • Blocks (10 or more rooms) of sleeping rooms
  • Conference facilities and event centers (domestic and international)
Direct-bill payment options

Hotels normally provide agreements for room blocks of 10 or more rooms and for meeting space. 

Some hotels offer a direct bill payment option for meeting space and lodging.  The hotel will provide you with a credit application. 

  • If the credit application does not contain terms-and-conditions, the departmental event planner may complete the credit application and sign it. 

    Note: the credit application may require University credit information.  To obtain this information, submit a University/Business Profile Request, and a copy of the University of Pittsburgh's Business Profile will be forwarded to you.  

  • If the credit application does contain terms and conditions, forward it Purchasing Services.

Deposits

If the supplier requires an immediate deposit, you must submit two documents to Payment Processing to initiate payment of the deposit:

  • a copy of the agreement signed by the Purchasing Services Manager; and
  • a Disbursement Request.

Disbursements

A copy of all signed agreements must be sent with the disbursement paperwork to Payment Processing.

Other types of agreements

For information regarding other types of agreements, contact your assigned Procurement Specialist.

Purchasing Services Contact Information

Email:  eventagreements@cfo.pitt.edu

Fax:     412-904-5527

Ph:       412-624-1747


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Updated: 04/05/2012

 

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