To make local hotel reservations easier, Procurement released a local hotel RFP and invited local hotel establishments to respond. There were two hotels that responded, and both were awarded contracts.
The first is with the Ohio University Inn & Conference Center (OU Inn) and the second is with the Hampton Inn Athens.
As a result of the contracts, you will no longer have the extra step of having a contract signed to do business with these hotels. The terms, rates, and amenities of both contracts are detailed below. The contract rates for both hotels have been made available in Concur and Christopherson Business Travel (CBT) is aware of the agreements with both hotels. You still have the option of booking individual rooms through Concur, working with CBT, or directly with the hotel. It is our hope that these contracts will aid departments in budgeting and planning by providing stable rates for a longer period of time.
Ohio University Inn
The terms of the OU Inn agreement include the following:
- Discounted, individual guaranteed room rates:
- Fixed annual room rates for each year of the contract, which means everyone at OU gets the same room rates, providing stability for budget and planning
- The annual room rates are per room, per night, minus applicable taxes. Applicable taxes will be added at check-out. The OU Inn is aware of the University’s sales tax-exempt status and has a copy of the University sales tax exemption form.
- Fiscal Year 2025:
- Weekday: Double beds; King bed = $124/night
- Weekend: Double beds; King bed = $167/night
- Fiscal Year 2026:
- Weekday: Double beds; King bed = $129/night
- Weekend: Double beds; King bed = $175/night
- Fiscal Year 2025:
- Blackout Dates: During peak periods, the contract rates above will not apply. If you book during these times, you will be charged market rates. Blackout dates include:
- Friday-Sunday of Ohio University Family Weekends
- Friday-Sunday of Homecoming Weekend
- Friday-Sunday of Ohio University football home games, and
- Friday-Sunday of OU Graduation Ceremony Weekends
- Cancellation fees for group events (rooms, meeting spaces, banquet and catering services): The new contract includes cancellation fees for group-related events. Please plan accordingly to ensure that you do not pay cancellation fees. Cancellation fees are as follows:
- If you cancel within 0-29 days of the event, you will pay 75% of the quoted costs.
- If you cancel within 30-60 days of the event, you will owe 50% of the quoted costs.
- If you cancel within 61-90 days of the event, you will pay 25% of the quoted costs.
- If you cancel more than 90 days from the date of the event, you will owe nothing.
- Terms and Conditions for events established within the agreement:
- Group rooms, banquets, conferences, meetings, catering, and room rentals will no longer require a separate contract as this is now covered by the University agreement.
- OU Inn will require certain details about the event to prepare a quote/statement of work (SOW). Please be prepared with that information when you reach out to set up your event.
- The OU Inn will provide you with an event quotation/SOW referring to the terms and conditions of the University agreement and the details of your event. You may accept the OU Inn quote via email.
- As a reminder, you do not have the authority to sign any contracts or contract like documents. If you are asked to sign anything, please reach out to Procurement for assistance.
- The quote/SOW should be submitted on a requisition in BobcatBUY (BCB) which will be turned into a Purchase Order (PO).
- Payments
- You can arrange to be direct billed by the OU Inn and the invoice can be processed against the PO in BCB. Invoices should be submitted directly to accounts.payable@ohio.edu and reference the PO number.
- You can also pay via pcard but you need to ensure that no coffee, meals, room service, or other charges are placed on the pcard since policy requires meals/incidentals be reimbursed after the fact by per diem.
- You may also have to sign a credit card authorization form.
- Amenities included in the contract, at no additional charge, consist of:
- 24-hour fitness center
- Complimentary high speed wireless internet
- Free self-service parking
- Luggage storage
- Refrigerator and microwave in the room
- Select pet-friendly rooms (as arranged). Any pet fees assessed or charged by the OU Inn are the personal responsibility of the room guest.
For inquiries related to reservations, events, group bookings, or other OU Inn services, please reach out directly to the OU Inn at 866-593-6661.
Hampton Inn Athens
The terms of the Hampton Inn Athens contract include the following:
- Discounted, guaranteed Individual room rates:
- The annual room rates are per room, per night, minus applicable taxes. Applicable taxes will be added at check-out. The Hampton Inn Athens is aware of the University’s sales tax-exempt status and has a copy of the University sales tax exemption form.
- Rates are effective for fiscal years 2025 & 2026:
- Weekday: Double beds; King bed = $119/night
- Weekend: Double beds; King bed = 20% off weekend rates
- Rates are effective for fiscal years 2025 & 2026:
- Blackout Dates: During peak periods, the contract rates above will not apply. If you book during these times, you will be charged market rates. Blackout dates include:
- Friday-Sunday of Ohio University Family Weekends
- Friday-Sunday of OU Graduation Ceremony Weekends
- The annual room rates are per room, per night, minus applicable taxes. Applicable taxes will be added at check-out. The Hampton Inn Athens is aware of the University’s sales tax-exempt status and has a copy of the University sales tax exemption form.
- Payments:
- You can arrange to be direct billed by the Hampton Inn Athens and the invoice can be processed against a PO in BCB. Invoices should be submitted directly to accounts.payable@ohio.edu and reference the PO number.
- You can also pay via pcard but you need to ensure that no coffee, meals, room service, or other charges are placed on the pcard since policy requires meals/incidentals be reimbursed after the fact by per diem.
- You may also have to sign a credit card authorization form.
- Amenities included in the contract, at no additional charge, consist of:
- Free hot breakfast
- Free parking
- Free WiFi
- Non-smoking rooms
- Digital Key
- HDTV with streaming
- Indoor pool
- Fitness center
- Pet-friendly rooms
- Business center and meeting rooms
- Microwave and mini-fridge
- Easy to operate alarm clock/radio
- Coffeemaker with tea service
- Iron and ironing board
For inquiries related to reservations, events, group bookings, of other Hampton Inn Athens services, please contact the Hampton Inn Athens at 740-593-5600.
For any questions regarding the terms and conditions of the Ohio University Inn or the Hampton Inn Athens agreements, please contact Procurement at financecustomercare@ohio.edu