How to Obtain a Contract for Your Event
Any time your student organization wants to bring the services of an outside vendor (i.e. company, performer, caterer, band, etc.) to the University, a contract needs to be completed. This process can seem like a lot at first, but once you do it for the first time, it becomes very easy to do. There are many reasons why contracts are required:
- To ensure that the companies provide what they promise though legal documentation.
- The contract serves as documentation for payment through check requests (it acts as an invoice).
- To require the proper insurance coverage from the companies in the event of an accident or negligence on the part of the company being hired. (For standard companies, a one (1) million dollar insurance policy is required. For companies that provide inflatable rides, a two (2) million dollar insurance policy is required.)
To start this process, you will need to fill out a Contract Request Form. Once you have the Contract Request Form completed, bring the form to the SAFAC Office (SORC - Student Organization Resource Center - Lower Level, Creese Student Center) and meet with a staff member to go over the contracting procedures. All contracts must be completed and submitted to the SAFAC Office at least 4-weeks prior to the date of the event.
Contract Request Forms can be picked up in the SAFAC Office (located in the SORC - Student Organization Resource Center - Lower Level, Creese Student Center) or you can download the form here and return the completed form to the front desk of the SAFAC Office.
How to Complete the Contract Process: Contract Training Video
Contract training provides a brief overview of the contract process. Contracts are necessary any time a student organization brings an external vendor or performer to campus, such as a speaker, musician, band, or caterer. The contract process is complex, but this video will help student leaders to understand the requirements and steps to organizing and creating a successful event with external vendors, performers, or companies. Click here to view the Contract Training Video.