Registered Student Organizations (RSOs) may establish agreements with businesses or individuals for services. Any time an RSO establishes an agreement for service (anything other than tangible goods) with an off-campus individual, group, or company, a Loyola University Contract or Loyola University Chicago Contract Rider must be used (regardless of cost or fee – forms must be filled out even when fees are waived). All agreements/contracts must be signed and executed by Student Activities & Greek Affairs. Students must never sign a contract.
In the event that an off-campus individual, group, or company has its own contract, RSOs must also complete the Loyola University Chicago Contract Rider.
Any off-campus individual, group, or company includes, but is not limited to:
- Artistic performances
- Speaking engagements
- A/V, sound, staging, or other media equipment rentals
- Workshops, trainings, or group instruction
- Inflatable games or other entertainment equipment
- Transportation services
- Catering services
*Loyola University Chicago will not be responsible, financially or otherwise, for any verbal or written agreements entered into by students, student organizations, or unauthorized University faculty and staff advisors. RSOs or individual RSO members themselves are not permitted to contract with outside parties, and should never sign a contract. Further, obtaining the advisor’s signature alone will not legally bind a contract or authorize payment. A member of the Office of Student Activities & Greek Affairs must review, negotiate, complete, and sign the agreement before it is valid. Violation of this policy is a serious offense and may be referred to the Student Conduct System for failure to comply. RSOs or RSO members may also be held financially responsible for any monetary damages or personal contractual agreements.
Contract Due Dates
All contracts and contract riders, if needed, must be completely filled out and submitted to the Office of Student Activities & Greek Affairs no later than four weeks prior to the event date. In addition to a completely filled out contract, RSOs must submit a completed W-9 in order for any off-campus individual, group, or company to be paid by Loyola University Chicago. Failure to submit a contract four weeks prior to your event can lead to your event being postponed or cancelled.
Performance Bid Form
The process of securing a quote from a performer, artists, or guest speaker is not always an easy task. For that reason SAGA has developed a Performance Bid Form for RSOs to use to inquire into the services for any non-Loyola University Chicago faculty or staff member coming to campus. This form should be used any time an organization is planning an event where an off-campus person is coming to campus and requiring payment. This form should be submitted with your Semester Budget or SPOT funding requests.