Student Club and Organizations Contract Info
All contracts are routed through the Student Activities Office to be signed by a Student Affairs officer or staff member. Do not sign contracts yourself! We do not want you, your group, or your advisor to be held responsible for the terms of the contract. Question about the process? Please contact your club's Activities Liaison.
*IMPORTANT NOTICE: All contract templates for Fall 2021 have been updated and can be found below.
Contract Information - Quick Links
- Entertainers, Bands, Performers Contract Template
- Speakers Contract Template OR No Compensation Speaker Agreement
- Virtual Speaker Contract Compensation OR No Compensation Virtual Speaker Contract
- Instructor Contract (both paid and volunteer) - contact your Activities Liaison
- Use of Live Animal Events Form Contract
- Memorandum of Understandings for fund-raisers for services/gift in kind provided - contact your Activities Liaison
- Food trucks -contact your Activities Liaison
Read below to see which contract is appropriate for your event. Then, read How to Process a Contract to see what steps you need to take to get your contract and event approved.
Student registers event in SAO360
Select appropriate contract template
Please note the following Student Activities Policy from duLac: Any student or group of students, including any branch of Student Government or any student organization or club, wishing to submit an official request or proposal (other than a purely personal communication) to the President, a Vice President, a member of the Board of Trustees, or a member of any University Advisory Council, must first submit the request or proposal in writing through the Associate Vice President for Student Development, to the Vice President for Student Affairs, or the Vice President's delegate.
Entertainers, Bands, Performers
Movie, TV and Play rights
Instructors / Team Coaches
You must use an approved charter coach company for bus trips. If you are using Cardinal Buses or Royal Excursion, a contract is not needed. Please ask them to send a copy of the invoice to the SAO. A contract is needed with all other charter companies. Please contact your Activities Liaison if you would be renting a bus.
Venues with Master Agreements on File with the Student Activities Office
Contracts with off campus restaurants, banquet halls, bowling alleys, retreat centers, etc. that have a master agreement on file with University of Notre Dame's Student Activities Office are not needed.
If you are renting equipment from Aay's Rent-Alls, or having an event at Chippewa Bowl and Strikes and Spares, a contract is not needed. Please ask them to send a copy of the invoice or reservation sheet to your Activities Liaison.
If you are using these retreat facilities (listed below) please remind the reservation manager to use the University of Notre Dame standard contract for that retreat center.
Student completes and fills out the appropriate contract template
Many times, students are not sure how to complete a contract template. Read below for some of the items to watch for. You can also refer to the sample contracts, which are listed under each of the contracts above:
Complete the Contract Template on a Computer
When completing a contract template, the easiest thing to do is to complete the contract template on the computer. Gather all pertinent information from the person / group ahead of time, so that all the person / group needs to do is sign and date the contract.
Initial Added Items
In case the person / group does add an item to the completed typed contract, or there is a provision on the Standard Form Entertainment Contract (SFEC) on line 17, those items need to be initialed by the person / group. When you send the completed contract template to the person / group, please remind him/her to initial all changes that have been made. This ensures the person / group agrees to the additional provisions, and agrees to items added to the contract.
Outline Type of Performance
Be specific on the contract about what type of performance the Artist will complete. For example, “One 30 minute juggling performance.” Defining this activity both sets forth the type of performance, and defines the length of the performance.
Set a Flat Fee for Performance
The agreed price for performance should be a flat fee. If the person / group would like for your group to pay for travel, include this in the flat fee so that the fee is inclusive of airfare, hotel, etc., instead of reimbursing costs. If expenses are to be reimbursed, contact your Activities Liaison on how to incorporate these expenses into the contract template. Reimbursements must be itemized and dropped off at the Student Union Bookkeeper’s Office, 314C LaFortune Student Center.
Turn Contract in at least 2 Weeks Before Event
It is extremely important that person / group send the signed contract to the Student Activities Office at least 2 weeks ahead of the event. This allows ample time for the contracts to be reviewed and routed to appropriate parties.
Ask for Help!
We are here to assist you in planning your event. If you ever have questions about which contract to use, how to fill one out, etc., please do not hesitate to ask! You can contact the Student Activities Office by calling 574-631-7308.
Student sends contract template to person / group to review and sign
Person / Group send signed contract template to the SAO
Updated contract payment processing details
For all completed contracts submitted through SAO, payment will automatically be processed 2 weeks after the scheduled event date. If your event did not happen and/or your payment should be canceled, you must email firstname.lastname@example.org within 7 days of the scheduled event date. In your email, provide your club name, event date, and each specific individual/business contracted for the function that must be canceled. As an email subject, please write “CONTRACT NO PAY”.
Pickup check before event
Pay person / group following performance
List of off campus venues and resources where only an invoice is needed:
- YMCA Camp Eberhart
- Camp Friedenswald
- Camp Raybird
- Life Action Camp
- Michiana Christian Camp
- Miracle Camp