When booking groups for lodging and/or events at one of the University's locally-contracted hotels, please follow the procedure below.
Please note: This process may be used only for bookings signed by representatives of and financially covered by the Rector & Visitors of the University of Virginia.
1. Review properties with a Master Services Agreement with UVA on the Travel Contracts page.
Before booking:
- Are you paying with Rector & Visitors funds?
- Review the attrition & cancellation terms in the Executive Summary of the Contract. The department is responsible for all associated fees.
2. Reach out to the hotel contact listed on the Travel Contracts page to request room/event rates and confirm availability.
3. The hotel enters group details on the University-approved Order Confirmation Document (OCD) and emails it to hotelconfirmations@virginia.edu.
4. The department contact will receive an email from DocuSign with a copy of the OCD.
- To assign to a different signatory in the department (if needed), select ‘Other Options’ > ‘Assign to Someone Else.’
5. The department should review the OCD details thoroughly prior to signing. Upon signature, the department is responsible for all associated attrition and cancellation fees.
- Important: Only agreements on the University-approved OCD are permitted to be signed by the department (see image below).
6. The hotel will receive a DocuSign email to countersign the OCD.
7. Both parties will receive a DocuSign email with the fully executed Order Confirmation Document.
- The document download will be available for 48 hours.
8. Mark attrition, cancellation, and rooming list deadlines on your calendar.
- Send any reduction requests to the hotel in writing prior to the associated deadlines.
Questions? Email Travel@virginia.edu