Event Contracts

If you cannot find an answer to a question below, please contact OSE.

Event Contracts

Often, venues or service providers will require a signed contract.

Students should never personally sign a contract for a School (club) sponsored event. All contracts need to be processed through Office of Student Engagement (~4-6 week process), as the signer of the contract carries the liability of the event or service.

Students are prohibited from hosting events at venues with rooftops.

  • Required Documentation

    To submit a contract request, the following documentation is required:

    1. A quote or proposal, including the itemized amount due
    2. Signed NYU Event Rider (see here for if the vendor is providing venue and drinks/food, see here for if the vendor is exclusively providing catering)
    3. NYU made the certificate holder to the COI - limits should match or be over the limits set by NYU for events with alcohol (see here) and be valid on the date of the event.
    4. Full name and email address of the vendor's signatory

    Reminder: Contracts must go through the formal NYU Contract Request process, reviewed by NYU Legal and NYU Procurement teams, and must be signed by the NYU Fiscal Officer. Students cannot sign contracts on behalf of NYU or their club.

  • Liability

    Provide your OSE advisor with details of the trip (i.e. location, dates, number of students) All participants must complete release forms prior to departure. For rental vans and buses, contracts must be approved by Office of Student Engagement

    Requirements for General Travel: Company Visits, Business Competitions

    • Rental Vans:
    • Maximum of 12 students in any given van
    • Must take out maximum insurance on the rental

    Requirements for Sports Events: Competitions and Practices

    • General release form and emergency contact form signed by all members at the beginning of the year for all practices
    • Meet with club advisor prior to beginning the year's practices to review practice locations, events and waivers
    • Roster of club members sent to advisor prior to travel
    • Separate online release form signed for tournaments

  • Insurance

    The NYU Insurance and Risk Management Office will need a certificate of insurance which reflects as indicated on the sample here. Please feel free to provide your vendor with the sample for reference.

    It is essential that the certificate include:

    • Commercial General Aggregate $2,000,000 per occurrence
    • $1,000,000 aggregate Automobile Liability (Please indicate if Auto Liability should be waived.)
    • Workers Compensation coverage
    • Automobile Liability
    • Liquor Legal Liability
    • NYU to be listed as additional insured for General Liability at the specified Insurance Department address: "New York University, its trustees, officers, employees, agents, students and volunteers as additional insured for General Liability"
    • NYU to be listed as the certificate holder: NYU Insurance Department, 105 East 17th St. 4FL, New York, NY 10003

Forms

See the below forms and description. Download and provide your supplier with the appropriate needed documentation.

Note: You must be logged into your NYU Stern Google account to access these files.

Sample Certificate of Insurance (COI)

Suppliers must provide a certificate of insurance matching or exceeding the amounts for every category indicated on this Sample COI

NYU Event Rider (Venue)

Use this form if the supplier is providing the venue and food/drinks, like a restaurant, bar, or ballroom.

Form should be filled out in digital document form, not printed, signed, and scanned.

NYU Event Rider (Catering Only)

Use this form if the supplier is exclusively providing catering.

Form should be filled out in digital document form, not printed, signed, and scanned.

NYU Tax Exemption Form

New York University is a tax-exempt organization.