A contract is required for all agreements with vendors to provide goods or services at an event. 

Contact the Contracts Review Group for questions about the contract approval process. 


  • Quick Facts About Contracts

    Contract signing authority is reserved for the VP for Finance and Administration and the Associate VP for Finance.

    Students should NEVER enter into a contract with a vendor.

    All contracts must be reviewed and signed before the commencement of services or delivery of goods by the outside party.

    The contract review process ensures:

    • the College is limiting its liability, as necessary
    • appropriate contract clauses are present
    • the College has appropriate resources to satisfy the contract terms
    • proper treatment for tax purposes
    • protection of students’ rights
    • third party vendors have background checks, as appropriate
    • the contract does not represent a conflict of interest for the College.



Any time that an organization is sponsoring an event for its members or the broader F&M community where there is inherent risk of injury additional steps must be taken to protect students and the College.

In advance of your event:

1. Students should contact OSEL – The Office of Student Engagement and Leadership should be made aware of the activity that students are planning so that issues of risk and liability can be addressed. OSEL in consultation with, the Risk Management Office may determine that the planned activity is too risky and therefore, will not be permitted.

Organizations must be sure to allow enough time for an alternative activity to be arranged.

It may take up to a week for this process to be completed. 

2. Pick-up forms – OSEL will print the forms needed for those participating in your event. OSEL will provide instruction on the process for having participants complete the waiver during sign-up or at the event.

Activities that usually require a waiver and release of liability include, but are not limited to:

  1. Dodge ball
  2. 5K Race
  3. Outdoor Activities
  4. Travel
  5. Volunteering with animals
  6. Participation in sports of physical activity

Additional information can be obtained from the F&M Risk Management website.