Updated 09-06-17

STUDENT ORGANIZATIONS & ACTIVITIES

Contract Process

Common Questions

  1. When do student groups use a contract? Contracts are used whenever a student group is working with an entity to provide a service, performance, or rights. In general, the purpose of the contract is to describe what is expected from each party to the agreement (i.e. business and legal terms of agreement).
  1. When do we start the contract process? As soon as possible! Please keep the following guidelines in mind when working with contracts.
  1. Contact your advisor in the beginning of your planning process to review your plans.
  2. Speakers – if you are planning a conference or bringing several speakers to campus, please submit a list of speakers to Campus Life as soon as possible. This will speed the approval process once your contracts are ready for submission.
  3. Requirements for authorization:

Contract Type / Authorized by / Time to allow for processing / Review by OGC / Review by RISK
>=$25,000 / Vice President of Student Affairs / 6 weeks / Yes / Yes
Events involving alcohol / Vice President of Student Affairs / 6 weeks / Yes / Yes
<$25,000 / Executive Director of Campus Life / 2 weeks / As appropriate / As appropriate
  1. Can students sign the contract? NO! Students are not authorized to sign any contract material. The advisor does an initial review and edit of the contract before it is sent to Campus Life. University signatory authority is limited.
  1. What if the speaker, performer, or vendor prefers to use their own contract? Use their contract and attach theNorthwestern Contract Cover Sheet. On-Campus Events will also require the Northwestern Rider.
  1. If a speaker, performer or vendor is not receiving payment, do we still need a contract? Yes, the purpose of the contract is the still the same (please see the response to question #1).
  1. If a speaker, performer or vendor is currently a Northwestern student, do we still need a contract? Yes, the purpose of the contract is the still the same.
  1. When is a Northwestern Rider required? A Northwestern Rider is required for contracts for all ON CAMPUS events, with the exception of payees who are current Northwestern Students. Insurance requirements are reviewed on individual basis.
  1. Can we have alcohol at the event? Only if approved by the Vice President. You must submit a risk reduction plan outlining your strategy and procedures for safety and wellness. The policy regarding alcohol at events for undergraduate students can be found here: Policy Regarding Alcohol at Events for Undergraduate Students
  1. Do we need to arrange for event security? Yes. The sponsoring student organization is responsible for coordinating security with NUPD. Please refer to the NUPD website NUPD Special Event Security Request.
  1. Where do we submit the contracts?

Campus Life – Norris Center 3rd Floor Suite J. A drop box is located at the entry to the SOURCE.

  1. Can we submit our contracts by email?

No. Contracts should be in printed format and submitted via the drop box in the SOURCE.

  1. When can we start advertising? Once the contract and rider have been signed by both Northwestern University and the speaker, performer or vendor and returned to your advisor. If the event is funded by ASG, then you must show the signed contract and rider to the Account/Group Executive prior to advertising.
  1. When is payment rendered to the speaker, performer, or vendor? Payment is rendered via a Northwestern University check from SOFO. An honorarium check is either hand-delivered to the speaker, performer, or vendor on the date of the event or mailed to them (or their agent) after the event. A reimbursement check for additional expenses (i.e. travel) is usually mailed to the speaker, performer, or vendor after the event. Arrangements can be made to have reimbursement check mailed to the speaker, performer, or vendor after the event.

In person consultation at the SOURCE / Monday 2:00-5:00pm / Thursday 3:00-6:00pm
Remotely by email ()
or phone (847-491-2350) / Tuesday 8:30-10:00am / Friday 8:30-10:00am
  1. Are we able to pay the speaker, performer, or vendor a deposit?Generally no. The payment of honorarium is in full via one Northwestern University check from SOFO. Some exceptions may be possible (particularly venue spaces and catering); please talk to your advisor if this is necessary.
  1. Help is available: