1. Approved Individuals for Signing BTAA Contracts/Agreements:

1. Only designated individuals are approved to sign BTAA contracts/agreements. If you sign an agreement on behalf of BTAA, you could be held financially liable. The following individuals have signature authority for BTAA agreements:
   
1. Keith Marshall
2. Julie Sweet
3. Maurice York (select library-specific agreements)
   

2. Key Contract Terms

1. Event Cancellation: Canceling an event, often with penalties
1. Example: 50% venue fee due if canceled within 30 days
2. Hotel Attrition: Paying for unused hotel rooms
1. Example: Booked 100, used 70, pay for 80 due to 80% clause
3. Indemnification: One party covers losses for the other
1. Example: Organizer pays for vendor’s damage to hotel property
4. Insurance: Protection against financial loss
1. Example: Liability insurance covers guest injury
5. Liability: Legal responsibility for harm or damages
1. Example: AV company liable for fire caused by faulty wiring
6. Insurance: Protection against financial loss
1. Example: Liability insurance covers guest injury

3. Agreement-specific reminders:

1. Restaurant/Catering Agreements:
1. The submitter is responsible to review the Exemption Request Policy: required when the cost per person exceeds $85 for a meal not including tax, tip and service charge. 
2. If greater than $85, the submitter is responsible for providing justification required  and sent to help@btaa.org (‘Help’) along with the contract for Julie Sweet to review before submitting to Provosts’ office. Justification should include the following:
1. Name of group attending/event name
2. Event Date(s) 
3. Number of attendees
4. Food and beverage cost per person
3. If agreement refers to the following, they must be included in the request to help (either as attachments or website links):
1. Terms and Conditions
2. Privacy Policy
3. End User License Agreements (EULA)
2. Event Agreements: Is Your Contract Ready to Submit?
1. Review agreement and confirm the following are accurate:
1. Organization Name 
1. Organization Address
2. Contact Information *Must need Signors emails
2. Scope & Deliverables
1. Group Name
2. Event Name
3. Event Date(s)
4. Attendees
5. Reasonable Cost/Minimum
3. Operational Financial & Logistical Terms
1. Terms & Conditions
2. Financial Clause- Cancellation, Termination, Attrition, Room Rate, Payment Policy/Schedule
   

5. Click through/Clickwrap Agreements:

1. Definition – a type of online agreement between a user and a service provider that requires the user to agree to the terms and conditions of a website or vendor.
   
1. If discussing an agreement of this type with a vendor, you must ensure that Julie Sweet is assigned as BTAA’s signatory before the agreement is routed through ‘Help’.
2. If agreement refers to the following, they must be included in the request to help (either as attachments or website links):
   
1. Terms and Conditions
2. Privacy Policy
3. End User License Agreements (EULA)

6. Contract for Procurement of Services

1. Form location: Contract for Procurement of Services
2. Form use case: Professional services/consultants that don’t require their own agreements.
3. Examples: 
1. Graphic design services
2. IT services
3. Program consultants