Determine Other Services Needed

Standard purchasing procedures apply to most other purchases needed for an event, such as florists or transportation. When booking guest speakers or entertainment, however, please consider the following.

Step by Step

  1. Contract with an Outside Speaker or Artist

    If the speaker or artist is employed through an agency, then standard procurement procedures and policies apply. See Make a Purchase of $10,000 or Less or Make a Purchase over $10,000.

    If the speaker or artist is self-employed as an Independent Contractor, then follow the procurement procedures and policies for an Independent Contract.

    If the speaker or artist will not accept payment and considers his/her service a donation to the University, the department may choose to give an Honorarium.

  2. Remember These Special Considerations

    Since many speaker and artist contracts require travel considerations, it is best practice to include the travel costs in the total contract price rather than having the speaker or artist submit expenses for reimbursement. Include the estimated transportation, lodging, meal, and miscellaneous expenses in the total price of the contract and let the speaker or artist make his/her own travel arrangements. If the departments decides not to do this, then the speaker or artist must travel in accordance with VCU travel policy.

    If your department requires a guest/artist agreement along with an Independent Contractor Agreement, contact Procurement Services.

  3. Create a Purchase Order

  4. Submit Vendor Contract for Signature, if Applicable:

    View Submit Vendor Contract for Signature

  5. Payments Due the Day of the Event Require Special Handling

    Use the procedures below to process special handling payments:
    • Pay a Vendor
    • Notify Manager of Accounts Payable at least 10 days in advance of the event that payment is required the day of the event. Provide the Manager with the Purchase Order number and a copy of the contract.
    • Complete Receiving in Banner at least 10 days in advance of the event in order for Accounts Payable to process the payment.
    • Follow the check release procedures for payment pick-up: Check Release Procedures