Programs coordinated by student organizations are not only opportunities for students to shape the Ithaca College experience but can be tremendous learning experiences for the students that develop them.
The importance of planning ahead cannot be overstated. Early and careful planning hels ensure successful programs and makes the professional staff’s work more efficient and effective.
When developing a program, it is essential that student organizations consider:
- How does the program help the student organization accomplish its mission?
- Who is the target audience?
- How will the program serve Ithaca College students and the Ithaca College community? How will all students relate to the experience?
- How will the program attract and benefit as many parts of the student body as possible? Who is the target audience? Can this be expanded?
- How many people will ideally be in attendance?
- How will the program be funded?
- Will guests require special arrangements or equipment?
- Are there other organizations with whom the student organization can collaborate?
*If your event needs AV, Catering, setup or public safety please contact Campus Center and Event Services.
Contracting off-campus guest artists (performers) and novelty items
A contract is a legally binding document and is designed to protect all parties involved in a business relationship; to clarify the agreement; and is a means of specifying stage time, audio-visual, and set-up requirements.
Contracts are required for all performers, speakers, or other activities requiring payment for services rendered. Ithaca College does not authorize Student organization members and advisers to sign contracts.
Student organizations must work closely with OSEMA to be certain that each party clearly understands all terms of the agreement and that all portions of the contract are executed.
Student Organizations are encouraged to use the Student Organization Guest Contract.
When contacting an off-campus performer please check the three references below:
1.) Ithaca College urges caution when students choose to talk with guests or guests’ agents. It is possible to commit one’s self to hosting an artist or speaker simply by word choices or tone. One’s words may enact a binding commitment. Using terms like “this is not a confirmation” and “I am just checking for availability, this is not a definite commitment” are strongly recommended. A student organization should contact the Assistant Director of Student Involvement about event approval and contracting issues well before requesting a contract as, again, proceeding prematurely could enact a binding commitment.
2.) Student organizations must have adequate funds in their Ithaca College accounts before contract negotiations may begin.
3.) Advertising a program should take place only after all parties have signed a contract. Advertising before a contract is signed puts Ithaca College at risk in the event that negotiations are unsuccessful.
If an honorarium will be paid, a W-9 form must be submitted to the Student Organizations Business Coordinator with the contract and the Transaction Request Form two weeks in advance of the engagement. Failure to submit a W-9 at least two full weeks in advance of an engagement will result in a delay in payment. If an honorarium will not be received, a W-9 is not required.
Acquiring contracts for guests that do not require payment is strongly encouraged.
Beginning the contracting process early is vital to the success of a program. Please contact the Assistant Director of Student Involvement for all contract questions. Please review the contract check list for more information:
*All treasurers must meet with the Assistant Director of Student Involvement to complete the Transaction Request Form for contracts.
In order for an event to be approved, the final, unsigned versions of all contracts must be submitted to OSEMA at least three weeks in advance of the program. Please realize that if a contract is extensive and/or travel and lodging arrangements must be made, final versions of contracts should be submitted farther in advance.
To guarantee payment is on time, a fully executed contacted must be signed by OSEMA and the artist with a completed Transaction Request Form submitted to the Student Organizations Business Coordinator three weeks in advance of event.
To guarantee Campus Center and Event Services can provide all services needed are provided a fully executed contract must be submitted to the Assistant Director of Student Involvement and CCES three weeks in advance of event.
If a student organization turns the contract into the Assistant Director of Student Involvement (ADSI) in OSEMA for review one week or less prior to the event, the ADSI may decide to not approve the contracts for events for the remainder of the semester or academic year, as appropriate.
Only the Director of Student Leadership and Involvement is authorized to sign contracts.
Students and advisers may not sign contracts for student organizations.
- Signing a contract may be grounds for judicial referral and a loss of student organization privileges.
- Students and advisers that have signed contracts on behalf of a student organization may be personally and/or financially liable for the agreement to which they have committed.