Contracts
Many programs, events and activities involve initiating an agreement with an external party in order to provide service or entertainment. A contract is required if your Registered Student Organization (RSO) is planning to have a guest speaker or performer come on campus and a fee for services is required.
Step 1:
Meet with the Assistant Director for Campus Activities & Involvement (FSC, 2029) at least 8 weeks prior to your event. This is to make Campus Life aware of the guest speaker or performer and so that the student organization can receive further instructions from the Assistant Director for Campus Activities & Involvement. Contracts for payment by UNCW to speakers or performers can only be signed by the Executive Director of Campus Life.
Please be aware that these guidelines must be followed in order for payment to be processed:
Step 2:
Contact Campus Life Fiscal Assistant to confirm that funding for all expenses related to event (this includes contract payment, Kenan Auditorium, Aramark, Reservations and any travel expenses) are in place.
Step 3:
Provide the following to Assistant Director for Campus Activities & Involvement so they can generate a contract at least 8 weeks prior to your event:
- Name of speaker/performer
- Mailing Address
- Email Address
- Fax (if available)
- Social Security # or Federal Tax ID #
- Amount of fee for services
- Name for check to be made payable to
- Location, date and time of event (provide a copy of your confirmed reservation space)
Step 4:
Assistant Director for Campus Activities & Involvement will prepare and route the contract for signatures.
Step 5:
Upon receipt of fully signed contract, Campus Life Fiscal Assistant will request a purchase order.
Step 6:
Payment will be processed following the event. A deposit cannot be made in advance of an event nor can you or your RSO be reimbursed for a deposit.
Contracts for Aramark, Kenan Auditorium, Reservations, etc. can only be signed by Campus Life Professional Staff.
Anyone other than the persons noted above whom sign a contract will be held personally responsible for payment.
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