A contract is required for all agreements with vendors to provide goods or services, whether paid or unpaid, at an event. Students should NEVER enter into a contract with a vendor.
Why do I need a Contact?
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:
- protection of students’ rights
- 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
- third party vendors have background checks, as appropriate
- the contract does not represent a conflict of interest for the College.
Contract signing authority is reserved for the Assistant Vice President for Treasury and Controller and Assistant Vice President for Finance and Administration. Contact the Contracts Review Group for questions about the contract approval process.
How do I work with OSEL to create a Contract?
OSEL staff works with student groups to complete contracts which are then shared with the vendor and ultimately approved (or denied) by the Contracts Review Group. Contracts need to be completed at least 14 business days prior to the event.
Contracts are required for any type of service including but not limited to:
- F&M student performers (D.J.s, photographers, etc.)
- Professional performers/service providers (D.J.s, musicians, photographers, comedians, etc.)
- Food /beverage vendors (food trucks, catering outside of Sodexo)
- Entertainment vendors (inflatables, etc.)
In order to create a contract for an event, students must meet with OSEL and provide the following information:
- Name of individual vendor and/or business name and contact
- Address, email, phone number
- Scope of services (what will be provided, when, where, at what cost)
- Insurance requirements; business tax information
- Any other terms/requirements of the vendor
Any time that an organization is sponsoring an event for its members or the broader F&M community where there is an 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:
- Dodge ball
- 5K Race
- Outdoor Activities
- Volunteering with animals
- Participation in sports of physical activity
Additional information can be obtained from the F&M Risk Management website.