Event Source

1. Review Event Source’s Event Production Services Scope of Services, Equipment and Services List and Price List, which shows the contracted options and discounts available through Event Source (please note the highlighted areas showing payment terms, delivery fees and discounts).
2. Contact Event Source to schedule equipment and service using the contact information listed below.
3. Event Source will send a quote for department approval and signature. The department will need to send the signed quote to the Event Source personnel who they ordered from. Once the quote is signed and delivered to Event Source, the department is contractually obligated to fulfill payment for the order. Delivery instructions and locations can then be decided and agreed upon.
   • Quote Requirements: All quotes should reference that the terms of the quote are from the University-wide Contracted Supplier agreement executed between the parties and reference contract number FY2025-24492-ConSA.
4. Equipment must be inspected and accepted by the department following delivery. The department assumes full responsibility for the equipment until it is returned and shall be responsible for the full value of the equipment that is not returned, or returned in a damaged, defective, or otherwise inappropriate condition. In addition, the department must use and operate the equipment in full compliance with all applicable laws, regulations, and industry standards.

Payment for Event Source Invoice

1. Within seven days following the event, Event Source will send an invoice to the department. Payment terms shall be immediate pay upon University receipt of undisputed invoice.

   • Invoice requirements: All invoices should reference that the terms of the invoice are from the University-wide Contracted Supplier agreement executed between the parties and reference the contract number FY2025-24492-ConSA.

2. Submit a Contract Payment form from the specialty form choices in the PantherExpress System to submit your invoice for payment.
   • Complete the Vendor Information as follows:
     • Select Event Source as the supplier.          
     • Select contract# FY2025-24492-ConSA as the contract.
   • Complete the Contract Information as instructed.
   • Complete the Additional Information by attaching the invoice as the internal attachment.
3. Once the PO is created, make sure to “Create an Invoice” on the PO to submit the invoice for payment.

Please contact Melissa Vrana, Procurement Specialist, with any questions about these instructions.