Hotels

Whether you’re traveling abroad, hosting guests at MIT, or arranging a conference or reception at a hotel, VPF can help you find the best rate and book with confidence.

Quick Tips From Our Experts

For Individual Hotel Stays in the U.S.

MIT has negotiated rates for individual stays when MIT travelers are booking nine hotel rooms or less in the U.S. You can book through Concur, the hotel’s website, or by calling and providing the MIT discount code listed on the supplier's page in Supplier Search.

Need A Hotel Room in Another Country?

MIT has also negotiated chainwide discounts for individual stays at several major hotel chains; note that these discounts do not apply to group bookings (10 or more rooms).

Anyone in the MIT Community Can Use These Hotel Discounts.

Faculty, staff, and even prospective students coming to visit campus can use these discounts. They can also be used for business or personal travel.

You Can Negotiate Rates and Terms for Group Blocks or Events.

VPF can help prepare you for these discussions by explaining things like the hotel’s attrition (using less than the entire block of booked rooms) and cancellation terms.

Benefits of MIT Preferred Hotels

Preferred Suppliers found in Supplier Search have already been vetted through VPF, and using one of these many choices offers you considerable advantages:

  • Save money with pre-negotiated discounts.
  • Save time by booking using the methods shared below for individual stays or group stays and meeting rooms.
  • Reduce stress: All Preferred Suppliers are compliant with MIT’s policies and insurance requirements.

If you do choose to go with a non-preferred supplier and the total contract exceeds $10,000, you will need to fill out a Selection of Source form. In addition, you may need to allow additional time for contract negotiations.

How to Book Hotel Rooms

  1. Use Supplier Search to find Preferred hotels and learn about the rate discounts that has been negotiated by VPF
  2. Book in one of the following ways:
    • Directly through Concur, MIT's Preferred online travel booking tool;
    • By contacting The Travel Collaborative (TTC), MIT’s Preferred travel agency, who will assist with the booking process; or
    • Directly through the hotel using the discount code provided on the Supplier Search page.
  1. VPF has worked with the following hotels to secure discounted pricing and contract terms to offer easy booking options for the MIT community:
  2. When booking through any of these hotels, simply obtain the pre-negotiated booking form from the hotel and begin the Buy-to-Pay requisition process.
  3. For other hotels, VPF will review your contract to ensure you are familiar with the cancellation, attrition (using less than the entire block of booked rooms), and other important terms for your stay.
    • Make sure you request the contract from the hotel as soon as possible and submit a copy with your Buy-to-Pay requisition with sufficient time for VPF to review, sign, and approve by the hotel’s booking deadline.

Planning Events at Hotels

From receptions to large conferences, many members of the MIT community plan and hold events at hotels. Some other tips for event planning at hotels (especially when working with non-preferred suppliers):

  • Always negotiate. You can always ask for better pricing or terms to fit your budget.
  • Ensure you understand the attrition and cancellation terms. Contact VPF Strategic Sourcing at strategic-sourcing@mit.edu if you need help.
  • Be aware of the hotel’s timelines for booking and involve the VPF early so we can help review the fine print, negotiate for necessary changes, and obtain signatures.