Hotel Contract - Event Information

Aug 30, 2026

Hotel Contract - Event Information outlines a reservation and service agreement between Minnesota State (Minnesota State Colleges and Universities) and a specified hotel. It covers event title and dates, guest room accommodations with a room block and cut-off policy, meeting room and equipment needs, food and beverage arrangements, signage approval, parking, and ADA compliance. The contract specifies billing on an individual basis with master-account payment for approved charges, cancellation terms, force majeure, liability allocation, data practices obligations, assignment limits, and Minnesota venue jurisdiction. Attachments A–C document accommodations, meeting requirements, and food and beverage requirements.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages7

Reading Time3 min

AccessFree to download

Event Information

Services and event schedule

Room block and reservation terms

Meeting rooms and food requirements

Signage, parking, and ADA compliance

Billing, payment, and cancellation

Force majeure, liability, and data practices

Assignment and jurisdiction

Attachments A-C: accommodations, meeting needs, food & beverage

Contract Number: FORMTEXT P.O. Number: FORMTEXT [INSTRUCTIONS FOR COMPLETING THIS FORM ARE IN RED AND BRACKETS. PLEASE COMPLETE EVERY FIELD AND DELETE ALL INSTRUCTIONS INCLUDING THE BRACKETS. This form is only for transactions with hotels in reserving space or catering with hotel at its location.] HOTEL CONTRACT THIS AGREEMENT is between the State of Minnesota, acting through its Board of Trustees of the Minnesota State Colleges and Universities, on behalf of FORMTEXT [Insert Name of College/University/System Office and Division Name] (hereinafter “Minnesota State”) and FORMTEXT [Insert Hotel's Full Name and address] (hereinafter “Hotel”). Event Information Hotel will provide services for Minnesota State’s even as follows: TITLE OF EVENT: FORMTEXT START DATE: FORMTEXT END DATE: FORMTEXT POINT OF CONTACTS: GUEST ROOM ACCOMMODATIONS. (See Attachment A) CHECK IN/CHECK OUT TIMES: Unless Hotel and Minnesota State’s Contact mutually agree to a different schedule, check-in time will be approximately noon on the first day of the event. Check-out time will be approximately noon on the last day of the conference. METHOD OF RESERVATIONS. Each person attending the event (“guest”) is responsible for making his/her own room reservation with a major credit card. Guests will be directed to mention Minnesota State and the Title of the Event when making a reservation. ROOM BLOCK AND CUT-OFF DATE FOR RESERVATIONS. Hotel will hold the block of rooms on Attachment A until 30 days prior to the event. After that date, the Hotel may release any rooms remaining in the room block for general sale. Hotel will continue to accept reservations for this event on a space availability basis. Minnesota State will not be responsible to meet any number of rooms. MEETING ROOM AND EQUIPMENT REQUIREMENTS. (See Attachment B) FOOD AND BEVERAGE REQUIREMENTS. All food and beverage arrangements will be made through the hotel. (See Attachment C) SIGNS AND DISPLAYS. Minnesota State will not post or affix any signs, banners or displays in any part of the Hotel without prior approval of the Hotel. PARKING. Hotel will provide free parking for guests. AMERICANS WITH DISABILITIES. The Hotel represents and Minnesota State acknowledges that in accordance with the compliance dates established or required under Title III of the Americans with Disabilities Act (ADA) and the regulation promulgated thereunder, the Hotel facilities being used by Minnesota State under this agreement, its guest rooms and common areas will be in compliance with the public accommodation requirements of the ADA. BILLING AND PAYMENT. All guest rooms, room service, tax and any incidentals will be paid on an individual basis. Minnesota State will pay for all approved expenses on the Master Account, including catering and meeting room charges, within 30 days of receipt of the Hotel’s invoice. CANCELLATION. Cancellation of this contract must be directed to the Hotel Contact(s) listed above or to a Hotel manager, by telephone and in writing, at least 30 days before the first day of the event to avoid a cancellation fee. If Minnesota State reschedules the same event Minnesota State will re-contact the Hotel to determine if mutually agreeable dates and terms are available. If Minnesota State cancels this contract 29 days or less prior to the event, Minnesota State agrees to pay 50% of the reserved rooms that are not re-rented by the Hotel. FORCE MAJEURE. If Minnesota State must cancel this event at any time due to events beyond its control, such as a State employee strike, government action, lack of funding by the Legislature, airport shutdown, snowstorm or other event resulting in hazardous travel conditions, no cancellation fee will apply. LIABILITY. Each party will be responsible for its own acts and behavior and the results thereof. MINNESOTA STATE’s liability is governed by the Minnesota Tort Claims Act, Minnesota Statute §3.736

FAQs

What information is required to complete the Hotel Contract for an event?

The agreement requires the contract number, P.O. number (if applicable), the event title, start date, end date, and the names and contact points for the parties involved, along with the hotel and institution details.

How does the hotel room block and cut-off date work?

The hotel holds the room block in Attachment A until 30 days before the event. After that date, remaining rooms may be released for general sale, and reservations continue on a space-availability basis.

What are the cancellation terms and fees?

Cancellation must be directed to the hotel contact(s) or a hotel manager by phone and in writing at least 30 days before the first event day to avoid a cancellation fee. If Minnesota State cancels 29 days or less prior to the event, it agrees to pay 50% of reserved rooms not re-rented by the hotel.

Aug 30, 2026

Upload by Taylor Morgan