Event Contracts
The most typical request from students to the Office of Procurement is for assistance with event cotnracts. Timely planning is the key to success and stress reduction!
Please see this general checklist for ALL events.
When planning an event off campus or involving a performing artist on campus, contracts with the vendor(s) willl usually be required. It is highly recommended that you first get PROPOSALS from the vendor(s) and review them with The Office of Procurement before making any commitment to the vendor(s). Please submit proposals to our office no later than 6 weeks before the event.
It is extremely important that the Office of Procurement is given adequate time to review and execute these contracts, and initiate any necessary check requests for required deposits. Please submit the contracts to our office for review no later than 4 weeks before the event.
The proposals and contracts should NOT be made out to the student coordinator. Vendors should address them to:
Westmont College Office of Procurement
Attn: Bill Groeneveld
955 La Paz Road
Santa Barbara CA 93108
Tel 805-565-6849
Fax 805-565-6214
e-mail: procurement@westmont.edu
….which is also where all invoices should be sent by the vendor.
The student coordinator’s contact information SHOULD be included on the contract as a coordination liason only.
It is important to think about the various services that may be required, such as:
* Event location rental
* Tents, chairs, tables, dance floors, podiums, etc.
* Sound & Light
* Catering (food, beverage, ice sculptures, etc.)
* Transportation
* Security
* Entertainment
* Other special goods or services
…and get ALL of those contracts in for review no later than 4 weeks before your event. If you require assistance negotiating any contracts, we are happy to lend input.
To initiate your event project with The Office of Procurement, please submit an “e-quest.”
Have fun!
