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Artist Contract Review

Please Read

Welcome to the new Artist Contract Review/Creation wizard:

This form is intended for club officers to use, to request creation of review or a contract between the University at Buffalo Student Association Inc. ("SA") and any performer that your club may wish to use.

Please fill out this form to submit a contract for review or request SA generate a new contract. Note that this process generally takes about 2-3 weeks depending on what the contract is for and other factors.

The club's Treasurer or President MUST request funds for the expenditure described in the requested contract, and the request for funds must be approved by the SA Treasurer in the SAFE system before the contract may be released. 

Contract Timeline:

  1. Request funds through SAFE (if there is a cost associated with this contract).
  2. Initial submission via this form
  3. Initial review by SA Staff
  4. Markups/Changes made (5-7 business days)
  5. Submitted to SA's lawyer for review if necessary (minimum of 1 week)
  6. Submitted to Campus Life for review if over $2,500 (may take up to 2 weeks)
  7. A contract may be executed on behalf of SA (including for any SA club) only if such contract is executed by the SA Treasurer and either the SA President or SA Vice President. No one else may sign any contract on behalf of SA or any SA club. SA E-Board approval is not guaranteed.

*All time frames stated are estimates. No turnaround time is guaranteed.

What do you need to know before you continue?

  1. Will the event include any of the following (if so, you’ll need additional insurance, contact Mark Sorel):

A Parade, March/Walk | Aircraft or hot air balloons | Alcohol | Animals | Any activity by third party telemarketing, direct mail or internet advertising firms | Carnivals with mechanical amusement rides | Contact sports | Events lasting more than 5 days | Events with more than 500 people in attendance at any one time | Fireworks | Motorcycle runs or Automobile rallies | Political Rallies | Requirement to name performer as an Additional Insured | Rock, Hip-Hop or Rap performances with attendance greater than 500 | Rodeos

  1. Contact info for yourself and your club’s onsite contact (if it’s not you)
  2. What is the estimated attendance?
  3. Event:  Name, Description & Location
  4. Venue address & contact info
  5. What time:
    1. You can access the venue?
    2. The event begins/ends?
    3. Is this artist on stage?
    4. Will you be out of the venue?
  6. The legal name and address of the person or entity being paid (must match the person or entity receiving payment as presented on their W9)?
  7. Artist contact info (email)
  8. Is there already a W9 on file? (Check with SA finance department)
  9. Attach any documentation that your artist/performer provided, like a contract.
  10. What is the performance fee?
  11. Performance description (e.g., rock concert, magic show, speaker, etc.)
  12. If there are specific individuals who must perform, who are they?
  13. Length of performances
  14. Will SA be providing any equipment? If so, what?
  15. Will the performer(s) be providing any equipment? If so, what?
  16. Will your club be providing hotel rooms, local ground transportation, air travel, security, meals, or any other services/resources to your artist?

Download a PDF copy of "What you need to know"

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Based on the answers above, this event will require additional insurance. An email will be sent to you with instructions on how to start the process of securing insurance for this event.
Based on the answers above, this event will require an approved Alcohol Request before we can process this contract. A copy of the Alcohol Request form can be picked up at the SA office. Please still submit this contract request even if the Alcohol Request form has not yet been submitted.

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Enter your Contact Info

Please choose your club from the list!
You must enter a valid UB email address that ends in "@buffalo.edu"
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Please enter a valid US phone number in the format of: (123) 456-7890
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You must enter a valid UB email address that ends in "@buffalo.edu"
Please enter a valid US phone number in the format of: (123) 456-7890
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Event Info

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Please note, we require 2 weeks to process contracts. The calendars will not allow you to select a date that is closer than 2 weeks from today.
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Artist/Talent Info

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Arrangement Info

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Be aware, we HIGHLY recommend that you arrange for the Artist/Performer to handle their own transportation and lodging arrangements. Typically this will be less expensive for your club and less for you to manage prior to and during the event.

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If you are providing local ground transportation, be aware that you MUST use an SA vehicle or one rented through SA for such transportation:
  • Runs may not exceed a 30 mile radius of the venue or hotel.
  • All of the runs must be for engagement related purposes only.
  • Only approved SA drivers may drive the vans.
  • At NO time shall the runners be asked to go any further inside the hotel than the lobby during hotel pick-up or drop-off. Artist and Artist staff must be in the lobby ready and willing to leave with runner at time of pick-up or drop-off.
  • At NO time will the runner vehicles be used for any non-engagement related activities such as post engagement recreational events.
If you haven't already, please request your van(s) as soon as possible through the SA Van Request Form .
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According to the answers above, your club will be providing Air Travel for your performer/artist. If you haven't already, you will need to fill out the Flight Request Form after you complete this contract form.
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