Contracts, Forms and Policies for Student Groups

In response to the developing COVID-19 situation, WashU has suspended all student group programs and events for this semester.

Campus Life is still available to assist student groups throughout the semester.

Please click here to schedule time over the phone or on Zoom to meet with a GPS Advisor regarding the cancellation of your program/event or click here and scroll to ‘Documents’ to learn the steps to cancel your program/event.

Contract Templates

To guide you to the most appropriate GPS Advisor, 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 groups that are directly advised with a Campus Life representative to work with your advisor directly to complete signatures on your contract.

Note: Students should never sign a contract; only a GPS adviser can sign a contract.

  • WashU Speaker/Artist Agreement (PDF) — This contract is used when a group 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 GPS 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 group is hosting a speaker/artist that provides their own contract. Bring the speaker/artist-provided contract, unsigned, to a GPS appointment. Your GPS adviser 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 GPS adviser will have to reject or accept those edits before they can sign it.
  • Service Provider Agreement (PDF) — This contract should be used when a group 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/Bon Appetite) 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 GPS appointment. If the service provider makes edits, those will need to be accepted or rejected before your GPS adviser can sign and return the contract.
  • Service Provider Addendum (PDF) — This addendum should be used when a group is paying a service provider that provides their own contract. Bring the service provider-provided contract, unsigned, to a GPS appointment. Your GPS adviser 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 GPS adviser 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 group is hosting an event off campus in addition to a venue-provided contract. Bring the venue-provided contract, unsigned, to a GPS appointment. Your GPS adviser 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 GPS adviser will have to reject or accept those edits before they can sign it.
  • Event Security Contract (PDF) — Any time you are booking an outside security company, whether for a dry event or an event with alcohol, this contract must be used.

Waivers

Forms

Resources

Policies

Campus Life

WashU Policies

Student Group Handbook