Contracts

Contracts for events and projects must be completed at least four weeks before the event or project date. This includes, but is not limited to, contracts for performers, artists, speakers, facilitators, and retreat or workshop facilities.

Contracting Process

1. Students discuss the event with Student Activities staff and Event Support, agree upon parameters of the contract BEFORE contacting the artist/agency/professional at least six weeks prior to the event.
2. Students contact artist/agency/professional and discuss what each needs and what each can provide. Students make no commitment; this is an information session only.
3. Students and club advisor discuss the information gathered and decide what to recommend to the student club.
4. The student organization makes the decision based on the recommendation.
5. If it is decided to pursue a contract, the club coordinates with Student Activities to discuss with the artist/agency/professional the possible terms of the contract. The student must have prior approval from the club's advisor before discussion of the contract terms may begin. It must be made clear to the artist/agency/professional that only the Director of Student Activities is authorized to commit to this contract.
6. If agreeable terms can be reached, the club arranges with the Director of Student Activities to complete the contracting process.
7. Two weeks before the contract terms are to be paid, check with the Controller's Office to be sure that the check has been issued or is being processed. No advance payment for services will be made for an event or program.
8. It is important to be present at the event and make sure that both the University's and agency's/contracted individual's contract terms are met.