Planning an event, program, or initiative? You are in the right place! This page is your go-to resource for all things related to contracts, waivers, and payments. Whether your are booking a performer, coordinating travel, or collecting participant information, we have gathered everything you need to make the process smooth and compliant.
Here, you’ll find:
- Contract Templates to get started quickly and correctly
- Waivers to ensure participant safety and liability coverage
- Payment Request Forms for reimbursements and vendor payments
- Helpful Resources to guide you through each step
Understanding contracts and agreements
Contracts and agreements are formal documents that outline the terms of a service, performance, or partnership—such as hiring a DJ, renting equipment, or booking a venue. These documents are legally binding and must be handled with care.
Contracts and Agreements:
- Review may take time
- You’re encouraged to provide all contracts and agreements to your group’s Campus Life Advisor no later than 14 days prior to the event or program
Student group members are not permitted to sign any contracts or agreements on behalf of their student group or Washington University. All contracts must be issued in the name of Washington University in St. Louis and must be reviewed and signed by your assigned Campus Life Advisor. This ensures compliance with university policies and protects both you and your organization. Student groups should be familiar with all policies related to contracts and agreements.
If you’re planning something that involves a contract, reach out to your Campus Life Advisor early in the process—they are here to help!
Campus Life advisors
Every recognized student group has an assigned Campus Life Advisor. All contracts and agreements must be provided to and signed by your Campus Life Advisor who will walk you through the necessary steps for the review and signature of the contract/agreement.
Monetary limits for contract amounts
Please note that within Campus Life:
| Coordinators can sign for amounts under $5,000 | |
| Assistant Directors can sign for amounts under $10,000 | |
| Associate Directors can sign for amounts under $25,000 |
We encourage those student groups to work with your Campus Life Advisor directly to complete signatures on your contract.
Contract / agreement templates
When to Use a WashU Contract Template
Whenever your student group is entering into an agreement with a performer, vendor, or service provider, start with a WashU contract template. These templates are designed to protect both your student group and the university by including all necessary legal language and compliance requirements. Using our standard contract helps speed up the review process and ensures everything is in line with university policies.
Remember: Always consult your Campus Life Advisor before sharing or submitting any contract. All contracts must be issued in the name of Washington University in St. Louis and must be reviewed and signed by your assigned Campus Life Advisor.
WashU Speaker/Artist Agreement (PDF)
- Used when a group is hosting a speaker/artist on campus and the performer does not have their own contract
- May be edited by the other party
- If there are no edits to this contract, you can bring a copy signed by the speaker/artist to your Campus Life Advisor appointment, along with a W9 for the speaker/artist
- If there have been edits, please bring the edited contract for your Campus Life Advisor to review and accept or reject before having the speaker/artist sign it.
WashU Speaker/Artist Addendum (PDF)
- Used when a group is hosting a speaker/artist that provides their own contract
- Bring the speaker/artist-provided contract, unsigned, to your Campus Life Advisor appointment to ensure there are no conflicting terms on the addendum or the contract and make any necessary edits
- Once these edits are made, the contract and addendum are ready to be sent to the speaker/artist for signatures
- If the speaker/artist makes edits to the addendum, your Campus Life Advisor will have to reject or accept those edits before they can sign it.
Service Provider Agreement (PDF)
- Used when a group is paying for a service instead of an individual (catering vs. speaker)
- Includes lighting, photography, catering etc
- If you are using a WashU vendor (WFF/Sodexo) you do not need a contract – they provide purchase orders (PO) that contain contractual language that will need to be signed
- If no edits are made to this contract, you may bring a copy signed by the service provider to your Campus Life Advisor appointment
- If the service provider makes edits, those will need to be accepted or rejected before your Campus Life Advisor can sign and return the contract.
Service Provider Addendum (PDF)
- Used when a group is paying a service provider that provides their own contract
- Bring the service provider-provided contract, unsigned, to a Campus Life Advisor appointment to ensure that there are no conflicting terms on the addendum or the contract and make any necessary edits
- Once these edits are made, the contract and the addendum are ready to be sent to the service provider for signatures
- If the service provider makes edits to the addendum, your Campus Life Advisor will have to reject or accept those edits before they can sign it.
Addendum to Off-Campus Venue Agreement (PDF)
- Used whenever a group is hosting an event off campus in addition to a venue-provided contract
- Bring the venue-provided contract, unsigned, to a Campus Life Advisor appointment to ensure that there are no conflicting terms on the addendum or the contract and make any necessary edits
- Once these edits are made, the contract and addendum are ready to be sent to the venue for signatures.
- If the venue makes edits to the addendum, your Campus Life Advisor will have to reject or accept those edits before they can sign it.
Event Security Agreement (PDF)
- Any time you are booking an outside security company, whether for a dry event or an event with alcohol, this contract must be used.
Most used forms and resources requested by student groups
From time to time, student groups may require additional waivers, forms and/or resources. See below for the most used forms and resources requested by student groups.
Waivers
When to Use a Waiver
Waivers are essential for events or activities that involve physical participation, potential risk, or external guests. They help protect both your organization and the university by ensuring participants acknowledge and accept any associated risks.
Use a waiver when:
- Hosting inflatables, rides, or attractions
- Inviting non-WashU guests to participate
- Organizing off-campus or physically active events
- Collecting sign-ins for liability tracking
Always consult your Campus Life Advisor to determine which waiver is appropriate for your event and how to properly distribute and collect them.
| Liability Waiver | Event Guest Sign-in Sheet |
| Liability Waiver – Inflatables, Rides & Attractions | Liability Waiver Sign-up |
| Guest Liability Waiver | |
Payment forms
A Federal W-9 Form is used to collect tax identification information from individuals or businesses that will receive payment from Washington University. It provides the necessary details for reporting income to the IRS.
Student groups should use a W-9 form when:
- Paying a performer, vendor, or speaker
- Requesting payment or reimbursement to a non-WashU individual or business
Always submit the completed W-9 form along with your payment request, and consult your Campus Life Advisor if you’re unsure whether it’s needed.