1
College of Arts and Sciences
Speaker & Other than Speaker (OTS) Request Process
The following information is intended to make the engagement of a SPEAKER or OTHER THAN SPEAKER (OTS)
consistent and efficient. Completing the steps described in the following guidelines will facilitate a successful
outcome and timely processing of payment. PLEASE NOTE: All speaker and other than speaker requests must
be submitted a minimum of 4 weeks prior to the planned event.
In this document, “Other than Speaker” (OTS) refers to an event, agency, entity, consultant, independent
contractor (e.g. model), or anyone that will be retained for a service other than a one-time speaking event.
The first task to be completed when coordinating a speaker or OTS for any college related event is to obtain
approval from the Department Chair or Program Director.
The following considerations determine which forms and tasks are to be completed next:
Is a venue needed for the event?
Are there logistical needs for the event?
Will the speaker/OTS be paid?
Does the speaker/OTS have their own contract?
Is the event a one-time occurrence, or will there be repeated appearances/services?
Two accompanying flowcharts the Speaker Engagement Request and Other than Speaker (OTS)
Engagement Request, are attached for an easy, visual map of the engagement process. Forms can be
retrieved from the Department’s Administrative Assistant.
Also attached are samples of the various forms referenced in this document:
Appendix A Speaker Engagement Request Flowchart
Appendix B Other Than Speaker Engagement Request Flowchart
Appendix C Speaker Engagement Form
Appendix D W-9
Appendix E Speaker/Honorarium/Stipend Form
Appendix F Campus Services Contract Requirements
Appendix G Indemnity Clause
Appendix H Liability Waiver & Release
Appendix I Request for Payment
Appendix J Requisition Form (for Purchase Order)
College of Arts & Sciences
Speaker/OTS Request Guidelines
AUG 2018
2
BOOK YOUR EVENT
Speaker Engagement Request Flowchart (see Appendix A)
Do You Require a Room/Space?
Campus Services is the centralized office for coordinating event logistics at CLU. If you need a
classroom/location, set-up, A/V equipment, etc., you will need to initiate the process by clicking the
tab at https://www.callutheran.edu/offices/campus-services/. The tab will
direct you to a Request an Event form to be completed and submitted online.
One Time Non-Compensated Speaker
For a one-time, non-compensated speaker, coordinate with your speaker to complete and return the following to your
department’s administrative assistant:
Liability Waiver and Release Form
Compensated (Paid) Speaker
For a paid speaker, coordinate with your speaker to complete and return the following to your department’s
administrative assistant:
Speaker Engagement Form
W-9
Speaker/Honorarium/Stipend Form
Campus Services Contract Requirements Form (faculty or organizer will complete)
If over $1500 must also submit Requisition Form
Submission:
PLEASE NOTE: All speaker and other than speaker requests must submitted a minimum of 4 weeks prior to the
planned event.
Administrative Assistant reviews application packet and submits to College Services Manager (CSM) CSM
reviews and submits the request to Campus Services.
CSM reviews and submits the request to Campus Services.
Upon approval by Campus Services, signed packets of forms are returned to the CSM, faculty/organizer, and
administrative assistant. Retain this approved packed to submit with Request for Payment.
If a request is not approved by Campus Services, Campus Services will contact the CSM and faculty/organizer
with the reason(s) and the actions required to remedy the issue(s).
The signed/approved packet should be saved and attached to any Request for Payment.
Request for Payments are submitted AFTER the event has taken place. !#Jws
Complete Requests for Payments (RFP) packets should be sent to the CSM/Dean for signatory approval.
o On the RFP form: “Requested by” signatory must be Department Chair/Program Director; “Approved
By” signatory is CSM or Dean.
College of Arts & Sciences
Speaker/OTS Request Guidelines
AUG 2018
3
BOOK YOUR EVENT
Other than Speaker (OTS) Engagement Request Flowchart (see Appendix B)
Do You Require a Room/Space?
Campus Services is the centralized office for coordinating event logistics at CLU. If you need a
classroom/location, set-up, A/V equipment, etc., you will need to initiate the process by clicking the
tab at https://www.callutheran.edu/offices/campus-services/. The tab will
direct you to a Request an Event form to be completed and submitted online.
Other Than Speaker (OTS) without a Contract
Coordinate with your OTS to complete and return the following to your department’s administrative assistant:
Speaker Engagement Form
Speaker/Honorarium/Stipend Form
W-9 for each person/entity to be paid
Campus Services Contract Requirements Form (faculty or organizer will complete)
OTS provides verification of Personal Liability Insurance with a minimum of $1MM Liability per occurrence and
$2MM General Aggregate; CLU must be listed as additional insured
If OTS does not have or provide proof of the required Personal Liability Insurance limits, a Liability Waiver &
Release form must be signed.
If over $1500 must also submit Requisition Form
Other Than Speaker with Contract
Coordinate with your OTS to complete and return the following to your department’s administrative assistant:
Copy of their contract (will need to be reviewed and pre-approved by CLU Campus Services Department)
W-9 for each person/entity to be paid
Campus Services Contract Requirements Form (faculty or organizer will complete)
CLU Indemnity Clause
OTS provides verification of Personal Liability Insurance with a minimum of $1MM Liability per occurrence and
$2MM General Aggregate; CLU must be listed as additional insured
If OTS does not have or provide proof of the required Personal Liability Insurance limits, a Liability Waiver &
Release form must be signed
If over $1500 must also submit Requisition Form
Submission:
PLEASE NOTE: All speaker and other than speaker requests must be submitted a minimum of 4 weeks prior to
the planned event.
Administrative Assistant reviews application packet and submits to College Services Manager (CSM) CSM
reviews and submits the request to Campus Services.
Upon approval by Campus Services, signed packets of forms are returned to the CSM, faculty/organizer, and
administrative assistant. Retain this approved packed to submit with Request for Payment.
If a request is not approved by Campus Services, Campus Services will contact the CSM and faculty/organizer
with the reason(s) and the actions required to remedy the issue(s).
Request for Payments are submitted AFTER the event has taken place.
Complete Requests for Payments (RFP) packets should be sent to the CSM/Dean for signatory approval.
o RFP Form: “Requested by” signatory must be Department Chair/Program Director; “Approved By”
signatory is CSM or Dean.
Other Than Speaker Request Flowchart
Other Than Speaker
(Vendor/Contractor/Consultant)
Engagement Request
Go to
Book Your Event
@ https://www.callutheran.edu/
offices/campus-services/
Require Room
Assignment?
Yes
Vendor has his/her
own contract?
No
Sign & submit (1)W9,
(2)CLU CSCR &
(3)Indemnity Clause & (4)Include copy of
vendor contract to Admin Asst.
*Over $1500 include Requisition Form
Yes
Complete (1)SEF, (2)W9, (3)CLU
CSCR & (4)Stipend Form to
Admin. Assistant
*Over $1500 include Requisition
Form
No
Event Staff
Approval?
No
CSM Notified of Reason/
Corrections Needed
Event Office Sends Approved
Contract/Agreement to All
Parties
Yes
(5) Provide Copy of Personal
Liability Insurance
Naming CLU as covered party
(1MM liability & 2MM aggregate)
Submit all completed docs/forms
to Admin Asst.
Personal Liability
Insurance?
(5) Sign CLU Extended Liability
Waiver
Submit all (5) forms to Admin
Assistant
*Over $1500 include Requisition
Form
Yes
No
COLLEGE OF ARTS AND SCIENCES
Request Approval
from Department
Chair Prior to
initiating any
request
ADD TO
CoAS
Calendar
ADMIN ASST SUBMIT
COMPLETED
PACKAGE to CSM for
Processing
ADMIN ASST SUBMIT
COMPLETED PACKAGE
to CSM for Processing
PAYMENT
Faculty Completes RFP Form
Submit Pay Support Docs
Chair Enters Budget Account #
Chair Signs Request
Chair/Admin Submits RFP to
CSM /Dean
CSM Submits to Business Office
for Processing
KEY
CSM: College Services Manager CoAS
SEF: Speaker Engagement Form
W9
CSCR: Campus Services Contract Requirements
Form
Stipend: Speaker/Honorarium/Stipend Form
CoAS: College of Arts and Sciences
RFP: Request for Payment Form
ADMIN ASST SUBMIT
COMPLETED
PACKAGE to CSM for
Processing
DHSv7
APPENDIX B
SPEAKER ENGAGEMENT FORM
Section I. General Information
Name & Address
__________________________________________________________
__________
________________________________________________
Phone N
umber _________________
Date(
s) and time(s)
_____________________________________________________________________________
__________
___________________________________________________________________
Cali
fornia Lutheran Point of Contact;
_______
____________________________________________
Section II. Waiver & Release
On behalf of myself and my executors, administrators, heirs, next of kin, successors and assigns;
X _______
________________________________________________
Please print name
I, hereby (A) waive, release, and discharge from any and all liability for the disability, personal
injury, property damage, property theft or actions of any kind which may hereafter accrue to me or
my organization/business* named above (
if applicable), California Lutheran University and its
officers, agents, and employees (B) indemnify and hold harmless California Lutheran University
and its officers, agents, and employees from any and all liabilities and claims made by other
individuals or entities as a result of any of my actions or the actions of any participant, or any
agent, employee, or member of my organization/business* named above (
if applicable).
I, the undersigned, on behalf of myself
.
X ______ (
a) acknowledge that I have read and understand the waiver and release
described herein
(
Please initial)
X ______ (b) affirm that this release and waiver shall be construed broadly to provide a
release and
(
Please initial)
X_____(C) waiver to the maximum extent permissible under applicable law.
X________
_____________________________ X________________________________
Signature Date
A
ppendix C
SAMPLE
Appendix D
SAMPLE
Event Title:
*Attach a copy of this form to the Request for Payment Form.
-72310
Fee per Hour:
Total Payment Requested:
Affiliation/Organization:
Total Hours Worked:
If payment to organization, Federal Tax ID:
Address of individual or Organization to which payment should be sent:
Date/Days Worked:
Name of Speaker:
Check to be made out to:
If payment to individual, SSN:
Speaker/Honorarium/Stipend Form*
Name of instructor making this request:
Department making this request:
Presentation Topic:
Account Number to be charged:
Appendix E
SAMPLE
11
72310
Appendix F
SAMPLE
Addendum Revised Indemnity Clause
Addendum/A
ttachment to Contract # _________
Event Date: ____________
[8.2] Revised Indemnity Clause
Subject to the limitations set forth in this revised paragraph, each party each agrees to indemnify and save
harmless each other party from and against any and all losses, liabilities, expenses (including, without limitation,
reasonable fees and disbursements of counsel), claims, liens, damages or other obligations whatsoever (collectively,
"Claims") that may actually and reasonably be payable by virtue of or which may actually and reasonably result
from the inaccuracy of any of their respective representations or the breach of any of their respective warranties,
covenants or agreements made in this Agreement or in any certificate, schedule or other instrument delivered
pursuant to this Agreement; provided, however, that no claim for indemnity may be made hereunder if the facts
giving rise to such Claim were in writing and known to the party seeking indemnification hereunder, such facts
constituted a breach of the conditions to closing of the party seeking indemnification and the party seeking
indemnification elected in any event to consummate the transactions contemplated by this Agreement. In addition, to
the extent that applicable insurance coverage is available and paid to the party seeking indemnification hereunder
with respect to the Claim for which indemnification is being sought, such amounts of insurance actually paid shall
be deducted from the amount of the Claim for which indemnification may be sought hereunder and the indemnified
party may recover only the amount of the loss actually suffered by the party to be indemnified. To the extent that
such insurance payment is received subsequent to payment by the indemnifying party hereunder, the indemnified
party shall reimburse the indemnifying party, up to the amount previously paid by the indemnifying party, for the
amount of such insurance payment.
Provider:
Company Name:
By: _________________________________ Dated: _______________
By: ________
________________________ Dated: _______________
Associate Vice President of Facility Operations & Planning
Appendix G
SAMPLE
Appendix H
SAMPLE
California Lutheran University REQUEST FOR PAYMENT
Instructions: Use to initiate all vendor payments, honorariums, stipends, awards, refunds and advances.
Pay To: Social Security #:
Address: (when applicable)
Special Instructions:
Purpose:
Account Number: - Requested by:
-
- Approved by:
-
- Print Name:
-
- Date:
-
Total Amount -$ VP Approval:
Business Office Use Only
P.O. # INV. # INV. DATE AMOUNT -$
1099
VENDOR # DESC. AP TYPE
Invoice Number Amount
-$
AP REVIEW ACCOUNTING APPROVAL
Invoice Date
G/L Account Number
Revised 1/23/2018
Appendix I
SAMPLE
California Lutheran University
Purchase Requisition
To Business Office
From Department:
Account Charged:
Please order the following:
Date: Deliver To:
Vendor:
Address of Vendor:
Per Quotation: Terms: Terms: F.O.B.
Description Unit Total
Quantity (Give Complete Specifications) Price Price
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Subtotal $0.00
Sales Tax $0.00
GRAND TOTAL $0.00
Purpose or Use:
Note: If equipment is being ordered, please indicate permanent location (BLDG and Room No.)
Requested by: Date:
Authorization: I have reviewed the above request and budget is available for this expenditure
Dept. Head/Dean or Vice President
Authorization and Transfer: The above expenditure will be within budget after the transfer
Dept. Head/Dean or Vice President
Increase Budget Account No. by $ by -$
(Decrease) Budget Account No. by ($ by -$
(Please round to nearest $10) Dept. Head/Dean or Vice President
Purchase Order No. Approved By Approved by:
Director of Purchasing
DO NOT COPY
A Purchase Order copy will be
sent to you
APPENDIX J