Outside Vendors

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 club advisor.

However, prior to signing a contract related to an E-Plan event or activity, all contracts must be submitted to ASI Club Services through the E-Plan process for review by the University. All contracts will be logged and routed to the appropriate campus entity for review. All contracts must be provided to ASI Club Services 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.

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 Dean of Students Office with further instructions.

Special Event Insurance: On-campus Events

If the vendor or service provider requires insurance for services on campus, the University offers special event insurance through a third party provider, which may be purchased by the club. Depending on the nature of the event, the review process for a contract requiring special insurance may take 30-90 days. 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.

To purchase special events coverage through the University's third party vendor, contact:
Melissa Swanson
Email: mswanson@calpoly.edu

For information on insurance for off-campus events visit the Contracts & Insurance page.

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