Contracts and Agreements

General Things to Keep in Mind:

• Anytime you will be paying a non-GW vendor/performer for an event you must have a contract processed. Contracts must be processed 6-8 weeks prior to the event date.
• As students are not considered legal representatives of the University, they are not allowed to sign contracts when working with non-GW vendors. 
• The purpose of the contract is to have a binding document that holds the vendor to perform a service at a specific time, on a specific date and to protect your organization and the University.

Steps to the Contract Process

• Any time an organization contracts with a non-GW entity and is paying them for services, a CIS (Contract Information Sheet)  should be filled out by the student organization and sent to their SAT Advisor with a completed EAF (Expenditure Approval Form) indicating how this contract will be paid. The Contract Information Sheet is not a completed contract.
• The student organization's SAT Advisor will then use the CIS to draft a legally binding contract and review its content, attach the vendor's contract to the back of the GW contract (when applicable).  The SAT Advisor will also review any contract that is provided from the vendor to ensure the organization’s and GW’s protection.  Your SAT Advisor will also communicate the needs of the contract to the Marvin Center to ensure that we are able to accommodate the requests as noted (ie: technical requirements regarding voltage, etc.)
• The SAT Advisor will then send the GW contract and the vendor contract (when applicable) to the vendor to review and sign.
• Upon the signed contract being returned to the SAT Advisor, he/she will then have the appropriate University entities sign the contract.
• Once all the documents have been signed and the contract is finalized, the SAT Advisor will submit a copy of the contract with your EAF for payment (unless you indicate to your SAT Advisor that you plan on submitting it for payment)
• Please be sure to obtain a signed copy of the contract from your SAT Advisor once all the steps have been completed. Your advisor will also fax a finalized copy to the vendor for their records.

Agreements

General Things to Keep in Mind:

• Any time you are bringing someone to campus to deliver a service (vendor, speaker, performer) and you are not paying them, use the Agreement Form.
• Submit the Agreement Form to your SAT Advisor (attach vendor information, if applicable). Do not leave anything blank.
• Keep in mind: Processing Agreement Forms take time! Please submit at least four weeks in advance.
• As students are not considered legal representatives of the University, they should not sign an Agreement with the vendor.

Steps to the Agreement Form Process:

• Fill out Agreement Form in full (if you need assistance faxing the form to the person agreeing to provide the service for free, please ask your SAT Advisor for assistance).
• Make a copy of Agreement Form for your records.
• Submit Agreement Form to SAT Advisor.