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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

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

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?

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

Event Staff

Approval?

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

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 Request Flowchart

Speaker Engagement

Request

Go to

Book Your Event

@ https://www.callutheran.edu/

offices/campus-services/

Require Room

Assignment?

Yes

Paid Speaker?

Submit Completed (1)SEF, (2)W9,

(3)CLU CSCR & (4)Stipend

** If over $1500 complete

Requisition Form

Submit to Admin. Asst.

Yes

Complete & Submit

Liability Waiver &

Release Form to

Department Admin.

Asst.

Event Staff Approval

CSM Notified of Reason/

Corrections Needed

Event Office Sends Approved

Contract/Agreement to All

Parties

Yes

ADMIN ASST SUBMIT

COMPLETED PACKAGE

to CSM

For Processing

COLLEGE OF ARTS & SCIENCES

dhsV7

KEY

 CSM: College Services Manager CoAS

 SEF: Speaker Engagement Form

 W9: IRS Request for Tax ID #

 CSCR: Campus Services Contract Requirements

 Stipend: Speaker/Honorarium/Stipend Form

 CoAS: College of Arts and Sciences

 RFP: Request for Payment Form

Add

Event to

CoAS

Calendar

Request Approval

from Department

Chair Prior to

initiating any request

PAYMENT

 Faculty & Admin Complete RFP Form

 Attach all Pay Support Documents

 Chair Enters Budget Account #

 Chair Signs as REQUESTOR

 Chair/Admin Submits RFP to CSM/

Dean

 CSM Submits to Business Office for

Processing

Appendix A

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

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

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

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

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