CONTRACTS

CONTRACTS WILL NOT BE PROCESSED FOR PAYMENT UNTIL ALL DOCUMENTS ARE RECEIVED AND VERIFIED BY THE SORC. (SEE BELOW FOR REQUIRED DOCUMENTS.) VENDORS WILL BE PAID 45 DAYS AFTER VERIFICATION.

For event and program planning, student organizations must download, complete, and submit the appropriate contracts provided below. Please review the Guidelines for Registered Student Organization Contracts and note that the policies for ON CAMPUS and OFF CAMPUS activities vary. To help you prepare for your event please refer to the Event Planning Checklist. If you need assistance, please visit the SORC Office in 833 William Pitt Union.

All contracts and related documents must be submitted to the SORC at least 21 days prior to the event. Failure to submit contract(s) twenty-one days prior to the activity may result in the postponement or cancellation of your program/event. CONTRACTS ARE NOT CONSIDERED SUBMITTED UNTIL THE VENDOR/PERFORMER, STUDENT ORGANIZATION BUSINESS MANAGER, AND STUDENT ORGANIZATION ADVISOR HAVE SIGNED THE DOCUSIGN DOCUMENT!

CONTRACT WAIVER FORM

Per the Guidelines for Registered Student Organization Contracts, student organizations now have the ability to submit a Contract Waiver Form (click here for directions) for speaker engagements only. Please read the Guidelines to determine if your event qualifies for a waiver. Contract waivers must also be submitted 21 days prior to your event.

CONTRACTS: ALL CONTRACT PAPERWORK MUST USE LEGAL NAMES AND NAMES MUST BE CONSISTENT ON EACH FORM.

Live Performance Contract (Used for guest speakers, bands, musicians, dance groups, comedians, poets, and other live performers)
- REQUIRED ADDITIONAL DOCUMENTS
  - W-9/W-8: Name on the form must be the legal name of the person/company the check is being made out to. Do not include both an individual name and business name. A social security number OR business EIN should be included, not both. (NEEDED ONLY WHEN BEING PAID.)
  - Invoice from vendor/performer. If the vendor/performer does not have an invoice for you, you may use our Invoice template. Invoices should not be dated before the date of your event. (NEEDED ONLY WHEN BEING PAID.)
  - Provider Covenant Form. This form is for vendors/performer who will be ON CAMPUS ONLY.
  - Supplier Verification Form. Have your vendor/performer fill out the first page and sign at the bottom. Your organization should fill out the second page. The SORC will take care of the space under “Authorization.” (NEEDED ONLY WHEN BEING PAID.)

Event Production Agreement (Used for individuals/companies providing services other than entertainers e.g. referees, sound companies, lighting companies, equipment rentals, and other individuals/companies providing services. Should also be used for one-time instructional events.)
- REQUIRED ADDITIONAL DOCUMENTS
  - W-9/W-8: Name on the form must be the legal name of the person/company the check is being made out to. Do not include both an individual name and business name. A social security number OR business EIN should be included, not both. (NEEDED ONLY WHEN BEING PAID.)
  - Invoice from vendor/performer. If the vendor/performer does not have an invoice for you, you may use our Invoice template. Invoices should not be dated before the date of your event. (NEEDED ONLY WHEN BEING PAID.)
  - Certificate of Liability Insurance with the University named as additionally insured. The insurance certificate should meet the University required coverages as outlined in the contract. Contact the SORC with any questions regarding insurance coverage.
  - Depending on the service being provided, your vendor/supplier may be required to show proof certification for their service.
  - Provider Covenant Form. This form is for vendors/performer who will be ON CAMPUS ONLY.
  - Supplier Verification Form. Have your vendor/performer fill out the first page and sign at the bottom. Your organization should fill out the second page. The SORC will take care of the space under “Authorization.” (NEEDED ONLY WHEN BEING PAID)

Instruction Services Agreement (Used for individuals providing services for instructional purposes e.g. dance instructors, choreographers, and martial arts demonstrations. This template is meant for instruction services that occur for more than one event. For instance, a series of classes over a semester.)
- REQUIRED ADDITIONAL DOCUMENTS
  - W-9/W-8: Name on the form must be the legal name of the person/company the check is being made out to. Do not include both an individual name and business name. A social security number OR business EIN should be included, not both. (NEEDED ONLY WHEN BEING PAID.)
  - Invoice from vendor/performer. If the vendor/performer does not have an invoice for you, you may use our Invoice template. Invoices should not be dated before the date of your event. (NEEDED ONLY WHEN BEING PAID.)
  - Certificate of Liability Insurance with the University named as additionally insured. The insurance certificate should meet the University required coverages as outlined in the contract. Contact the SORC with any questions regarding insurance coverage.
  - Depending on the service being provided, your vendor/supplier may be required to show proof certification for their service.
  - Provider Covenant Form. This form is for vendors/performer who will be ON CAMPUS ONLY.
  - Copies of clearance paperwork to include: FBI Fingerprint Criminal History Clearance, a Pennsylvania State Police Criminal Record Check and a Pennsylvania Department of Public Welfare Child Abuse Clearance.
  - Supplier Verification Form. Have your vendor/performer fill out the first page and sign at the bottom. Your organization should fill out the second page. The SORC will take care of the space under “Authorization.” (NEEDED ONLY WHEN BEING PAID.)

DJ Agreement (Used for DJ and Karaoke services)
- REQUIRED ADDITIONAL DOCUMENTS
  - W-9/W-8: Name on the form must be the legal name of the person/company the check is being made out to. Do not include both an individual name and business name. A social security number OR business EIN should be included, not both. (NEEDED ONLY WHEN BEING PAID.)
  - Invoice from vendor/performer. If the vendor/performer does not have an invoice for you, you may use our Invoice template. Invoices should not be dated before the date of your event. (NEEDED ONLY WHEN BEING PAID.)
  - Provider Covenant Form. This form is for vendors/performer who will be ON CAMPUS ONLY.
  - Supplier Verification Form. Have your vendor/performer fill out the first page and sign at the bottom. Your organization should fill out the second page. The SORC will take care of the space under “Authorization.” (NEEDED ONLY WHEN BEING PAID.)

WAIVERS (used for participants at your event)

USEFUL WEBSITES