Performance Contract Policies

Any student organization sponsoring a performer—such as a DJ, band, speaker, or other entertainer—must execute a formal contract agreement before the event can take place. The Department of Student Activities & Student Organizations (SASO) is the designated office responsible for managing all performer contracts for registered student organizations.

Only the University of Miami’s Vice President for Financial Operations, or their designees, is authorized to sign contracts on behalf of the university. Students and student organizations are not permitted to sign contracts or to represent themselves as agents of the university. Doing so may constitute civil or criminal fraud. It is also important to note that verbal agreements may be legally binding. Students should always consult their advisor before making any offers or arrangements with performers.

Contracts are essential because they clarify the responsibilities of each party, specify agreed-upon payment terms and accommodations, and outline the details of the event such as time, location, and length of performance. They also help safeguard the university and the members of the student organization by clearly documenting expectations and commitments. If agreed upon, contracts may also include information regarding hotel accommodations, ground transportation, and hospitality.

When arranging payment terms of a contract, it is recommended that funds be disbursed only after goods are received or services have been rendered, rather than in advance.

Contracts are not required when a student organization is purchasing promotional items from an approved university vendor. Additionally, contracts are not necessary when the agreement is between two University of Miami entities, such as a registered student organization and a university department or another student organization.

The contract process can take time—please plan ahead to ensure your event runs smoothly and avoids unnecessary delays or cancellations. If you are ever unsure whether a contract is needed, contact the Department of Student Activities & Student Organizations (SASO) at 305-284-6399 for guidance.

Simple Contracts

To streamline the process of bringing performers to campus, the University of Miami has developed a Simple Contract Agreement for use with certain programs. Student organizations or individual students performing at the event of another student organization do not need to complete this contract.

If a Simple Contract Agreement is needed, follow the steps below:

  1. Complete the top section of the Simple Contract, including performance details and agreed-upon fee.
  2. Send the document to the performer or agent with instructions for them to complete their section and return the signed contract via email or mail.
  3. Have the student organization advisor sign the contract once the performer’s section is complete.
  4. Submit the completed contract to the Department of Student Activities & Student Organizations (SASO) at least two weeks before the event. Contracts must be submitted with both signatures at least 2 weeks before the event or the performance will be canceled.
  5. SASO will review and process the contract and forward it to the appropriate departments on campus for approval.
  6. Once approved, SASO will email a fully executed copy of the contract to the student organization.
  7. Send the signed copy to the performer or agent for their records.
  8. If payment is required, include the signed contract and the performer’s W-9 with the organization’s online check requisition in Workday.

It is important to note that completing the contract process does not automatically generate payment for the performer. Advisors are responsible for submitting all required documentation and initiating the check requisition process through Workday.

Simple Agreement Template

W-9 Template

Agency Contracts

For larger or more complex events, a Simple Contract Agreement may not be sufficient. In these cases, an agency contract—often issued by the artist or their representative—should be used. The steps below outline how to process an agency contract at the University of Miami:

  1. Obtain a copy of the original contract from the agent or artist. If possible, request an electronic version to streamline the review process.
  2. Make a working copy of the contract and carefully review the details, including date, time, venue, length of performance, payment terms, and accommodations.
  3. Submit the reviewed contract—including any necessary markups—to the Department of Student Activities & Student Organizations (SASO) in Shalala Student Center (SC 206). If available, also email a digital copy.
  4. SASO will review the contract for legal compliance and update it to reflect University of Miami standards and policies.
  5. Receive the edited contract from SASO and send it to the agent or artist for review and signature. The agent or artist should initial any changes made to the original document.
  6. Once signed, the contract should be returned to the organization representative or advisor.
  7. The organization advisor signs the University of Miami Rider and submits the fully signed contract back to SASO.
  8. Contracts must be submitted to SASO with all signatures at least four weeks prior to the event. Late submissions may result in cancellation of the performance.
  9. SASO will finalize and route the contract to the appropriate university departments for approval.
  10. Once approved, a fully executed copy will be emailed to the student organization.
  11. Send a final copy of the signed agreement to the agent or artist.
  12. If payment is required, the fully executed contract and the performer’s W-9 must be submitted with an online check requisition through Workday. 

It is important to note that completing the contract process does not automatically generate payment for the performer. Advisors are responsible for submitting all required documentation and initiating the check requisition process through Workday.

Sponsorship Contracts

This contract should be used when a student organization is partnering with an off-campus business or vendor to sponsor a program or event. Sponsorship agreements are not required for collaborations between registered student organizations or university departments.

It is strongly recommended that student organizations contact the Department of Student Activities & Student Organizations (SASO) for assistance with preparing and submitting sponsorship contracts.

To process a sponsorship contract:

  1. Complete the sponsorship agreement, including all relevant details about the program and any financial contributions being made by the vendor.
  2. Send the contract to the sponsoring business with instructions to complete and sign the appropriate sections. The vendor may return the signed contract via email or mail to the student organization representative or advisor.
  3. Obtain the signature of the organization’s advisor on the sponsorship agreement.
  4. Submit the completed and signed agreement to the Department of Student Activities & Student Organizations (Shalala Student Center, Suite 206).
  5. SASO will review and forward the agreement to appropriate university offices for approval and signature.
  6. Once approved, the student organization will receive an email with the fully executed agreement from SASO.
  7. Send a copy of the signed contract to the sponsoring vendor for their records.
  8. If the sponsorship involves a monetary contribution, the organization advisor must ensure the funds are deposited into the group’s Non-SAFAC account. For more information, refer to the Student Organization Donation Policy.

Sponsorship Agreement Template

Vendor and Performer Insurance Requirements

All performers are required to carry insurance policies that meet the University of Miami’s requirements. These requirements include specific levels of general liability insurance as well as endorsement language. The full policy can be reviewed at business-services.miami.edu.

In certain cases, the University’s Department of Risk Management may waive the insurance requirement or require additional coverage, depending on the nature of the event or vendor. For questions about insurance requirements, contact the Department of Risk Management at 305-284-3163.

If an event is taking place at any of the Shalala Student Center Complex (SCC) locations, a Certificate of Insurance (COI) must be submitted by the vendor(s) no later than two business days before the scheduled event. COI paperwork can be obtained from the SCC Reservations Office.

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