Hotel Reservations

Making Reservations

Hotel arrangements may be booked through the travel agency for stays outside of Greensboro. This will allow you to receive a complete itinerary with confirmation numbers. Local hotel arrangements may be coordinated for direct bill through the Purchasing Department with submittance of an authorized requisition. When requesting hotel reservations, please provide the following:

  • Destination City
  • Date of check-in and check-out
  • Type of room (single, double, king)
  • Special requests (smoking, non-smoking, 1st floor)

If traveling for a conference offering a special rate at the sponsoring hotel, the travel agency can schedule your room, ground transportation, and air travel. Give the travel agent the conference information and they will make the calls to set up all your needs and forward an itinerary with all your confirmation numbers to you. A credit card number may be needed to hold a hotel room. These charges may be reimbursed to you upon completion and approval of a travel reimbursement form upon your return.

Guaranteed Hotel Reservations

All hotel reservations are guaranteed for late arrival to the traveler's credit card at the time of booking.

If the traveler changes or cancels his plans the travel agency must be notified immediately so they can cancel the reservation prior to the hotel's cancellation deadline (usually 6:00 PM, local time). If it is after 6:00 PM, or on a weekend or holiday, call the travel agency's 24-hour number. Note on your itinerary who you spoke with. In some instances, cancellation policies require two to three days advance notice. This will be noted on your itinerary. If you fail to cancel a guaranteed hotel reservation, the cost of one night's accommodation will be charged to your credit card.

Overbooking of Hotels

Always keep the confirmation number shown on your itinerary on hand. All hotels overbook their facilities to compensate for "no-shows". If a hotel is overbooked and you have a guaranteed reservation, the hotel is obligated to find you a room in a nearby facility of comparable quality. The overbooked hotel should pay for the total cost of your first night's stay, transportation to the hotel and any miscellaneous costs you may have incurred as a result of the overbooking.