HOTELS – Events Booking

To use a hotel as an event venue, block rooms, or use another facility as an event venue, email the agreement to your assigned Procurement Specialist. They will review the agreement, provide Cal Poly insurance and sign it; this is usually outside of the Purchase Order process. A ProCard may be used for the deposit and balance payments.

Your Procurement Specialist will advise on a case by case basis, whether to use a ProCard or open a Requisition for deposit and balance payments.

HOTELS – Guest Travel Booking

Please note starting July 1, 2023 Payment Services will no longer process direct bill for local hotels. Departments should use a Concur Travel Card to pay local hotels for guest travel.

To book a local hotel room for a visiting guest (not a vendor)…

  1. complete the credit card authorization form,
  2. email the form to the hotel,
  3. then call the hotel to give the complete Concur travel card number.

Departments can directly pay for a hotel room and taxes for a visiting guest (recruitment candidate, donor, etc.). Other expenses can be paid on behalf of the guest at the department’s discretion.

Vendors (guests receiving payment for services to Cal Poly including guest speakers) are excluded from this service and must pay their own travel expenses and be reimbursed after the travel.

Visit the Guest Travel webpage for more information.