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Contracting Performers

Division

5

Student Affairs

Department

5.12

Student Center/Student Activities

 

5.12.1

Contracting Performers

Policy

 

     Worcester State University and its Board of Trustees set policies and guidelines regarding all contracts that all departments, offices and student organizations are required to follow. Contract proposals under $2,500-$4,999 shall rest with the Vice President for Student Affairs and the Director of Procurement/Administrative Services. Contract proposals $5,000 or more require the approval of the Vice President of Finance and Administration and/or the President. Proposals $20,000 or more require the approval of the Board of Trustees.               

Procedure

 

Contracts for amounts under $2,500. Responsibility for contracts for speakers, and entertainers sponsored by Student Organizations not exceeding $2,500 shall rest with the Vice President, Student Affairs. In the case of contracts that are fairly routine and are generally known to the Vice President, the Vice President may, at his or her discretion, choose to delegate to a Director within the division the signing authority for such contracts.

     Contracts for amounts $2,500 and more. Before a student organization enters into any contract over $2,500 they must submit a contract proposal for approval. Student Organizations cannot request a performer’s contract until the proposal is approved by the appropriate offices. Currently student organizations must submit contract proposals $2,500-$4,999 to the Assistant Dean, Student Affairs/Director, Student Center/Student Activities (AD, DSC/SA). The Vice President, Student Affairs will also review and approve along with the Director of Procurement/Administrative Services. For contract proposals $5,000 or more, the Vice President of Administration and Finance and/ or the President's approval is also required. Proposals $20,000 or more require the approval of the Board of Trustees. Once the contract proposal is approved, the student organization may request a contract. The event coordinator will then review the specifics of the contract and rider with the assigned program coordinator. The contract is then submitted for approval by the same signatures as outlined above for the contract proposal. The Chief Financial Officer's signature is also required. In addition to the performer’s contract, Worcester State requires the contracted (performer) to sign a separate Worcester State rider.

Contracts of any kind are not binding for Worcester State unless executed in accordance with the above procedures.

 

II.   CONTRACTING PERFORMERS: CONTRACTS ARE NECESSARY WHEN BOOKING ANY TYPE OF PERFORMER (bands, lectures, novelty, etc.)

All contracts for student organizations MUST be reviewed by the DSA.

  For all performers $2,500 and over, you must first submit a contract proposal that must be approved before requesting a contract.

  Contracts must be signed by the appropriate University official as outlined above.

  Contracts must be submitted to the Assistant Dean, Student Affairs, Director, Student Center/Student Activities AT LEAST TWO WEEKS before the event occurs.

  Before requesting a contract from a performer, MAKE SURE you meet with your club’s program coordinator.

  When requesting a contract from a performer or agent, BE VERY CLEAR in explaining that the contract is subject to approval by the appropriate Worcester State official and cannot be guaranteed until signed.

BE SURE THAT THERE IS NOT ANY CONFLICT WITH OTHER PROGRAMS SCHEDULED FOR THE SAME TIME AND BE SURE YOU HAVE BOOKED THE DESIRED FACILITY.

      Before you request a contract, you should have some preliminary discussions with the agent or performer regarding possible dates, price, and length of performance. Remember that almost all performers are willing to negotiate. The first price quoted is not always the one the performer is willing to settle for. Do not be afraid to offer less than the price quoted. This is the time when the performer and you should negotiate. You cannot negotiate once an offer has been made and accepted.

ONCE YOU MAKE AN OFFER AND IT IS ACCEPTED YOU ARE COMMITTED TO IT. DO NOT REQUEST A CONTRACT OR MAKE A FIRM OFFER UNTIL YOU HAVE DISCUSSED IT WITH THE PROGRAM COORDINATOR.

      At times, the performer may request that you send him/her a contract. Blank contracts are available in the Student Center/Student Activities Office. A sample can be found on a following page. Chairpersons should submit contracts to the AD, DSC/SA PROMPTLY upon receipt (if an agency generated contract) or before submitting to the agency/performer (if a Worcester State generated contract). NOTE: NO DEPOSITS ARE ALLOWED TO BE MADE FOR PERFORMERS. Every Fall there are workshops on booking an event and reviewing contracts. It is an excellent source of information. All chairpersons of programming organizations and committees must attend. Only students who attend this session are authorized to negotiate and/or book performers.

 

 

 

 

Approved by Vice President/Date

 

S. Brownlee

Approved by Cabinet/Date

 

 

Revised Date

 

Spring 2011

 

 

 

 

Last modified at 12/14/2011 12:59 PM  by Hoxha, Anisa