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Event Planning

In order to best protect the University of Pittsburgh, all contractual agreements pertaining to Meeting Planning, must be reviewed and signed by Purchasing Services in accordance with University policy 05-02-05.  Meetings are defined as ten or more people meeting over specific dates for which signed agreements are required by the service providers (hotels, catering, etc).  These agreements contain non-standard terms and conditions that must be reviewed and approved prior to signature.  Agreements that contain any or all the following services should be sent to Purchasing Services for review:

  • Meeting space;
  • Sleeping rooms;
  • Conference facilities / event centers (domestic and international);

As many University meeting planners utilize local hotels, Purchasing Services has developed or is developing meeting planning agreements with local facilities and/or event centers for meeting rooms, catering, and sleeping rooms.  These agreements contain negotiated and agreed upon terms and conditions.  Specific services to be provided by these facilities will be based on the meeting planner’s needs and the rates to be charged will vary depending on the season, the occupancy in the hotel, the size of the group, and the advanced planning done for the event.  Some of the items that vary are:

  • Room Types
  • Room Rates
  • Payment Arrangements
  • Reservation Source (through a travel agency or not)
  • Room-related Charges including taxes and additional service fees
  • Schedule of Events due to room availability and services requested
  • Cancellation Option

Many contractual questions will arise as you begin to coordinate your event and Purchasing Services will attempt to assist you with all of the types of agreements listed above, thus please forward all meeting planning agreements to Melissa Frisiras, Procurement Specialist, at mfrisiras@bc.pitt.edu and she will assist.

Copyright© 2003 - Financial Information Systems
Updated: 07/29/2010

 

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