Contracts
Any time an RSO establishes an agreement for service (anything other than tangible goods) with an off-campus individual, group, or company, a contract must be used (regardless of cost or fee – forms must be filled out even when fees are waived). 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, training, or group instruction
- Inflatable games or other entertainment equipment
- Transportation services
- Catering services
All agreements/contracts must be signed and executed by the Center for Student Engagement. Students must never sign a contract. Contracts are due at least six weeks before the event date via purchase request. Late contracts will NOT be accepted.
Need help with your required contract documents for your event? A sample of all of the different elements of a completed contract can be found on LUCommunity.
*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.
FAQs
“Contract” can be defined in one of two ways
On-Campus programs:
Vendor Contract (signed by vendor) + Relevant LUC Performance/Event Agreement (signed by vendor) + Vendor's Certificate of Insurance
...Or...
Off-Campus programs:
Vendor Contract (signed by vendor) + Relevant LUC Contract Rider (signed by vendor)
Contracts for on-campus programs/events
Vendor Contracts
If the vendor has their own contract document(s), submit the following:
- Vendor's Contract (signed by vendor)
- Invoice
- Vendor Contract (signed by vendor)
- Vendor's Certificate of Insurance (Example)
If the vendor DOES NOT have their own contract document(s), submit the following:
- Vendor Contract (signed by vendor)
- Invoice
- Vendor's Certificate of Insurance (Example)
Performance Contracts
If the performer has their own contract document(s), submit the following:
- Performer's Contract (signed by vendor)
- Invoice
- Performance Contract (signed by the performer)
- Vendor's Certificate of Insurance (Example)
If the performer DOES NOT have their own contract document(s), submit the following:
- Performance Contract (signed by the performer)
- Invoice
- Vendor's Certificate of Insurance (Example)
Speaker Contracts
If the speaker has their own contract document(s), submit the following:
- Vendor's Contract (signed by vendor)
- Invoice
- Speaker Contract (signed by vendor)
- Vendor's Certificate of Insurance (Example)
If the speaker DOES NOT have their own contract document(s), submit the following:
- Speaker Contract (signed by vendor)
- Invoice
- Vendor's Certificate of Insurance (Example)
Contracts for off-campus programs/events
Is your contract for a facility rental, boat rental, or transportationrental? If so, submit:
Vendor's Contract (signed by vendor) and/or Invoice + Relevant LUC Off-Campus Contract Rider (signed by vendor)
Contract rider for off-campus facility rental
Contract Rider for Off-Campus Boat Rental
Contract rider off-campus event transportation Agreement
Is your contract for something different? If so, submit:
Vendor's Contract (signed by vendor) and/or Invoice + LUC Off-Campus Event Agreement (signed by vendor)
Contracts which include a third-party talent: Talent Information Form
For contracts (on or off campus) utilizing SAF funding that include a third-party talent, student organizations are required to submit the Talent Information Form. The Talent Information Form must be submitted upon budget/payment applications for the respective event. This form is in addition to all other Contract submission requirements. Talents included in event planning that require the submission of the Talent Information Form include, but are not limited to:
- Guest Speakers
- DJs and Entertainers (Bands and/or Artists)
- Comedians
- Martial Artists
This form must also be submitted for all contracts, including a third-party talent that does not require payment ($0.00 contracts). The Talent Information Form can be found here: Talent Information Form.
Contract for Loyola Student Performance Agreement
If your vendor is a Loyola University Chicago student and is notbeing paid for their services, submit:
Talents included in event planning that require the submission of the Student Performance Agreement, but are not limited to:
- Student Speakers
- DJs and Entertainers (Bands and/or Artists)
- Photographers
If your vendor is a Loyola University Chicago student and is being paid for their services, submit:
- Student Performance Agreement (PAID)
- Substitute W-9 Tax Identification Form
- Check Requisition
* All forms (other than student performance agreement provided above) can be found here.
Document Links/Descriptions
Contract Documents are housed on LUCommunity the link can be accessed by clicking here.
Relevant LUC Contract Rider – Should be completed and submitted in conjunction with any vendor contract. There are 5 types of contract riders.
On-campus general contract rider
Off-campus general contract rider
Contract rider for off-campus facility rental
Contract Rider for off-campus event transportation
Contract rider for off-campus boat rental
Vendor's Certificate of Insurance - Must accompany all contract submissions. This is a document that the vendor can obtain from their insurance company.
Any time an RSO establishes an agreement for service (anything other than tangible goods) with an off-campus individual, group, or company, a contract must be used (regardless of cost or fee – forms must be filled out even when fees are waived). 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, training, or group instruction
- Inflatable games or other entertainment equipment
- Transportation services
- Catering services
All agreements/contracts must be signed and executed by the Center for Student Engagement. Students must never sign a contract. Contracts are due at least six weeks before the event date via purchase request. Late contracts will NOT be accepted.
Need help with your required contract documents for your event? A sample of all of the different elements of a completed contract can be found on LUCommunity.
*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.
| When is a contract needed? | When is a contract not needed? |
|---|---|
| The vendor and/or their staff will be on campus. | Food will be delivered |
| your event will have paid speakers or panelists | The event is held off campus; the location might have their own contract |
| The vendor requires multiple payment schedules | Regarding the rental of equipment, the staff member will not be on campus. |
| High liability | Nonpaid speaker/panelist |