ASU departments often host events, lectures and workshops throughout the year to support and enrich student academic success. The following webpage outlines ASU’s process of engaging speakers, artists, and performers for such events.
Procurement, contracting, and insurance requirements may differ based on the type of services provided and the amount ASU intends to pay.
Events often include services from the following:
- Guest or visitor — an unpaid individual who does not visit ASU on a recurring basis or who attends or facilitates a single university event, such as a guest lecture, a lunch-and-learn discussion, etc.
- Volunteer — an unpaid individual who is providing some service or benefit to ASU on a recurring basis under the direction and control of ASU.
- Service provider — a company or individual who provides services to ASU for payment. Examples would include consultants, face painters, food providers, etc.
- Speaker, artist or performer — a company or individual who provides a presentation, performance, or speech in front of an audience for payment.
This webpage only addresses the engagement of speakers, artists, or performers. If your event only includes a volunteer, service provider, guest or visitor please skip directly to the FAQs below.
Step one: Select the speaker, artist, or performer
Speakers, artists, or performers are individuals, groups, or companies that provide a performance, presentation, or speech in front of an audience or group.
Departments are generally free to select the best speaker, artist, or performer to serve ASU’s needs. However, if the speaker fee exceeds $100,000, then a formal public RFP will likely be required before selection.
Once the specific speaker, artist, or performer has been selected, move to step two.
Step two: Determine the appropriate contract requirements
| Guest or visitor | Volunteer | Speaker, artist, or performer | Service provider | |
|---|---|---|---|---|
| Description | An unpaid individual who does not visit ASU on a recurring basis. |
An unpaid individual who is providing some service or benefit to ASU on a recurring basis under the direction and control of ASU. |
A company or individual who provides a presentation, performance, or speech in front of an audience for payment |
A company or individual who provides services to ASU for payment. |
| Contract requirements | None. | Volunteer form. | Speaker, Artist, Performer Agreement. | Purchase order through Purchasing. |
| Insurance requirements | None. ASU does not cover the guest or a visitor. |
ASU will provide insurance coverage during the volunteer’s activities if the volunteer form is completed. |
SAP agreement states insurance requirements. Does not apply to all speakers. Waivers may be approved by Risk Management. If approved, the department is financially responsible if a claim or dispute arises. |
|
| Fees paid by ASU | No fees. Reimbursement of documented expenses is permitted per FIN policy. | No fees. Reimbursement of documented expenses is permitted per FIN policy. | ASU pays a fee or honorarium for a performance. | ASU pays a service fee. |
Step three: Complete the Speaker, Artist, Performer Agreement
The Speaker, Artist, Performer Agreement is required only for events where ASU is engaging a Speaker, Artist, or Performer and when ASU will pay the SAP a fee or honorarium — regardless of the dollar value. The SAP Agreement must be completed before the event.
Follow these instructions to complete the SAP agreement:
- Access the Speaker, Artist, Performer Agreement. Download the agreement each time you hire a speaker, artist, or performer to ensure you have the latest version — do not save the template for future use.
- Complete all event information by filling in the blanks in the template. Do not change the language on the template outside the fillable fields without approval from the ASU Office of General Counsel.
- Save the document so the speaker, artist, performer cannot change the agreement.
- Send the agreement to the speaker, artist or performer to sign. An electronic signature through programs, such as Adobe Sign or DocuSign is preferred.
- If the speaker, artist, or performer takes exception to the insurance provisions, Risk Management Services may modify or waive the standard insurance requirements based on the scope of work. Visit the Insurance waivers webpage for more information.
- All other contract terms and conditions exceptions should be sent to ASU Procurement for review.
- Once the speaker, artist or performer signs the agreement, obtain the appropriate ASU signature following the Contract Signature Authority guidelines.
Step four: Hold the event
After hiring a speaker, artist, or performer, you can now hold the event. Ensure you provide them with all relevant event information beforehand.
Consider whether a sign language interpreter should be used and if additional disability accommodations are needed.
Step five: Process the payment in Workday
To see if a speaker, artist, or performer is registered in Workday, complete these steps:
- Refer to the Find Suppliers for Departments Report.
- Send the speaker, artist, performer or service provider a registration link if they need to be added to Workday.
- Once the Workday setup is complete, submit a supplier invoice to pay them.
Additional documentation for foreign suppliers
If any part of the fee or reimbursement occurred for services while the foreign supplier was physically in the U.S., attach the Foreign Data Collection form and any attachments indicated on the form for the speaker, artist, or performer’s visa status, like their I-94 form.
If all services occurred outside the U.S., include proof of the service location, such as the conference brochure, agenda, etc.
ASU contacts for assistance
- Contact Procurement if the supplier has questions or concerns about the terms and conditions of the agreement.
- Contact Risk Management Services for questions or concerns regarding the insurance requirements.
- Contact Financial Services for questions about documentation requirements.
Frequently asked questions
Does this process apply if a student organization or club hires a speaker, artist, performer or service provider?
This process only applies when ASU hires the speaker, artist, performer or service provider. If the vendor will be hired directly by a student organization or club, this process does not apply. Instead, the speaker, artist, performer or service provider should confirm what requirements apply for that particular organization or club. Refer to the Student Organization Handbook for more information.
When must a speaker, artist, or performer carry insurance?
The Speaker, Artist, Performer Agreement requires them to secure specific insurance coverage unless all of the following are true:
- The presentation or performance is academic in nature.
- The total compensation is $1,000 or less.
- Their primary occupation is not acting as a speaker, artist or performer.
- They do not derive a significant portion of their income from acting as a speaker, artist, or performer.
Can ASU waive insurance requirements?
If the speaker, artist, or performer specifically requests a waiver from the insurance requirements in the SAP Agreement, the department may request an insurance waiver from Risk Management Services. Refer to the insurance waiver webpage for more information.
Do you need a Speaker, Artist, Performer Agreement if the insurance waiver is approved?
Yes. The agreement sets the terms and conditions of the engagement and the waiver removes the requirement in the agreement to carry insurance.
Does a speaker, artist, performer or service provider need to complete a volunteer form?
No. A speaker, artist, or performer who has completed the Speaker, Artist, Performer Agreement is not considered a volunteer.
How do I get permission to use copyrighted music at my event?
Refer to the Music for events webpage in the Enterprise Brand and Marketing Guide for more information.
