AACN chapters are obligated to protect the chapter and AACN by ensuring written agreements are in place with speakers, vendors, facilities, etc., when hosting a Chapter event or for other contracted services. Those agreements must be reviewed and approved by National AACN before signing. We don't expect chapters to be legal experts; it is our responsibility to ensure your contracts provide that protection.
Because chapters are part of AACN and are not required to be independently incorporated, National AACN is ultimately liable for chapters’ contracts. Failure to submit contracts for approval may result in chapter disbandment.
Chapters should submit contracts online using the Chapter Contracts Submission Form. Doing so will provide chapters with an immediate confirmation number, which can be traced if needed. Please allow up to two weeks for review and approval.
All contracts must be reviewed/approved by National AACN before signing, for each chapter event, every time. This is required as laws sometimes change and we want to be sure to include those changes in every agreement. And, it is important for National AACN to have a record of every agreement. Contracts to be submitted for review/approval include but are not limited to:
Catering agreements - most caterers have their own agreements.
A "letter of agreement" is required for chapters collaborating on programs and special projects that outline each chapter's responsibilities and commitments.
Exhibitor / Vendor Agreements
Please note: The Commercial Support Agreement in the Program Approval area of the website is different than a vendor contract. (The Commercial Support Agreement is only needed if an organization/vendor is supporting the CE portion of a chapter event)
Hotel / Facility
Letters of Agreement
Chapters should have at least a letter of agreement when working with other parties, even if no monies are involved.
Regional Meeting Agreements
If a speaker or company does not have its own contract, use a contract template from the AACN website, and modify the template based on your negotiations.
Support Agreements (formerly known as Sponsor Agreements).
Temporary Employment Agency Agreements – agencies will have their own agreements.
Any other contract or lease, including property or equipment leases.
Any financial commitments, regardless of the amount, which obligate the chapter for longer than one year.