Contracts & Forms for Student Organizations

We want to make sure you navigate the contract and agreement process like champions, so listen up! First things first, your awesome Campus Life Advisor is here to guide you through the whole shebang. They'll be your trusty sidekick, helping you with all the necessary steps to review and sign those contracts and agreements. They're pros at this, so lean on them for support!

Now, hold up - as much as we believe in your organizational superpowers, signing contracts is a task exclusively for your Campus Life Advisor. You're not allowed to put pen to paper on any agreement or contract, at any time. Safety first!

Here's the scoop on signing limits within Campus Life: Coordinators can sign for amounts under $5000, Assistant Directors for under $10,000, and Associate Directors for under $25,000. We've got a whole team of signing superheroes!

If your student organization has the privilege of working directly with a Campus Life representative, we encourage you to partner up with your advisor. Together, you can conquer contract signatures like a dream team!

One little tip: the review process for contracts and agreements can take some time, so don't leave things to the last minute. We strongly urge you to get all paperwork to your Campus Life Advisor at least 14 days before your event or program. Time is of the essence!

So, take a deep breath, gather those contracts, and march on over to your Campus Life Advisor. They'll help you slay the signature game! Let's make magic happen, party planners!

All contracts and agreements must be provided to and signed by your Campus Life Advisor. Your Campus Life Advisor will walk you through the necessary steps for the review and signature of the contract/agreement. Student organizations are not permitted to sign any agreement or contract, at any time.

Please note that within Campus Life, Coordinators can sign under $5000, Assistant Directors under $10,000 and Associate Directors under $25,000. We encourage those student organizations that are directly advised with a Campus Life representative to work with your advisor directly to complete signatures on your contract.

Note: Contracts and agreement review may take time. Student Organizations are encouraged to have all contracts and agreements to their Campus Life Advisor no later than 14 days prior to the intended event/program.

CONTRACT / AGREEMENT TEMPLATES can be found on the Campus Life Website Links to an external site.

WashU Speaker/Artist Agreement (PDF) — This contract is used when a organization is hosting a speaker/artist on campus and the performer does not have their own contract. This 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 GPS adviser to review and accept or reject before having the speaker/artist sign it.
WashU Speaker/Artist Addendum (PDF) — This addendum should be used when a organization is hosting a speaker/artist that provides their own contract. Bring the speaker/artist-provided contract, unsigned, to your Campus Life Advisor appointment. Your Campus Life Advisor will 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 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) —This contract should be used when a organization is paying for a service instead of an individual (catering vs. speaker) this 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) — This addendum should be used when a organization is paying a service provider that provides their own contract. Bring the service provider-provided contract, unsigned, to a Campus Life Advisor appointment. Your Campus Life Advisor will 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) — This addendum should be used whenever a organization 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. Your Campus Life Advisor will 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 Contract — Any time you are booking an outside security company, whether for a dry event or an event with alcohol, this contract must be used.

From time to time, student organizations may require additional waivers, forms and/or resources. Below you will locate the most used forms and resources requested by student organizations.

WAIVERS CAN BE FOUND ON THE CAMPUS LIFE WEBSITE: Links to an external site.

Liability Waiver
Liability Waiver – Inflatables, Rides & Attractions
Guest Liability Waiver
Event Guest Sign-in Sheet
Liability Waiver Sign-up

VENDOR FORMS CAN BE FOUND ON THE CAMPUS LIFE WEBSITE: Links to an external site.

ADDITIONAL RESOURCES FOR STUDENT GROUPS CAN BE FOUND ON THE CAMPUS LIFE WEBSITE: Links to an external site.

Advisor Role Worksheet
Advisor Role Checklist (PDF)
Student organization Advisor Agreement (PDF)
Student organization Advisor Evaluation (PDF)
Student organization Evaluation (PDF)
Transitioning Student organizations (PDF)
Officer Transition Meeting Questions (PDF)
Officer Transition Meeting Agenda (PDF)
Event Emergency Plan
Sample Meeting Agenda
Officer Transition Meeting Questions
Sample Officer Transition Agenda
Officer Binder / Files Check-list
Guidance on Member Expectations & Accountability
Recruitment and Retention of organization Membership
Responsible & Inclusive Programming by Students and Student organizations