Submit all contracts for an event at least 13 days in advance. Be sure to anticipate the size and scope of the event, as several months may be required for contracts to be negotiated and executed.
Students may approach vendors/performers/service providers, etc. to gather information and discuss costs. However, students are not permitted to sign any contract that legally binds the university. All contracts must be signed by a university official.
Each vendor/performer/service provider must submit a completed W9 in order for the university to remit payment. This should be submitted with the contract identifying payment.
Be advised that University Checks are cut on Wednesdays and Fridays. Check requests must be submitted at least two business days prior to the day on which it needs to be cut.
All performers/artists must carry general liability insurance in a coverage amount of $1,000,000. Service providers and trades contractors may require a higher coverage. The university risk manager should be consulted.
All certificates of insurance (COI) should be submitted prior to a university official signing any contracts.
For performers/artists that do not carry a personal general liability policy, a short term event insurance policy called TULIP may be arranged.
Groups should work with university officials to consult the university risk manager with any questions regarding insurance or liability.
Restroom facilities & port-a-potties
Restroom facilities should be considered at all event locations.
If an event expects a large attendance, it is recommended that organizers consider providing additional restroom facilities, such as Port-a-Potties.
Consult a university official to make arrangements.
University funds (as allocated by the Budget Allocation Committee, Broad Street Association, or any Colgate department) may not be donated directly to a charity. However, funds may be used to cover expenses of a fundraising event. Details may be found in the university donation policy.
Gate Card machines may be arranged for receiving donations. These should be arranged a couple weeks in advance with a university official.
If used, Gate Card sheets must be submitted within seven  days of completion of an event in order to be processed. After seven days, Gate Card sheets will neither be honored nor processed.