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Contracts

For student organizations that receive Student Activities Funds and submit a Budget Request with the Allocation's Committee, All agreements/contracts must be signed and executed by the Center for Student Engagement.

For Student organizations that receive funding through a department, please submit contract materials to your advisor and/or department. 

Any time an Student Organization establishes an agreement for service (anything other than tangible goods) with an off-campus individual, group, or company, a contract must be used (regardless of cost or fee – forms must be filled out even when fees are waived). Any off-campus individual, group, or company includes, but is not limited to:

  • Artistic performances
  • Speaking engagements
  • A/V, sound, staging, or other media equipment rentals
  • Workshops, training, or group instruction
  • Inflatable games or other entertainment equipment
  • Transportation services
  • Catering services

Students/staff must never sign a contract. Contracts are due four weeks before the event date via purchase request (only for student organizations that receive money from Allocations). Late contracts will NOT be accepted.

Need help with your required contract documents for your event?

  • Contract template packets can be found here.
  • A guide on the contracts can be found here. 

*Loyola University Chicago will not be responsible, financially or otherwise, for any verbal or written agreements entered into by students, student organizations, or unauthorized University faculty and staff advisors.

FAQs

“Contract” can be defined in one of two ways

On-Campus programs:
Vendor Contract (signed by vendor) + Relevant LUC Performance/Event Agreement (signed by vendor) + Vendor's Certificate of Insurance

                                                            ...Or...

Off-Campus programs:
Vendor Contract (signed by vendor) + Relevant LUC Contract Rider (signed by vendor)

Contracts for on-campus programs/events

All contracts for paid service providers require the following: 

  1. Loyola contract (Vendor, Speaker, Performer)
    1. Template packets can be found here. 
  2. Detailed and itemized invoice
  3. Service Provider's Certificate of Insurance (COI). This form is provided by the vendor. Please ask them for this form.
    1. An example of COI can be found here. This example COI can be given to the service provider as it has instructions on how fill out the COI for Loyola's requirements. 

Contracts for off-campus programs/events

Is your contract for a facility rental, boat rental, or transportation rental? If so, submit:
Vendor's Contract (signed by vendor) and/or Invoice  + Relevant LUC Off-Campus Contract Rider (signed by vendor)

Is your contract for something different? If so, submit:
Vendor's Contract (signed by vendor) and/or Invoice  + LUC Off-Campus Event Agreement (signed by vendor)

For questions on how to complete this contract email activities@luc.edu. 

Unpaid Speaker, Performer, Panelist Agreements

Events with unpaid speaker, performers or panelists need to submit a $0 Agreement packet. Which can be found here. 

This packet can be submitted through a purchase request on LUCommunity (for student orgs that receive allocation's funds only). The packet is due 4 weeks prior to the event. 

Student organizations funded through a department, please submit all contract materials to your advisor/department. 

For student organizations that receive Student Activities Funds and submit a Budget Request with the Allocation's Committee, All agreements/contracts must be signed and executed by the Center for Student Engagement.

For Student organizations that receive funding through a department, please submit contract materials to your advisor and/or department. 

Any time an Student Organization establishes an agreement for service (anything other than tangible goods) with an off-campus individual, group, or company, a contract must be used (regardless of cost or fee – forms must be filled out even when fees are waived). Any off-campus individual, group, or company includes, but is not limited to:

  • Artistic performances
  • Speaking engagements
  • A/V, sound, staging, or other media equipment rentals
  • Workshops, training, or group instruction
  • Inflatable games or other entertainment equipment
  • Transportation services
  • Catering services

Students/staff must never sign a contract. Contracts are due four weeks before the event date via purchase request (only for student organizations that receive money from Allocations). Late contracts will NOT be accepted.

Need help with your required contract documents for your event?

  • Contract template packets can be found here.
  • A guide on the contracts can be found here. 

*Loyola University Chicago will not be responsible, financially or otherwise, for any verbal or written agreements entered into by students, student organizations, or unauthorized University faculty and staff advisors.

When is a contract needed? When is a contract not needed?
The vendor and/or their staff will be on campus. Food will be delivered
your event will have paid speakers or panelists The event is held off campus; the location might have their own contract
The vendor requires multiple payment schedules Regarding the rental of equipment, the staff member will not be on campus. 
High liability Nonpaid speaker/panelist