In order to streamline the process for campus departments and student organizations that need to rent inflatables, games, photo booths, etc., a master agreement has been entered into with approved vendors. This eliminates the need for legal and risk management to review multiple rental agreements and also confirms that each vendor carries the proper amount of insurance.
The College requires all campus departments and student organizations to do business only with approved vendors, as listed below. Please note that Risk Management and Procurement have been unable to secure contracts (for various reasons) with all vendors that departments may have used in the past.
PLEASE NOTE: EACH VENDOR HAS A LIST OF ITEMS APPROVED FOR RENTAL. IF AN ITEM IS NOT ON THE APPROVED LIST, THEN THE ITEM IS NOT AVAILABLE/approved TO RENT.
Review the sample contract to become familiar with the contractual terms and conditions, such as when an invoice needs to be paid without the College incurring a late payment fee, pro-rated fees incurred if the College cancels an event with a provider, etc.
Note: If you are renting a photo booth (or similar) photos are only available for 60 days and then all are deleted/destroyed.
IMPORTANT: At times, a vendor may attempt to supply a contract. Please do not sign it, since a master contract exists between the College and each approved vendor (below). If this occurs, please remind the vendor they have signed a contract with the College, or they need to contact Procurement if they would like to do business with the College (when no master contract exists). The only document that is required or approved to be signed by a department is a confirmation document from the vendor that contains the following type of information: dates of rental, items rented, cost for rental, directions, etc. There must be no terms/conditions or indemnification (legal) language contained in this document, which could hold the College accountable for the vendor's negligence. Please contact Risk Management or Procurement with any questions.