The Ter-GIF-fic Guide to Completing a Contract, Emmanuel OSAMP Style

So you want to bring a performer or vendor to campus! Awesome. Here's our quick and dirty guide on how to make sure the whole process is taken care of in a timely and correct manner. If you follow the instructions below, your performer or vendor will get paid on time. And trust me: people LOVE getting paid on time. Ready? Yes? Good. On we go!

First Things First...How Much Time Do You Have?

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In the Policy Agreement you sign at the beginning of each semester, you agree to start this process four weeks ahead of your event date. Do you have that much time?

I certainly hope so. If not, you'll be dealing with an advisor who looks a lot like this...

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Please don't do this to me.

A Month? Like, Four Weeks a Month?

Yes, a month. Four weeks. But there's a reason!

A contract is more than just an understanding of how much a person is being paid. It's an agreement to terms, an agreement to show up, and an understanding of how the event is to proceed.

When we receive a contract and don't have enough time to get it signed, we're putting the institution and the College at risk. For example, let's say your group was bringing a zipline to campus. If that contract wasn't completely signed and processed, and someone got hurt while they rode it? We're in trouble. No one agreed to take on the risk. So legally, the College and the organization become vulnerable.

Sometimes, these agreements take a while to reach, and contracts may have to go back and forth several times before the College and the performer come to an agreement. Additionally, as we'll talk about below, several people are involved in the contract signing process. We need time to make sure it all gets done.

This is a complicated conversation- if you ever have questions, come see one of the OSAMP staff members; we're happy to talk more about it with you.

Read The Agreement. Really Read It.

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So once you receive a contract for a performer or vendor, be sure to go over and it and make sure you know what you're agreeing to. If you have any questions about the terminology they use, items they're asking you to provide, or anything else you don't understand, please contact Amma in Student Activities- she's happy to explain it to you, as long as you've taken the time to look over it as well.

But Don't Sign Anything!

Seriously, don't. Just hand it over. Neither you, nor your organization advisor, should ever sign a contract or agreement for a vendor or performer. It was a bad idea for Ariel, and it's a bad idea for you. These contracts are taken care of by Dr. Rissmeyer (our Vice President for Student Affairs), and the College Business Office. Head here for a more complete look at where the contract goes after you turn it in, and why we need so much time.

Make Sure to Include the Supplemental Forms, Please!

We know, we know. When we ask you to fill out lots of paperwork, we know it feels like a lot. But, again, it helps people get paid on time. And, again, people really like getting paid on time.

In addition to the contract, you'll need to submit:

1. A W9 Form: for tax purposes, your performer or vendor should submit a W9 along with the contract. They should typically know what that is; if they don't, let Amma know and she can forward you a form for them to complete.

2. The SGA Account Form with the "Payment" section completed: This form, once filled out with the requested information, should be signed by your organization president, treasurer, and advisor before being brought to our office along with the contract.

Let Us Know When the Check Is Needed!

In the payment section, there is a part that you must complete about when the vendor or performer is getting paid: will you request that the check be held? If so, you'll need to pick it up before the day of your event in Admin 334. If you'd like it mailed afterward, you can also indicate that on the form.

Please note: we don't pay performers until after their engagement is completed. Some will ask you if you can pay them in advance. The answer to that is:

Why? Because if you pay them before the engagement is complete, and they then don't do what you ask...it's too late. They already have it. So wait until the event is complete before you render payment, either in person or through the mail.

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If this process is all completed in a timely fashion, we'll have no problem getting a check to your performer in a reasonable amount of time. Remember, there are several steps to this process- several people who need to make sure everything is complete, several offices who work together to get it all done. Please be considerate of our time and help us make sure each piece is properly in place.

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Help Us...Help You!

But don't worry. You can ask questions. We WANT you to ask questions. So if you have any, please let us know and we're happy to help you out. Best of luck, and happy planning!

For more information about this or any other procedures of the Office of Student Activities, contact Amma Marfo at [e-mail].