Contracts Committee


The Contracts Committee exists to centralize the management of all vendor and venue relationships across all GVIAS events. Primary responsibilities include sourcing and negotiation of all contracts/procurement for $1,000 and over, and maintaining lists of, and relationships with, venues and vendors.

Organizational Goals & Responsibilities

  • Source, and negotiate contracts for $1k and over;
  • Manage relationships with venues and vendors, introducing the main production group as they are signed up for positions;
  • Ensure all venue contracts also reviewed and approved by the BoD;
  • Preparation of insurance applications and coordination with the BoD member assigned to insurance management and GVIAS’ insurers;
  • Coordinate signing of any contracts by the BoD signatories where required;
  • Coordinate payment with Treasurer;
  • Work with Finance Committee and BitF controller to ensure contracts within budget limits;
  • Work with applicable event production members to secure vendors and ensure delivery of required services or products;
  • Manage and maintain list of potential venues for all events;
  • Manage and maintain list of vendors uses for events and potential replacements as needed.


  • Clear communications with board and chosen event leaders to ensure following of all rules and restrictions of the contracts; 
  • Maintain strong relationships with vendors for all three events;
  • Maintain strong relationships with the venues chosen for all events;
  • Regular correspondence with BoD as to status of venue contracts and approval of terms;
  • Regular correspondence with BoD and applicable event leaders as to status of contracts, requirements, updates;
  • Following Code of conduct in all interactions;
  • Follow all applicable BoD approved policies;
  • Keep regular and accurate minutes of any committee meetings of the whole;
  • Use G-Suite and Drive to store all materials to ensure continuity of knowledge;
  • Report to the BoD and community annually at the AGM.

Commitment: Year round

Term: 1 to 2 years


  • Heavy in the first year / two (2021, 2022) as relationships and processes for the committee are outlined and established 
  • Three to four events per year. 
    • Recharge in Feb/Mar 
    • BitF in July 
    • Burner skool in mid-summer (venue only) 
    • Dustcovery in October/November. 
    • 1-15 hours per event, depending on size and length  

Multiple Terms: Yes


  • Comfort with contracts (review and negotiation), with preference for relevant experience related to events, non-profits or corporations; 
  • Excellent verbal and written communication;
  • Experience with procurement and vendor management, professionally or for similar events.

Reports to: GVIAS Board of Directors

Liaises with:

  • BitF Production
  • Dustcovery Production
  • Recharge Production
  • Communications Committee
  • Finance Committee
  • Controller

Membership Is Free

But Some Assembly Required

We are guided by the 10 principles of Burning Man. These principles guide our interactions with one another and the environment and have a strong ethos of participation. As such, our events and the society are entirely dependent upon community participation.

Membership isn't required to participate, but members enjoy a number of perks including access to a community of doers and dreamers.

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