Student Activities processes contract requests on behalf of Bryn Mawr College student organizations. Students are encouraged to make inquiries with artists/agents or artist representatives about the possibility of having the artist perform on campus.
Students may make tentative agreements with artists/agents or artist representatives but cannot create or sign any contract or other agreement form related to the event.
All student organizations wishing to host an event on campus where a perfomer will be paid must submit a contract for that event. The contract process is outlined below. At the very end of the process there are definitions of common terms used throughout the process.This section may be useful if you need to clarify a term.
Important points to remember:
The Contract Process
Step 1: Complete a Contract Request Form (Creating a Bryn Mawr contract)
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 the College. Artists will not be paid until the required contract and accompanying paperwork is completed and returned.
Step 1: Using an agency contract
Step 2: Obtain signatures
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.
Step 3: Paying the artist
Below are 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. See Policies and Procedures for Compensation Payment Made to
Nonresident Alien Independent Contractors And Other Visitors for additional information.
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