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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 five 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:

If the vendor DOES NOT have their own contract document(s), submit the following: 

Performance Contracts

If the performer has their own contract document(s), submit the following:

 
If the performer DOES NOT have their own contract document(s), submit the following:

Speaker Contracts

If the speaker has their own contract document(s), submit the following:

If the speaker DOES NOT have their own contract document(s), submit the following: 

 

Contracts for off-campus programs/events

Is your contract for a facility rental, boat rental, or transportation rental? If so, submit:
Vendor's Contract (signed by vendor) and/or Invoice  + Relevant LUC Off-Campus Contract Rider (signed by vendor)

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 (unpaid vendor agreements). 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 not being 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:

* 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.

An infographic explaining what each contract template is used for can be found here. 

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 five 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