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A Bryn Mawr contract is created when the artist you are bringing to campus does not have their own contract. If the artist does have their own contract please see "using an agency contract" below.

Information students will need to gather prior to completing the :

• Name, address, telephone number, and e-mail of artist or agent
• Type of event (lecture, concert, dance, etc.)
• Sponsoring Organization
• Location
• Start time
• End time
• Agreed cost
• Deposit amount and due date if required
• Any items you will be providing for the guest (such as meals, housing accommodations)

Contract requests should be made at least four weeks in advance of the date of the event. Contract requests received less than four weeks prior to the event may result in a contract not being completed prior to the event taking place.

After the is submitted, a Bryn Mawr Contract will be created.

• If you provided an email address of the artist/agent, a PDF of the contract and W-9 form will be e-mailed. The requestor of the contract will be copied on this email.
• If you provided a fax number and not an e-mail address, the contract will be faxed.
• If you only provided a mailing address then the contract will be mailed. Please note the contract will only be mailed if you did not provide either a fax number or e-mail address.
• If there is a question or concern about your contract the requestor of the form will be contacted.

Often contracts are delayed by the artist or agent who neglects to return the contract in a timely manner. It is the responsibility of the artist or agent to return the contract to the College. Artists will not be paid until the required contract and accompanying paperwork is completed and returned.

An agency contract is a contract that is created by the artist or their agent. If an artist tells a student that they have their own contract the student should request the artist/agent email or mail their contract to Student Engagement a minimum of four weeks prior to the event date. Contact information is as follows:

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Student Engagement
101 North Merion Avenue
Bryn Mawr, PA 19010

Please be aware that all agency contracts must be accompanied with a Â鶹AV Addendum. The agent will be contacted by Student Engagement to have them review and sign the addendum and to obtain a W-9 form. The College Addendum and W-9 form must be obtained before the College will sign the contract.

Some agency contracts can be lengthy and may contain information that may not apply to a College venue. Do not let this intimidate you. Agency contracts will be edited to reflect our capabilities.

Student Engagement and other College Offices will work with the agency to review the contract. 

A document that is in addition to the contract. The Â鶹AV Addendum addresses liability issues.

A person who has the power to make commitments on behalf of an artist.

The cost that your organization and the artist/agent or artist representative have agreed your organization will pay to bring the artist to campus. This number should not include items such as transportation, dinner or hotel costs unless you are reimbursing the artist for these costs.

A person your organization wishes to bring to campus. The artist may be a number of things: speaker, DJ, musician, poet, etc. May be used interchangeably with performer.

The discounted amount your organization may pay for an artist if they have several performances in the area within the span of a few days.

The amount of money your organization can spend on this event. This amount should include every cost of your event including dinner, hotel, transportation, and the agreed cost of the artist.

A binding agreement between two parties to provide a service at a specific price. The contract may also include items such as dinner, hotel, and transportation, which are not part of the monetary amount you are paying the artist. Please remember that a contract is a legal document and is legally enforceable.

A document that is in addition to the contract. Usually contains requests of the artist for hospitality or equipment needs. Some contract riders may seem a little large and contain items that you are not sure you can provide. Don't let this intimidate you most contract riders are heavily edited prior to being sent for review and signatures.

A contract that has been signed by both the artist/agent or artist representative and the Â鶹AV Treasurer.

Place where your organization is holding the event. Please be sure to reserve the space with the Office of Conferences and Events prior to contracting an artist to perform at Bryn Mawr.

The organization that this holding the event. In most cases this organization is also paying for the artist.

A W-9 form is a Request for Taxpayer Identification Number and Certification. This form is required of all paid performers on campus regardless of the amount they are to be paid. This form will accompany any contract or addendum to any contract; i.e. it is an automatic part of the contract request. You do not need to send this form to the artist yourself or ask for their social security number. Sometimes paid performers are not citizens of the United States and do not have a social security number. If this occurs there is separate additional paperwork that will need to be completed by the performer. It's not necessarily a hindrance but it may delay the contract and subsequent payment.