Contracts

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Contracts can be complex and should always be taken seriously as they are binding documents between Vassar College and any performers, speakers, or vendors. The Director of Student Activities or Assistant Dean of the College for Campus Activities must sign all entertainment/lecture contracts for VSA organizations. In the event of a cancellation or a change of plans, notify the Office of Campus Activities immediately. 

Contract Process and Procedures

1. Before engaging in any contract negotiations, you must have the space for your event reserved and confirmed.
2. All contracts can be dropped off in the Office of Campus Activities, or emailed to the Office of Campus Activities at campusactivities@vassar.edu two-weeks in advance of your event and/or agreed upon payment date. 
3. Work with your agent or artist to find out if they have their own contract. If they have their own contract, this is the contract you should work from. 
4. If the artist/performer does not have their own contract, you must use the Vassar College Performer Contract. 
5. In order to process a contract, every vendor, speaker, or performer must submit the Vassar Payee Registration Form online on Workday.
6. Once received, your contract will be edited and signed by the Director of Student Activities. If there are any questions or concerns regarding your contract, your organization head and/or the person who dropped off the contract will be contacted. 
7. You will receive an email with an electronic copy of your signed contract. Typically, contracts take between three and five business days to be reviewed. If you do not receive an email within this timeframe, please email campusactivities@vassar.edu to check on the status of your contract. 
8. Using your fully executed contract, the organization’s treasurer must submit a Supplier Invoice Request on Workday. The request will be approved by the VSA Chair of Finance. 
9. Checks are cut on Thursdays only. Do not expect to get a check cut on the same day you drop off the completed paperwork. 
10. Unless otherwise specifically noted, checks will be cut and mailed - or wired via direct deposit - after the event date.
11. Pay your artist immediately after their performance unless other arrangements have been agreed to in the contract.
12. If you have questions regarding the process, please contact your SARC Intern. Copies of all necessary paperwork are available in the SARC Office located in the College Center. 

Important Notes for Managing Contracts

1. Vassar students should never sign a contract on behalf of the College.  Contracts should only be signed by a college signatory.  
2. Agreements by some performers and other vendors can often be binding even without a written document.  In order to prevent confusion and ensure you or your organization are not mistakenly entering into a binding agreement, please add the following text to your communications with third party vendors:

“Please note that this summary of terms and conditions is preliminary only.  It is our intent to include all applicable terms and conditions in a formal written agreement to be approved and signed by all parties.  Absent such an agreement, there will be no binding contract between us.”If you are ever unsure about negotiating with a vendor, agency, or performer, please schedule an appointment with the Office of Campus Activities before you reach out to an outside party.