UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES

Physical Environment and Properties

Buildings and Grounds: General Use

Sec. 900-16: Policy on Temporary Access to University Properties by Off-Campus Vendors and Commercial Entities

Responsible Administrator: Associate Vice Chancellor - Student Affairs
Revised:
April 2015

References / Resources

  • UC Policies Applying to Campus Activities, Organizations, and Students
    • Section 40, Policy on Use of University Properties
  • UCI Campus Implementation, August, 1996
    • Section 40, Policy on Use of University Properties
  • UCI Administrative Policies & Procedures

Contact: Student Affairs at (949) 824-5547

A. Policy

Temporary access to University properties by off-campus vendors and commercial entities is permitted to the extent that the activity becomes a complementary part of the total services and programs offered to UCI students, faculty, and staff.

B. Departmental Requirements

  1. Off-campus vendors and commercial entities may be sponsored by campus departments for special events in which vendor sales are complementary to and an integral part of an overall program or service. University employees may not be sponsored for commercial purposes and/or personal financial gain.
  2. The sponsoring department is responsible for obtaining all necessary site reservations from the appropriate scheduling office as well as obtaining a Temporary Vendor Permit and a fully executed Vendor Agreement. Vendors must also adhere to campus sound policies.
  3. The permit approving authority is responsible for screening vendors' merchandise so that it does not conflict with merchandise already offered for sale on campus. The permit approving authority is the:
    • Director, Student Center and Event Services for events booked in spaces managed by Student Center & Event Services.
    • Associate Vice Chancellor, Student Affairs, or designee, for events booked in all other areas.
  4. The sponsoring department agrees to collect from each vendor, or be responsible for, the established space rental fee.
  5. Standard booth size is 10 feet x 10 feet; however, when space is available, larger booth sizes are allowable to a maximum of 200 square feet.
  6. Any exceptions to the above requirements must be approved by the relevant permit approving authority before the permit is issued.

C. Requirements of Off-Campus Vendors and Commercial Entities

  1. All off-campus vendors and commercial entities must have UCI departmental sponsorship, must have completed a Temporary Vendor Permit, and must have signed the Vendor Agreement before setting up to sell on campus.
  2. All off-campus vendors and commercial entities shall post, in public view at the vending location, a completed and approved Temporary Vendor Permit.
  3. All off-campus vendors and commercial entities must have a valid California resale license and are required to collect and pay the prevailing state sales tax.
  4. Merchandise of all off-campus vendors and commercial entities shall be confined within the vendor's designated space, and the appearance of the booth shall be in a manner in keeping with the campus environment. The use of large overhead banners, pennants, and other obtrusive adornments is prohibited.
  5. Off-campus vendors and commercial entities are approved to sell items of general interest to the campus community, including, but not limited to, prints, paintings, photographs, jewelry, clothing, and leather and wood products. Merchandise that conflicts with merchandise already offered for sale on campus, food, and electronic items shall not be offered for sale.
  6. All off-campus vendors and commercial entities shall agree to pay in advance the minimum established space fee which is non-refundable, and to accurately report to the sponsoring department their total gross sales at the end of the selling period. Any percentage monies due are payable immediately.
  7. Off-campus vendors and commercial entities must make available to purchasers information regarding the circumstances under which merchandise may be returned or exchanged during and after the vendor is selling on campus.