Contracts and External Vendors/Agents

Contracts

All contracts must be signed by a professional staff member in the Office of Student Engagement. No student or organization advisor should ever sign a contract. Student Organizations are not permitted to enter into a contract on behalf of Kenyon College.

If you plan to have either students or outside professionals for services or performances, a contract must be reviewed by the Office of Student Engagement at least four (4) weeks in advance. A contract is needed for paid services as well as free services. Kenyon College has its own contract that must accompany the performer’s contract or serve as the contract if the performer does not have their own contract.

You are welcome to set up an appointment to review a contract with a member of the Office of Student Engagement by emailing student.engagement@kenyon.edu for general student organizations or by contacting the Director of Club Sports for club sports. Be prepared to bring any and all contracts you receive into the Office of Student Engagement for review. 

Please remember that verbal agreements are almost always considered legally binding and written (including email correspondence) agreements are always considered legally binding. When reaching out to an artist or vendor for a contract please include the Office of Student Engagement email address (student.engagement@kenyon.edu) on your correspondence, and complete the contract request form via KCon.

Things to Consider When Contacting an Agent/Performer

  • You should begin conversations no later than four weeks before the event to allow ample time for contracting, since contracts are due to the Office of Student Engagement no later than 4 weeks before the event date.

  • When contacting an agent/performer, make sure you are clear about the fact that you are inquiring about cost and availability and are not authorized to make contractual agreements for the College. 

  • Check to see if they require any additional needs that would increase your total cost or for which you will have to make arrangements ahead of time (such as securing a hotel room, ordering food, sound or light equipment). The Office of Student Engagement encourages you to consider all inclusive pricing, which is a flat rate with no additional needs.

  • OSE staff will only sign a performance contract if the entirety of event funding (including travel, lodging, etc.) is already secured through the BFC, adhering to the 4-3-2-1 rule.

Food Truck Policy

Only third-party, licensed food trucks approved by the College will be permitted onto campus for the dates and times of the approved event. The complete policy can be found here. 

Food truck approvals require a minimum of 15 business days. Departments and student organizations should ideally plan at least one month to work through the approval process. 

Prior to arrival, food trucks must have a signed contract with a College department or office, while officially recognized student organizations will work with the Office of Student Engagement. 

Students, faculty and staff cannot invite food trucks to Kenyon’s campus for individual purposes.