External Negotiations & Arrangements

  • Contract Details: Every contract should include basic details such as who is entering into the agreement, what good or service will be provided, where and when such exchange will take place, and the cost. Depending on the nature and scope of the contract, the following areas might be considered:
    • Applicable College policies
    • Payment Terms
    • Timeliness for signing and returning the contract
    • Criteria for acceptable standards of performance
    • “Rider” provisions presented by a performer
    • Copyright permission for public performances
    • Any “standard contract elements” including: governing law, confidentiality, term/renewal, force majeure, indemnification, assignment, conduct of personnel, use of College facilities beyond that which is necessary to perform services under the contract, standard performance, use of trademark, or four corners. If any of these elements are included in the contract, please contact the Office of Procurement and Contracts for review.
  • Additional Costs: Budgeting for additional costs depends on the event but may include such things as air and ground transportation, lodging and meals for speakers or performers, and publicity, special equipment/security/electrical/ lighting needs, floral arrangements, skirted tables for panel discussions, mass mailing costs, film rental, royalties, photocopying, and telephone use for events.
  • Lodging & Travel Arrangements: Before making travel arrangements, please consult the College’s Travel Policies & Guidelines.
    • Off-Campus Lodging: Several local facilities offer College discounts. When making the reservation, specify the arrival and departure dates, guest name(s), room type and smoking preference, and the billing arrangements, including who is responsible for incidental expenses.
    • Day Room: Some performers might request the use of a day room to be used upon arrival with no overnight stay. Most facilities should be able to accommodate this request if given advance notice.
    • Airport Transportation: Please review the Fleet & Materials guidelines regarding airport shuttles.
  • Press Kits: A press kit is a collection of publicity information provided by the performer which may include background information, sample press releases, photographs, posters, and other information to assist in promoting the event.
  • Rehearsal/Sound Check: Generally, this information should be agreed upon in the contract. Any arrangements should be confirmed no later than 48 hours prior to the event.
  • Permission/Rights: The permission of the performer to photograph, film, or broadcast a performance or materials from a performance (via radio, television, or the web) is often required in the terms of the contract and always appropriate for the items mentioned. The representative of the performer can grant permission as well as outline the terms under which these may be used or the contract may specify the steps and timeline for obtaining permission. A Release Form for Public Presentation should be completed in advance of the presentation and forwarded to the Secretary of the College.
  • Insurance: Generally, the contracted individual or group is responsible for personal and equipment insurance. Often, the College has asked for evidence that the individual has appropriate insurance. Likewise, many contracts will require that the sponsor have general liability insurance for any loss or damage that can be attributed to the behavior or negligence of the sponsor or the audience resulting in injury or property damage to the performer(s) and their possessions. The Institutional Insurance Liaison can be reached at extension 2581 to address insurance questions or concerns.
  • Public Performance Rights: The College, through the Office of the President, has copyright agreements with the three major organizations that govern music (ASCAP, BMI, and SESAC) which cover musical performances. Public performance rights for films are routinely included in the rental fee to show the film publicly. Movie rentals from commercial vendors (e.g. Blockbuster, Hollywood Video) are limited to non-public showings. For more information, please contact the Secretary of the College.
  • City Permits: Events that involve parades on the Wooster city streets, fire, or loud outdoor noise will likely require a permit. Contact the Office of Safety at extension 2590 for specifics on obtaining city permits. Tents that are 200 square feet or larger must have a city permit as well; consult the City of Wooster for further details.
  • Liquor Permits: A one-time function where beer or liquor will be sold requires an F-2 Permit from the Ohio Department of Commerce Division of Liquor Control. The F-2 permit is for a function sponsored by a non-profit organization organized for a charitable, cultural, fraternal or education purpose, to sell beer or intoxicating liquor by the individual drink, at a place where the sale of beer or intoxicating liquor on that day is otherwise permitted by law.” Please allow 45-60 days to prepare the F-2 permit and receive a response from the state.
    • F-2 Application: The F-2 application requires a detailed drawing of the proposed event site and how the requirements of Ohio’s open container law will be met. The application must be signed by the Secretary of the College and the Chief Peace Officer. The signature of the Chief Peace Officer can be procured with the assistance of the Director of Campus Safety, who may be reached at extension 2342. For additional information, visit the Ohio Department of Commerce, Division of Liquor Control website or call 614 644-2453.