Contracts

A contract is REQUIRED whenever your organization hires and pays performers, service providers, or hosts an event off-campus. A Student or Advisor should NEVER SIGN ANY KIND OF CONTRACT. Such arrangements are a legal obligation between the business or performer and Northeastern University. This may even be applicable if no money is being exchanged.

Why Do We Contract?

  • To protect your organization and Northeastern University by determining who is legally and rightfully responsible.
  • To ensure you are getting what is being paid for and that vendors are clear what you are providing.
  • To guarantee payment to the vendors.

Contact NUCSIContracts@northeastern.edu for questions related to the contract process.

Contracting Examples

Performer/ Speaker

Comedian, Speaker, Musician/Band, Speaker

Service Provider

Rental, Carnival Game, AV Rental, Workshop Facilitator, DJ, Transportation, Photographer, Videographer, Arranger, Sound Engineer

Off-Campus/Facility

Boat/Cruise Ship, Bar, Hotel, Conference Center, Retreat Site

Streaming Rights

Movies, TV shows, Documentaries

Contract Workflow

Before submitting a Pre-Contract Form, make sure to...

  1. Confirm your group’s funding and event date/location
  2. Submit an Event Request Form on Engage
  3. Now you can submit a Pre-Contract Form on Engage to initiate the contracting process!

When to submit a Pre-Contract Form on Engage

6 weeks before your event:

  • For any vendor with their own terms (e.g., a performer with an agency contract)

4 weeks before your event:

  • For a provider that will be using an NU agreement and has no additional terms/conditions

You will need:

  • An invoice from your vendor, as well as a name and email address for a supplier registration form to be sent to.

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Pre-Contract Calculator

When to Submit Pre-Contract by: —

General Timeline

h
STEP 1
  • Pre-Contract Form is Submitted

STEP 2
  • Reviewed by CSI and Submitted into Workflow

STEP 3
  • Sent to University Officials for Review

STEP 4
  • Sent to vendor for counter review
ď–­
STEP 5
  • Final Agreement is Signed by Both Parties

STEP 6
  • Event Happens
ď–­
STEP 7
  • Student Submit Vendor Payment Requests

Frequently Asked Questions

How can I check the status of an agreement?

You can check the status of an agreement in workflow by emailing your reference number to NUCSIContracts@northeastern.edu

Can you expedite our agreement? Why does the process take so long?

The contracts process includes multiple other offices on campus. Unfortunately, we are unable to speed up these parts of the procsses. 

How do contracted vendors get paid?

Once your event is over, you will need to submit a vendor payment request for all contracted vendors. You service provider will not be paid without this step

How can I pay a Northeastern community member (student, staff, or faculty)?

Organizations will need to work with the Student Employment Office and/or Human Resources to pay Northeastern students, faculty, or staff. These payments need to be made from the cash index. 

What if my speaker and/or performer is not being paid?

We have an honorary agreement for perfomrers and speakers that should be used for any individual performers that are not being paid and do not have their own terms. 

If vendor sends me terms, can I sign them myself?

Northeastern students, faculty, and staff do not have the authority to sign on behalf the university. Only folks that have granted signatory authority from the Board of Trustees have that power. More information can be found here

Additional questions or concerns?

You can reach out to NUCSIContracts@northeastern.edu