SAOnline Request subheader icon

Planning a Program
Advertising and Publicity Basics
Facilities
Concession Stands
Dances
Food at Events
Imprinting Merchandise
ArrowSpeakers/Entertainers/Instructors
Trips and Transportation

 

 

 

Student Club and Organizations Contract Info

This page is for those that wish to bring a speaker, entertainer, coach or instructor to campus, and may need a contract to do so. All contracts are routed through the Student Activities Office to be signed by a Student Affairs officer or staff member. Do not sign contracts yourself! We do not want you, your group, or your advisor to be held responsible for the terms of the contract.

Read below to see which contract is appropriate for your event. Then, read How to Process a Contract to see what steps you need to take to get your contract and event approved.

The first thing to do, of course, is complete an SAOnline request!

Speakers
If your group is interested in bringing a speaker to campus to talk to your members, a contract may be necessary. If your speaker is a Notre Dame professor speaking on the area in which they teach at the University and there is no charge, a contract is not necessary. For all others (including unpaid speakers):

Please note the following Student Activities Policy from duLac: Any student or group of students, including any branch of Student Government or any student organization or club, wishing to submit an official request or proposal (other than a purely personal communication) to the President, a Vice President, a member of the Board of Trustees, or a member of any University Advisory Council, must first submit the request or proposal in writing through the Associate Vice President for Student Development, Mr. M. Brian Coughlin, to the Vice President for Student Affairs, or the Vice President's delegate.

Entertainers, Bands, Performers
If your group has a band, DJ (approved DJ list), or other type of entertainer coming to campus, a contract will be necessary even if the amount is $0


Movie, TV and Play rights

Talk with David Mattingly (graduate clubs), Paul Manrique (undergraduate clubs) or Katelyn Mendoza (halls) asap if your group would like to show a movie or purchase the rights to perform a play or musical. Contracts and/or fees may be associated, so plan ahead!

Instructors / Team Coaches
Instructor contracts are usually for Performing Arts groups that bring dance instructors in, but could also include other instructors. CPR certification and insurance must be proved by instructor with contract. If instructing off campus (i.e. at instructor’s studio), CPR and insurance is still needed. Team Coach contracts are usually for Academic or Athletic Club Sports groups that hire outside individuals to coach their respective team.

Contracts with bus companies as well as off campus restaurants, banquet halls, bowling alleys, retreat centers, etc.

You must use an approved charter coach company for bus trips. If you are using Cardinal Buses or Royal Exercusion, a contract is not needed. Please ask them to send a copy of the invoice to the SAO. A contract is needed with all other charter companies. Please contact David Mattingly (graduate clubs), Paul Manrique (undergraduate clubs) or Katelyn Mendoza (halls) if you would be renting a bus.

If you are renting equipment from Aay's Rent-Alls, or having an event at Chippewa Bowl and USA Skates, a contract is not needed. Please ask them to send a copy of the invoice or reservation sheet to the David Mattingly (graduate clubs), Paul Manrique (undergraduate clubs) or Katelyn Mendoza (halls).

If you are using these retreat facilities: Life Action Camp, Michiana Christian Service Camp, Miracle Camp, YMCA Camp Eberhardt, please remind the reservation manager to use the University of Notre Dame standard contract for that retreat center.

All other contracts must be routed through the Student Activities Office, and will be signed by Erin Hoffmann Harding, regardless of the amount. This includes contracts for bus companies, off campus venues, retreat facilities, rental companies, not mentioned above.

How to Process a Contract

  1. Select the appropriate contract (see above) and complete it with details regarding your event.
  2. Send completed contract to the person / group you are contracting with. If you are using the contract template above, you will need to complete the contract, select print, and change the printer to Adobe PDF (this is the required step to save your document). Next, name your file and select a location to save this contract. Once this process is complete, attach completed contract to an email and send it to the person / group with which you are contracting.
  3. Have the person / group sign it and initial anything that was added.
  4. Ask the person /group to fax it back to 574-631-8139, or scan into an email and send the Student Activities Office at sao@nd.edu. The person / group will need to send ALL pages, even though some pages do not include signatures (the fax date and time printed at the top must be the same for all).
  5. Contract should be received in the Student Activities Office, 315 LaFortune Student Center at least 5-7 business days before the event.
  6. For payment, bring a copy of the front page of the contract to the Student Union Bookkeeper’s Office, 314C LaFortune Student Center to request payment for the person / group. A copy of your contract will be available in the Student Activities Office, 315 LaFortune Student Center. It is your responsibility to do this well before the event so you can pay the person / group at the end of your event.
  7. You will be contacted when the check has arrived. Pick up the check and make sure the person / group receives it by the agreed date.

 Filling out the contract template

Many times, students are not sure how to complete a contract template. Read below for some of the items to watch for. You can also refer to the sample contracts, which are listed under each of the contracts above:

Complete the contract template on a computer
When completing a contract tempate, the easiest thing to do is to complete the contract template on the computer. Gather all pertinent information from the person / group ahead of time, so that all the person / group needs to do is sign and date the contract.

Initial Added Items
In case the person / group does add an item to the completed typed contract, or there is a provision on the Standard Form Entertainment Contract (SFEC) on line 17, those items need to be initialed by the person / group. When you send the completed contract template to the peson / group, please remind him/her to initial all changes that have been made. This ensures the person / group agrees to the additional provisions, and agrees to items added to the contract.

Outline Type of Performance
Be specific on the contract about what type of performance the Artist will complete. For example, “One 30 minute juggling performance.” Defining this activity both sets forth the type of performance, and defines the length of the performance.

Set a Flat Fee for Performance
The agreed price for performance should be a flat fee. If the person / group would like for your group to pay for travel, include this in the flat fee so that the fee is inclusive of airfare, hotel, etc., instead of reimbursing costs. If expenses are to be reimbursed, speak with David Mattingly (grad clubs), Paul Manrique (undergraduate clubs) or Katelyn Mendoza (halls) on how to incorporate these expenses into the contract template. Reimbursements must be itemized and dropped off at the Student Union Bookkeeper’s Office, 314C LaFortune Student Center.

Turn Contract in 5-7 Business Days Before Event
It is extremely important that person / group send the signed contract to the Student Activities Office 5-7 business days ahead of the event. This allows ample time for the contracts to be reviewed and routed to appropriate parties.

Ask for Help!
We are here to assist you in planning your event. If you ever have questions about which contract to use, how to fill one out, etc., please do not hesitate to ask! You can contact the Student Activities Office by calling 574-631-7308.