Off-Campus Events

Events hosted off-campus come with their own procedures and logistics, and it is important to be familiar with the overall process so you can be prepared and plan ahead.

As always, if this is a new vendor, a PaymentWorks Invitation should be sent while the contract is being negotiated. This ensures they're able to be paid promptly if a deposit is required, and adds the vendor to PeopleSoft. 

Electronic Requistioning (e-Req) for Events

There are some special considerations when creating e-Reqs for events:

• One Purchase Order: Do not use a separate PO for Deposits. All payment information needs to be on one PO.
• Select "Regular" for Requisition Type; No Start/End Dates
• Deposits: If the contract has a deposit, put it in line 1 of the requisition and include the due date. Deposits require an invoice.
• Payment Schedule: All payments related to the event/vendor need to be listed on the PO along with the due dates.

How to create an e-Req for an event | See step-by-step instruction on creating an e-Req specifically for your off-campus event. 

Booking a Venue

When booking a venue, you will coordinate with the venue on key event details and submit the contract to Procurement via Jaggaer for review & execution. The expected processing time is 8 business days.

Contract Process for Booking a Venue | Review the process from contract creation through execution. 

• No faculty, staff, or students are authorized to enter into contracts or financial commitments on behalf of the University unless authorized by policy. For any questions related to contract processes and Jaggaer, please contact procurement@tufts.edu

Hiring Performers & Speakers

There are additional considerations when hiring speakers or performers. For instance, TSS must be notified if the combined gross payment to performers/speakers at your event will exceed $10,000 for appropriate tax reporting.

Visit Hiring Speakers & Performers for a detailed process overview and withholding requirements. 

Speakers, performers, and/or their agents requesting reduced or waived withholding are responsible for filing the appropriate forms via MassTaxConnect at least 14 days prior to the scheduled performance.