Contracts

A contract is an agreement between a club and a service provider that documents the terms of the relationship.

Recognized Student Organizations are responsible for signing their own contracts and service agreements. The University does not sign contracts for clubs and organizations.

Why Do We Need a Contract?

• Protect your club.
• Ensure clear understanding regarding the terms of agreement.

When a club enters into an agreement with a vendor or service provider it is important to document the terms of the relationship in the form of a contract. Documentation protects the club while also ensuring that there are no misunderstandings regarding the terms of the agreement. Club officers are responsible for signing their own contracts and service agreements. The University does not sign contracts on behalf of clubs, nor does the University advisor.

University Review

Prior to signing a contract related to an on-campus activity, all contracts for services that will be provided on campus must be reviewed by the university through the Event Request.  All contracts should be submitted at least two weeks prior to the event date to allow time for review.

Club Contracts Requiring Special Insurance

If the club and/or the activity are not covered by the Club Liability Insurance Program, clubs may purchase their own insurance or may purchase special events coverage through the university’s third party provider for on-campus events only.

Depending on the nature of the event, the review process for a contract requiring special insurance may take 30-90 days so plan ahead.

Note: Contracts for certain events/activities can not be approved by the University. Should the contract not be approved, the club will be contacted by the Clubs & Organizations Office with further instructions.

Process:

1. Obtain a contract from your service provider.
2. A club officer must initial any areas where the Cal Poly representative will sign, proving that he or she has read the terms of agreement.
3. Submit the contract via the Event Request at least two weeks prior to your event.
4. Risk Management will review the contract to make sure it complies with campus policy. They will inform the club if the contract is appropriate, needs revisions, or cannot be signed via the Event Request.
5. Once the contract is deemed appropriate, the club officer can sign the contract and return it to the service provider. 

Payment Request for Contracts

When paying a vendor or service provider based on a contract, the following documentation must be submitted with your Purchase Request:

• An approved contract signed by the appropriate vendor representative and club officer detailing:
  • Payee contact information
  • Item(s) and/or service(s) being purchased
  • Payment terms as specified in the contract
  • Amount due as specified in the contract
• IRS Form W-9 (A vendor’s W-9 must be on file with ASI Club Services in order to issue payment. Contact ASI Club Services to see if a W-9 is needed from your vendor or if one is already on file.)