The Fraternity requires all contracts issued to the chapter to be reviewed by staff and volunteers who are able to ensure that the interests of the Fraternity and the chapter are protected.
When planning an event or coordinating with a vendor, we always want to be sure the chapter is supported in determining what is both smart and safe when it comes to conducting business in the name of the chapter. As a team, the Fraternity’s prevention, legal and insurance professionals coordinate a formal review of each and every contract before providing permission to the archon and vice archon to execute the contract.
CONTRACT REVIEW PROCESS
The new web-based platform will allow you to see the progress and status of your contract review as it moves through the process. You will receive automated emails with additional direction if your contract needs revision. Any chairman coordinating events or purchases needs to report to the archon and vice archon on a regular basis to ensure they are kept in the loop – only the archon and vice archon can put a contract forward for consideration. Contract review can take up to 14 days; make sure to allow enough time between submitting the contract for review and having the contract due back to the vendor.
The vendors we work with are required to provide a certificate of insurance (COI) providing proof of a minimum of one million dollars general liability coverage. Bus/transportation companies must have automobile liability and venues/vendors serving alcohol must have liquor liability coverage (LLI). This is a requirement of the Fraternity regardless of any lesser state or local standards.
Vendors failing to produce a valid COI or LLI as requested do not meet the Fraternity’s minimum requirements. Contracts will not be approved.
Should a venue request to see the chapter’s proof of insurance or be listed as additional insured on the chapter’s insurance, contact your chapter services manager for assistance.
Phi Sigma Sigma requires chapters to utilize vendors that are adequately insured and agree to adhere to the service terms outlined in the Fraternity’s policies and procedures.
Remember, you are the paying customer. Be prepared to:
Advocate for fair terms, services and prices.
Stand your ground. Vendors are not in control, you are.
Walk away and use another vendor if they don’t meet minimum requirements.
If the vendor requires a contract be executed to secure the services discussed, the chapter should provide direction to the vendor ahead of receiving the first draft:
Name on the Contract: Omega Omega Chapter of Phi Sigma Sigma, Inc.
Signing Authority: the contract may list a contact person (often the social/formal/event chairman), but the signature line should reflect only the archon and vice archon’s names.
Liability Language: Review the contract carefully and look for indications of transferring the risk with the following verbiage: Additional Insured, Hold Harmless or Indemnification. If so, ask the vendor if they would be willing to strike the language. Contracts for alcohol service that include unbalanced hold harmless or indemnification language will not be approved.
In observance of our organization’s policies we expect that any terms or orders be compliant with the following:
Alcohol may only be purchased via a "cash bar" meaning, no open bar, no open tabs, no discounts or promotions.
The service of shots/shooters, ice luge, pitchers, fishbowls, beer towers, etc. is prohibited.
OVERNIGHT EVENTS WITH ALCOHOL
There can be no room blocks or hotel stays associated with any contracted event with alcohol.
Authorized Signatures & Deposits
Only after our legal review team has reviewed and approved the contract will the archon and vice archon be authorized to sign any agreement, waiver or contract. A dual signature is required. Our officers are not authorized to sign anything onsite or the day of the event.
Vendors may require deposits. The chapter is not permitted to provide a deposit to any vendor ahead of the contract being approved by the legal review team. Advocate that you must obtain a copy of the contract terms before payment of any kind.
Events where participants engage in physical activity or inherently dangerous conditions, may require a waiver. If you will be requiring participants to sign a waiver, we require a copy ahead of time. Common activities requiring a Phi Sigma Sigma waiver include: ropes courses, hayrides, 5K/fun run, rock climbing/climbing walls, paintball, trampoline events, water parks, beaches, pools, haunted attractions, mazes, inflatables, bounce houses and dunk tanks.