Contracts & Agreements

Only the The Trustees of Columbia University in the City of New York or a person delegated by the Trustees have the authority to sign contracts on behalf of the University. If you have a contract or agreement that requires any form of signature, it must be addressed to “The Trustees of Columbia University in the City of New York” on behalf of your department and submitted for signature to [email protected].

  • Submit contracts at least 30 days before the event or first deposit date
  • Brendan Mallee has signatory authority for contracts with Columbia Trustees
  • The Purchasing Office has signatory authority for writer, speaker, or performance agreements
  • Always review payment terms and payment methods
  • Signature turnaround is typically 5 business days

Contracts with Columbia Trustees

Vendors providing services for meetings and events that require a contract, submit their contract for vetting in advance of the event. Once vetted, an amendment may be created and sent to the vendor for signature. If the vendor does not require a contract, but Columbia requires one for events of 30 or more attendees, please contact us and we will draft a contract. All contracts need to be submitted by the department for signature to [email protected] with the subject: Event Contract – Vendor's Name – Date

The fully executed contract will be sent to the submitter/department which in return must include it when submitting the invoice/payment request.

We strongly encourage you to choose from one of these vendors that have already been vetted and approved by Columbia University: Approved Master Agreement Vendors

Agreements

Vendors providing education and training services such as seminar facilitators, leaders, presenters, and speakers would need either a Purchase Order (PO) or a Speaker Agreement depending on the service that will be provided.

Who is a speaker?

A speaker is someone that provides a one time message, i.e. graduation, a scholar that gives a speech, this is a one-time engagement. 

When the services include planning, conducting or facilitating workshops, creating materials, etc. that is considered a consultant which requires a Purchase Order. Follow these guidelines: Request a Purchase Order

Once it has been determined a PO does not apply and the vendor needs to complete and sign a Speaker Agreement, it needs to be submitted by the department for signature to [email protected] with the subject: Speaker Agreement – Vendor's Name – Date

The fully executed agreement will be sent to the submitter/department which in return must include it when submitting the invoice/payment request.

Speaker Agreement

 

Vendors that are performers or professional artists, actors, musicians, orchestras, ensembles, DJs, dancers, and magicians, need to complete and sign a Performance Agreement (Artist Agreement) which needs to be submitted by the department for signature to [email protected] with the subject: Performance Agreement – Vendor's Name – Date

The fully executed agreement will be sent to the submitter/department which in return must include it when submitting the invoice/payment request.

Performing Artists – Individual Only
Performing Artists – Individual with Props
Performing Artists – Company/Troupes

Vendors providing author/publication services need to complete and sign a Writer Agreement which needs to be submitted by the department for signature to [email protected] with the subject: Writer Agreement – Vendor's Name – Date

The fully executed agreement will be sent to the submitter/department which in return must include it when submitting the invoice/payment request.

Writer Agreement

Vendors providing photography and videography services need to complete and sign a Photographer / Videographer Agreement which needs to be submitted by the department for signature to [email protected] with the subject: Photographer/Videographer Agreement – Vendor's Name – Date

The fully executed agreement will be sent to the submitter/department which in return must include it when submitting the invoice/payment request.

Photographer/Videographer Agreement

If the services will be performed on campus and the supplier brings equipment on site that needs to be set-up, e.g. lights, sets, tripods, electrical wiring, etc... a Certificate of Insurance is required. No insurance is required if the supplier is only using hand-held equipment: Certificate of Insurance