GW Hotel & Event Requests
GW Procurement Department has launched a new events sourcing process with CVENT solutions to optimize the way our university plans and manages hotel and event requests. The advantages of using this new CVENT Hotel & Event Request Form include: better efficiency; reduction in paperwork; multiple locations sourcing; hotel catering and meeting space global sourcing, and finally, access to the workflow process with greater visibility of your event updates. See the steps below on how it works.
- Complete the online Hotel & Event Request Form - Click on the "Submit a Request" button to start.
- Once the request form has been completed and submitted, Requester/Sender will receive an automated confirmation email. An assigned Buyer will review the request and contact Requester if additional information is needed.
- Assigned Buyer will create a Request for Proposal (RFP) in CVENT to identify hotel properties that meet the requirements submitted. All hotel properties or vendors recommended by Requester will be invited to bid as well.
- Assigned Buyer will be in touch with instructions on when to submit a requisition for the event.
- Assigned Buyer will source the venues and provide the proposals/quotes using the service availability report (SAR).
- Depending on the funding source and the budget for the event, Requester/Sender may have real-time status updates on their event RFP from when it is released.
- Once Requester narrows down the venues to 2-3 properties, assigned Buyer will negotiate prices and concession terms where necessary.
- After Requester or requesting department has selected the best vendor/property for the contract award, assigned Buyer will ensure the contract is in compliance with the Procurements Contract Policy. Questions about the policy should be directed to [email protected].
- Assigned Buyer will take care of executing and releasing the purchase order to the vendor/property and copy Requester.
- Requester/end-user will have access to the fully-executed contract and the purchase order.
- Requester will need to make contact with the hotel to coordinate the logistics and address any deliverables.
- Requester is responsible for monitoring the contract for performance and expectations and for understanding its obligations and the roles/responsibilities under the contract.
- Any changes post-contract award should come through Procurement for action.
- All invoices related to the contract must be submitted to Accounts Payable for payment.
References
Informal Bid/Solicitation Procedure
For on-campus event space rental, visit https://events-venues.gwu.edu/ or contact GW Events and Venues at 202-994-7470.