Hotels
Northwestern has discounted rates for hotels across the country available to travelers who book lodging through one of Northwestern's travel agencies. Each travel agency has access to their own discounted rates at specific hotels as well as to Northwestern's negotiated hotel rates.
For a list of all hotels with negotiated rates and hotel contact information, please visit the Hotel Rates web page.
Northwestern also has discounted rates for local hotels near the Chicago and Evanston campuses for guests traveling on behalf of the University. For information about Evanston, Chicago, and Extended Stay hotels, please visit the Local Hotels web page.
Book a Hotel
Lodging can be booked through any of Northwestern's contracted travel agencies. If booked through Egencia, lodging can sometimes be directly billed to a department/unit chart string (depending on the specific hotel). University travelers may also contact the hotel directly to book lodging.
| Egencia | Travel 100 Group | |
|---|---|---|
|
Contact Info |
877-801-3068 (toll-free) 702-939-2532 (international) Email Egencia |
847-256-7570 |
|
Hours of Operation |
24/7 |
M-F: 9 am-5 pm |
For a detailed comparison of these agencies' services and fees, please visit the Travel Agencies web page
Booking Hotels Through Egencia
Northwestern travelers should note the following when booking hotels through Egencia:
- When opting for direct billing, travel arrangers should carefully review the chart string they enter for errors before submitting the reservation to ensure the reservation is processed correctly. Be sure to include the 8 digit Project ID for chart strings beginning with a 3 digit Fund number greater than 160.
- Many hotels on Egencia have multiple pricing options for the same room; each rate typically offers different cancellation terms. Travel arrangers should be sure to double check the conditions of the rate selected.
- When booking a preferred local hotel be sure to select the rate that indicates it's a "Northwestern Preferred Rate" to take advantage of negotiated perks like discounted rates, waived facility fees, better cancellation dates, and more.
- In most cases, the hotel you have chosen will charge your stay to your chart string. Occasionally, the system will ask for a credit card number. When this happens, you must provide and pay with a personal or corporate credit card and be reimbursed (if using a personal card). If you do not have your own corporate card but can use your department's card, you can use that card to guarantee your room and then request a credit card authorization form from the hotel, which gives the hotel permission to use that corporate card for your stay because you won't have that card with you at check-in. Be sure to bring a copy of the credit card authorization form with you.
Hotel Policies
- Northwestern's Travel and Entertainment policy (pdf format) specifies that travelers must book standard accommodations in reasonably priced, commercial-class hotels and motels.
- Northwestern travelers may be asked to provide a personal credit card for any hotel incidentals when checking in, regardless of whether or not the hotel room is directly billed to a department/unit chart string or invoiced directly to the department/unit.
Please see the Policies and Reimbursements web page for additional information about travel-related policies and the reimbursement process.
Local Hotels
Northwestern also offers discounted rates at many hotels near the Evanston and Chicago campus. For information about Evanston, Chicago, and Extended Stay hotels please visit the Local Hotels web page.