Contracts

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

Clubs and ISOs are responsible for signing their own contracts and service agreements. The University does not sign contracts for clubs and organizations.

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

Club Contracting for Services

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 and/or members 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

However, prior to signing a contract related to an on-campus E-Plan event or activity, all contracts for services that will be provided on campus must be submitted to ASI Club Services for review by the University. All contracts will be logged and routed to the appropriate campus entity for review. All contracts must be submitted at least two weeks prior to the event date to allow time for review. Contracts will only be processed if an E-Plan has been submitted.

Club Contracts Requiring Special Insurance

The University’s general liability insurance does not provide coverage to clubs and their members for their events and activities, whether on or off-campus, whether registered through the E-Plan process or not. 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.

Note: Contracts for certain events will 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.

ISOs are required to submit E-Plans for on-campus events and meetings only. All other Clubs are required to submit E-Plans for on or off campus events and meetings.

Process:

1. Obtain a contract from your service provider.
2. A club officer or advisor 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 to ASI Club Services at least two weeks prior to your event. NOTE: An E-Plan must be on file prior to submitting a contract.
4. ASI Club services will route the contract to the Office of Contracts and Procurement, who will approve or deny it.
5. Once the contract has been returned from the Office of Contracts and Procurement, ASI Club Services will notify the Club President that the signed contract has been placed in your club mailbox.  It is the club's responsibility to distribute it to your service provider.

Payment Request Form for Contracts

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

• 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.)

Frequently Asked Questions

How do I know what to look for in a contract?

Using the resources provided in this guide, consult the glossary of terms that you have questions about. Resources have been provided to better understand how to read a contract.

Who should I consult about the contract?

The best person to consult is the sales agent at the venue where you plan to host your event.