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Contracts

When booking a performer, presentation, outside vendor, etc., a contract must always be present prior to the intended event date. Contracts MUST be signed by a staff member of the S.A.I.L. office, as well as by a designated Trinity College administrator (ex: Business Director). Contracts are only available through the S.A.I.L. office - You MUST meet with a S.A.I.L. staff member to review the details of your event in order to begin the contracting process. The S.A.I.L. office will request contracts on the College's behalf.  

​Patience is necessary because this entire process from initial research to the performance date usually takes a minimum of three weeks. If you do not follow this timeline, your performer/vendor risks delayed payment, you risk not having your ideal date/location available, and you risk having to postpone or cancel your event.

To minimize individual liability and ensure that the contract falls within Trinity College's guidelines, please keep the following points in mind when planning your event.
 

Steps to Booking an Artist/Vendor:

  1. Research artists, vendors and their prices.
    • If you need help finding vendors, management agencies, etc. please visit the Student Activities, Involvement & Leadership (S.A.I.L.) office or email either Laura Whittemore or Romulus Ferrer Perez for assistance.​
    • You should have a few dates/locations in mind so that you have options to offer them if your first option is not available. 
  2. Submit an Event Request Form through INsite to start the process of reserving your location and ordering your event services.
  3. Request a quote and contact information for artist/vendor with the date and location of the event after receiving confirmation of your Event Request Form from the S.A.I.L. office. Important: You are NOT officially requesting a contract.
    • ​​​You should only ask for estimated costs* and available dates.  
    • Be sure to ask if the prices are ALL INCLUSIVE or if travel, hotel, production, etc. are EXTRA.*
    • DO NOT VERBALLY COMMIT or request a contract.  That would create a "verbal agreement" that could hold you financially responsible for the amount discussed.
  4. ​​Set up a meeting with either Romulus Ferrer Perez or Laura Whittemore. In this meeting, you will discuss the plan for the event and, at this time, you should have funding in place. 
    • Note: A contract will NOT be requested until ALL funding is confirmed and in place for your event.
  5. Either Romulus or Laura will contact the artist's manager or the vendor to make an official offer and send an official contract on behalf of the College. 
    • Trinity College has a general contract that we will send out to all vendors/artists. Sometimes, the vendor will require their own internal contract to be signed as well so, in that case, BOTH contracts must be signed by all parties.
  6. The S.A.I.L. office will review the contract, request any changes, and a designated Trinity College administrator will sign off on the contract and return it to the artist/vendor for their final approval.
    • Note: There are only a handful of designated contract signers approved to sign contracts on behalf of Trinity College so this process takes a few business days to complete.  Any contract not signed by a College designee will NOT be approved for payment. 
  7. Once the final contract is returned, a check request must be completed in order to start production of payment. 
    • Note: The College does NOT pay in advance of a performance/event date, except in very rare circumstances. Payment will always be made in the form of a College-issued check immediately following the performance/event.

*Additional Costs Relating to Artist/Vendor Contracts:

Tech/Production Rider:  Artists/Vendors will state what they physically need for the performance/event, including: speakers, microphones, monitors, light, instruments, performance space, stage, etc.

  • ​​Production:
    • Event Support:  For small events, Event Support may be able to fulfill a technical rider for no additional expense. Please email Romulus Ferrer Perez with your technical needs to see if Event Support can assist you.
    • Third Party Vendor:  Oftentimes, Trinity College will need to subcontract with a third party vendor for the event.  This cost varies due to the equipment needs, duration, and size of event. Typically this cost ranges from $1,000.00+, depending on the type/size/location of the event.
  • ​​Backline:  Some riders request that instruments be provided.  The College does not have instruments to be borrowed.   Therefore you will need to rent instruments.  That cost is dependent on what and how many instruments need to be rented.
Hospitality Rider:  Artists will state what they want in their dressing room, what kind and how many hotel rooms they want, meals, etc.
  • Hotels:  Hotels should be booked through Julie Graves in the SAIL office. Trinity College receives a corporate rate of $89 per room per night at the Holiday Inn Express on Airport Road.
  • ​​Alcohol:  The College does NOT provide alcohol for any rider.
  • ​​Food/Beverages: Student organizations are expected to fulfill all approved food and drink related requests on the hospitality rider.
  • ​​Transportation:  Contracts may necessitate that the College pay for flights, buses, trains, or taxis to and from show. This can be a very expensive cost so booking local acts is a good way to keep costs down.

Taxes

  • Connecticut has a 6.7% Entertainment Tax on all artists who charge more than $1001.00.
  • Unless the contract specifies that the contract amount includes this tax, your organization will need to cover this extra expense.

Additional Questions? If you have any additional questions, please request an appointment with Romulus Ferrer Perez or Laura Whittemore