Creating a Bryn Mawr Contract |
| |
Completing the Contract Request From means that a Bryn Mawr Contract will be created for your event.
A College Contract may be used when the artist/agent or artist representative does not have a contract they normally use.
Contract requests should be made at least four weeks in advance of the date of the event. Contract requests received less than four weeks prior to the event may result in a contract not being completed prior to the event taking place.
Any organization that wishes to have a Bryn Mawr College contract created must complete the online form. |
| |
When a student is discussing contract details with an artist/agent or artist representative please be sure to gather the following information. This information will be needed when you complete the Contract Request Form.
- Name, address, telephone number, fax number and e-mail of artist or agent
- Type of event (lecture, concert, dance, etc.)
- Sponsoring Organization
- Location
- Start time
- End time
- Agreed cost
- Deposit amount and due date if required
- Any items you will be providing for the guest (such as meals, housing accommodations)
|
| |
|
| |
| Sending the contract |
| After the contract request form is submitted a Bryn Mawr Contract will be created. |
| If you provided an e-mail address a pdf contract and W-9 form will be e-mailed to the address provided. The person who requested the contract will be copied on this email. |
| If you provided a fax number and not an e-mail address, the contract will be faxed. |
| If you only provided a mailing address then the contract will be mailed. Please note the contract will only be mailed if you did not provide either a fax number of e-mail address. |
| |
| Often contracts are delayed by the artist or agent who neglects to return the contract in a timely manner. It is the responsibility of the artist or agent to return the contract to Student Activities. We cannot force them sign the contract. But if they do not sign, they do not get paid. |
| |
| Please be aware that if there is a problem with your contract request only the person who submitted the contract request will be contacted. |
| |
|
| |
| What is happening with my contract? |
| |
| After all paperwork (the Bryn Mawr/ agency contract, W-9 forms and addendums if applicable) are collected and reviewed they are sent for College signatures. |
| |
| At Bryn Mawr, all contracts must be reviewed by our College Counsel. After your contract is submitted/obtained by Student Activities it will be sent to the College Counsel for review. |
| |
| The College Counsel will obtain the signature of the Bryn Mawr Chief Administrative Officer. The Chief Administrative Officer (CAO) is the only person on campus who is authorized to sign contracts. |
| |
| After the CAO signs the contract it will be returned to Student Activities. |
| |
| At this point the Bryn Mawr contract is considered fully executed. |
| |
| If an agency contract is used they often require the purchaser (the College) to sign the contract before they will sign it. In this case the contract will be sent to the agency for signature. After the agency returns the contract signed is it considered fully executed. |
| |
| The fully executed contract is photocopied. One copy is given to the student who submitted the contract request or agency contract and one additional copy is kept in Student Activities. The original contract is given to the SGA Treasurer. A copy may be given to an administrative or academic department if you indicated you were receiving funds from that department. |
| |
| At this point Student Activities is out of the contract process. The remaining step is the sole responsibility of students. Student Activities will not have information about the payment status of your contract. You should direct all payment questions to SFC or the department which you received funds from. |
| |
|
| Definitions |
| |
| Here are some definitions of terms that are commonly used throughout the contract process. If your organization regularly brings events to campus you should become familiar with these terms. |
| |
| Addendum: A document that is in addition to the contract. The Bryn Mawr College Addendum addresses liability issues. |
| |
| Agent or Artist Representative- A person who has the power to make commitments on behalf of an artist. |
| |
| Agreed Cost- The cost that your organization and the artist/agent or artist representative have agreed your organization will pay to bring the artist to campus. This number should not include items such as transportation, dinner or hotel costs unless you are reimbursing the artist for these costs. |
| |
| Artist- A person your organization wish to bring to campus. The artist may be a number of things: speaker, DJ, musician, poet, etc. May be used interchangeably with performer. |
| |
| Block Price: The discounted amount your organization may pay for an artist if they have several performances in the area within the span of a few days. |
| |
| Budget: The amount of money your organization can spend on this event. This amount should include every cost of your event including dinner, hotel, transportation, and the agreed cost of the artist. |
| |
| Contract: A binding agreement between two parties to provide a service at a specific price. The contract may also include items such as dinner, hotel and transportation, which are not part of the monetary amount you are paying the artist. Please remember that a contract is a legal document and is legally enforceable. |
| |
| Contract Rider: A document that is in addition to the contract. Usually contains requests of the artist for hospitality or equipment needs. Some contract riders may seem a little large and contain items that you are not sure you can provide. Don't let this intimidate you- most contract riders are heavily edited prior to being sent for review and signatures. |
| |
| Fully Executed Contract: A contract that has been signed by both the artist/agent or artist representative and the Bryn Mawr College Treasurer. |
| |
| Location: Place where your organization is holding the event. Please be sure to reserve the space with the Office of Conferences and Events prior to contracting an artist to perform at Bryn Mawr. |
| |
| Sponsoring Organization: The organization that this holding the event. In most cases this organization is also paying for the artist. |
| |
W-9 Form: A W-9 form is a Request for Taxpayer Identification Number and Certification. This form is required of all paid performers on campus regardless of the amount they are to be paid. This form will accompany any contract or addendum to any contract; i.e. it is an automatic part of the contract request. You do not need to send this form to the artist yourself or ask for their social security number.
Sometimes paid performers are not citizens of the United States and do not have a social security number. If this occurs there is seperate additional paperwork which will need to be completed by the performer. Its not necessarily a hinderance but it may delay the contract and subsequent payment. |
| |
|
