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Rules and Risks
Contracts for Services
All student groups planning on using the services of a non-MIT group, person, organization or company should use an
MIT approved contract. Contracts are an important way for you to protect yourself, your group and the Institute from possible
liability resulting from an event. Contracts also serve as a standardized method of outlining what services a contractor will
provide to you or your group and the amount of payment or services you agree to supply in return. Contracts can be used as documentation
for voucher check requests through the Student Activities Finance Office. Please do not sign a contract on behalf of your group or MIT .
If the party you are contracted with is not an individual, ask for, and fill in the complete legal name of their company/organization.
The On-campus performer/caterer contract (PDF) is most commonly used for:
- DJ's
- Amusements and games
- Performances by comedians, bands and dance troupes
- Lighting and audio equipment rented for performances
- Caterers
The MIT Student Agreement (PDF) is used any time you are hiring an MIT student for:
- DJ's
- Web design
- Instructor
- Performer
- Recycling Coordinator
The Bartending Services contract (PDF) can be used for:
- Hiring a non-MIT third party, cash bar
The Off-campus contract (PDF) can be used for:
- Events at hotels or other off-campus venues
- Harbor cruises
The Non-performer contract (PDF) can be used for:
- Coaches
- Referees
- Directors
- Choreographers
- Other instructors
If you have a question about which contract to use please contact the Student Life Programs Office in W20-549 or slp_contracts@mit.edu.
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Important Tips on Contracts
Please do not sign a contract on behalf of MIT. All contracts between a student group and an
outside party should be brought to the Student Life Programs in W20-549 for signatures.
- Start the process at least 10 days prior to the event.
- Never agree to a deposit prior to the event or performance. Some exceptions apply - see SLP.
- Completing the contract and attaching it to the appropriate voucher will allow a group to obtain a check payable to the performer or group on the day of the event.
- If your group will be paying a contractor with two or
more payments, the contract must be for the total amount of all payments. You will submit a copy of the contract
once with the first expense voucher. Subsquent check requests need only mention that the contract is on file with SLP.
- Please be sure that all sections of the contract are complete before turning it in for signature.
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How does the Process Work?
- Obtain the appropriate contract and complete all sections with information about your organization and event details.
- The insurance section 17 (on the off-campus and performer contracts) is required for vendors who charge $2,500 or more.
If a vendor charges less than $2,500, then they are not required to have the insurance amounts noted in this section. Please
contact Student Life Programs Office with questions.
- Have the Contractor (the person/group you are hiring) complete the remainder of the contract, sign the contract and return
it to W20-549 for final signature along with an extra copy. We will need at least 5 business days to obtain an MIT signature for your contract.
- To save time, feel free to complete your portion of the contract, email it to the service provider and then have them fax
the contract to: 617-253-8391.
- You will need to submit a second copy of the contract signed by the Contractor with and
SAFO Expense Voucher to have a check issued.
- Please start this process at least 10 days prior to the event.
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