Deadline for Contracts
An event, meeting, or tabling is not confirmed as approved until any relevant and required contracts are signed by SCU. All relevant and required contracts must be fully reviewed and signed by all parties at least 15 business days prior to an event or meeting date.
Signatures on Contracts
For any type of contract, the only acceptable signature from Santa Clara is the signature of the Director of the Center for Student Involvement (CSI). A few important items to note:
- Students are not permitted to sign any contracts. If you accidentally signed a contract, contact your CSI advisor immediately to learn how to remedy the situation.
- Faxed, photocopied, and scanned versions of signed contracts are acceptable.
- E-signatures where individuals type in their signatures rather than use a pen to sign are not acceptable.
Types of Contracts
If your student organization is inviting a non-SCU speaker for an event, then the speaker needs to review, sign, and submit either the Guest Speaker Honorarium Form or Engagement Agreement. The Guest Speaker Honorarium Form is used if the speaker is getting paid while the Engagement Agreement is used if the speaker is not getting paid. Some speakers may have their own contracts so their contracts will be used instead of the Guest Speaker Honorarium Form or Engagement Agreement.
Speakers include (but are not limited to):
- Keynote speakers
If your student organization is inviting a non-SCU performer for an event, then the performer needs to review, sign, and submit an Engagement Agreement. This agreement is required even if the performer is not receiving payment. Some performers may have their own contracts so their contracts will be used instead of the Engagement Agreement.
Performers include (but are not limited to):
If your student organization is renting equipment from a non-SCU company, requesting services from a non-SCU company or restaurant, or reserving space at a non-SCU venue, then your student organization needs to have a contract with that service provider, restaurant, or venue. Most service providers, restaurants, and venues will have their own contracts.
Service providers and venues may include (but are not limited to):
- Catering companies or restaurants
- Sound and lighting companies
- Staging companies
- Bus companies
- Venues such as hotels, banquet halls, and rental properties
If a restaurant or venue does not have its own contract, please use these contract templates:
Note: The Restaurant Fundraiser Agreement is for if your student organization is planning a fundraiser with the restaurant and not to host an event at the restaurant. However, use the Restaurant Agreement instead if you are planning an event at the restaurant.
If your student organization is inviting food trucks to campus, then your student organization needs to have each food truck sign the Food Truck Agreement. If a food truck has its own contract, we may sign that one instead or in addition to our Food Truck Agreement depending on how comprehensive the food truck's version is.
Food Truck Agreement (PDF)
If your student organization is inviting a company or organization to campus that is planning to sell items, then your student organization needs to have each company or organization sign a Vendor Agreement. If a vendor has its own contract, we may sign that one instead or in addition to our Vendor Agreement depending on how comprehensive the vendor's version is.
Vendor Agreement Form (PDF)
If an individual or company is being contracted and is being paid, then this individual or company (also called "payee") needs to be in the Accounts Payable system. If a payee is not in the system yet, then the payee needs to complete a W-9 IRS Form. However, if a payee is already in the system, then no W-9 IRS Form is needed.
W-9 Form (PDF)
Unless otherwise requested, payments are via direct deposit to the bank account of the individual or company to be paid (payee). The payee must complete and submit a Direct Deposit Form. Payees may also request to have a check hand-delivered or mailed to them.
Direct Deposit Form (PDF)
For More Information
Contact: Tedd Vanadilok