Arizona State University

ASU Managed Hotel Program

ADTRAV Travel Management is Arizona State University’s contracted travel management company for travel related services. As authorized through ASU’s Purchasing & Business Services Office, ADTRAV has negotiated a new Managed Hotel Program for ASU. Under this new program, participating hotels will provide special rates and terms for University related hotel needs for individuals and groups. Services through ADTRAV under this new program include reservations, meeting and conference services.

The new Managed Hotel Program (MHP) serves to formalize and streamline the process used by ASU and the participating hotels while providing benefits to both.

ALL hotel contracts for blocks of rooms/meetings are to be routed to ADTRAV for compliance review and authorized signature. This process satisfies ASU bidding requirements and saves valuable resources for ASU departments and ASU Purchasing (hotelcontracts@adtrav.com). All business with hotels under the program will be tracked by the hotel and ADTRAV, regardless of booking source (i.e. dept bookings made direct with the hotel or through ADTRAV’s Meeting division) for future negotiations and discounts for the University.

Some of the contract benefits are outlined below:

UNIVERSITY RELATED EVENTS.
The University is precluded from prepayments for services and therefore does not enter into agreements that require prepayments or deposits. In the hotel industry, this would apply to deposits required for meeting and conference services, for blocks of rooms and any other costs that a property may normally request prepayment for, prior to the actual services being rendered or lodging nights occurring. Participating hotels and venues in Arizona State University’s Managed Hotel Program are to waive any deposit requirements for any and all University related stays and/or functions.

Benefits of Participation:

1. An effective method to market participating hotels and meeting venues to ASU travelers, decision makers and meeting planners.
2. Promotion of hotels to ASU departments, travelers and meeting planners through targeted communications and a dedicated web portal on both the ADTRAV and ASU websites.
3. Hotels receive priority listing in ASU’s online booking tool for transient travel, provided by ADTRAV.
4. Rate loading under a secure rate access code for accurate tracking and reporting.
5. Access to the “ASU Hotel Line” for professional assistance from ADTRAV staff, 1-866-673-3499.

The following are requirements for hotel participation in Arizona State University’s Managed Hotel Program for Transient Business and Group/Meeting & Conference Business:

Transient Business:

1. Specially negotiated, competitive rate structure, may vary by season.
2. Last room availability (LRA) in standard single, double and king room type; does not apply to suites and rooms located on a concierge floor.
3. Ability to book and confirm rooms online through ADTRAV or direct with hotel.
4. The preferred method of payment is the University’s P-card, a J P Morgan Chase VISA Card.
5. Availability of Non-smoking rooms.
6. All confirmed reservations honored or the hotel to provide comparable accommodations at a nearby hotel (a “walk” policy).
7. No advance deposit required to confirm a reservation at a participating hotel.
8. Hotels to identify special and complimentary amenities to be provided (free internet access/Wifi service, free parking, free breakfast, coffee in room, access to gym facility, etc.)
9. No cancellation penalties on University negotiated rates up to 24 hours prior to arrival.

Group/Meeting & Conference Business:

1. Attrition percentage for all ASU bookings to be negotiated based on size of meeting and how far out booking is made; hotel to propose a sliding scale with minimum 20% attrition allowed to 30% attrition allowed.
2. Hotel to allow for 20% growth on room blocks where contracted minimums are met, offering same group rate under that group/meeting/conference.
3. Hotel to offer sliding scale penalty for catered events that are cancelled or numbers are drastically reduced, based on number of days notice.
4. Hotels are to use a specially modified contract for ASU bookings of blocks of rooms, meetings and conferences, to include University and ADTRAV specific language. Contracts are to be reviewed, approved and signed by ADTRAV; no longer routed to Purchasing agent at ASU.
5. Daytime functions with Banquet Event Orders (BEO’s) that do not include sleep nights at the selected hotels in the ASU/ADTRAV program, must be signed by ADTRAV.