Contracts

Student Organizations & Contracts

In general, student organizations should not sign contracts. The exception to the rule is student organizations that are registered as nonprofits with the IRS. Those groups registered as nonprofits are free to sign their own contracts.

Contracts between student organizations and outside vendors or contractors must instead be reviewed and signed by Yale’s Procurement Office. Please note that this process takes at least one week and may take up to several months, depending on the contract. 

If you are thinking of hiring a vendor, bringing in a guest speaker and/or artist, or contracting with a venue, please be sure to submit your contract for review and signing as soon as possible. Contracts should be sent to purchasing.contracts@yale.edu.


Template Contracts & Agreements

The following template contracts and agreements are available for use by student organizations for their events and programs.

Documentation Required for Venue Rental

If your student organization is not incorporated with the IRS and is seeking to use an off-campus space, the following must be provided prior to event. 

  1.  Yale Standard Event Agreement. Should include venue details, event details, and pricing. Must be signed by authorized representative from venue before it is sent to Procurement. See template contracts above for initial draft. Send to purchasing.contracts@yale.edu for Yale’s signature. Must be completed at least one month before event.

  2. Insurance Certificate. Check with Marjorie Lemmon, Risk Manager, at 203-432-0140 or marjorie.lemmon@yale.edu  to see if current certificate is on file. If no certificate is on file or filed certificate is expired, request from venue and provide to Risk Management. For more on insurance required by vendor, see below.

  3. Certificate of Occupancy. Number of event attendees cannot exceed number on certificate of occupancy. Check with Marjorie Lemmon, Risk Manager, at 203-432-0140 or marjorie.lemmon@yale.edu  to see if current certificate is on file. If no certificate is on file or filed certificate is expired, request from venue and provide to Risk Management.

  4. Copy of Liquor License. Check with Marjorie Lemmon, Risk Manager, at 203-432-0140 or marjorie.lemmon@yale.edu  to see if on file. If not on file or expired, request from venue and provide to Risk Management.

  5.  Fire Inspection Certificate. Check with Marjorie Lemmon, Risk Manager, at 203-432-0140 or marjorie.lemmon@yale.edu  to see if on file. If not on file or expired, request from venue and provide to Risk Management.

Insurance Required of Vendors

All vendors hired by registered organizations (such as performers, caterers, and equipment rental companies) must provide proof of $2 million in liability insurance prior to performing any work or providing any service. Yale University must be named as an additional insured.

The Office of Enterprise Risk Management can recommend a method of obtaining the proper insurance if an outside vendor does not carry it. Please reach out to your Student Organizations Consultant or marjorie.lemmon@yale.edu for more information.