Professional Contracts

Organizations interested in hosting speakers, performers, vendors, or any off-campus entity require a contract and follow the guidelines below.  

Contract Process 

1. IMPORTANT: STUDENTS ARE NOT PERMITTED TO MAKE OFFERS, ENTER INTO CONTRACTS, OR SIGN A CONTRACT ON BEHALF OF THE UNIVERSITY.
2. RSOs can reach out to speakers, performers, etc. for preliminary information but should only ask questions, not invite anyone to campus or initiate a contract.
   1. Students may inquire about speaker or performer’s availability and pricing. Ohio Wesleyan prefers to work with all-inclusive contracts so also ask about additional expenses that might be incurred (e.g. travel, food, etc.)
3. During your conversation, please fill out the Professional Contract Request Form on Engage.
   1. Students are required to have the contract process started at least four weeks in advance of the scheduled performance or campus visit.
   2. Timeliness is important when working with outside performers and vendors as it can take time to negotiate, agree, and procure payment. Additionally, some acts book quickly and you don’t want to miss out!
   3. Working months in advance is a great idea.
4. Log on to Engage by visiting owu.edu/sio
5. Select Forms in the tabs at the top of the page.
6. Click Start for the Professional Contract Request Form. 
7. After the form is submitted on Engage, the Assistant Director of Student Involvement will contact the vendor directly to invite them to campus and start the formal contract process. The student contact and organization advisor will be cc’d on the message.
8. Once the contract is reviewed and signed by the appropriate University staff, the student organization must submit a check request on Engage providing proper documentation (contract, invoice, W9, etc).
   1. If the vendor prefers an online payment, the SIO SPC or Assistant Director of Student Involvement can complete the payment at the conclusion of the event.
9. The student organization is responsible for serving as the main contact for event coordination and communication.