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Vendor Table Policy

I. Policy Statement 
The Vendor Table Policy assists in supporting internal vendors, external vendors, and freedom of speech groups. The outlined policy below will create a structure for:
  • Vendor Categories: Three main categories: "Internal Vendors", "External Vendors", and "Freedom of Speech/Demonstration Groups" - within each category are the specific guidelines and outlines of campus policies.
  • Vendor Space Locations: To identify locations across campus where vendors are permitted.
  • Frequently Asked Questions: A supportive outline of some possible questions that would apply to vendors booking space on campus.
  • Campus Vendor Map: An outline of vendor spaces across campus with coordinating parking locations.
  • Sample External Vendor Contract: A sample vendor contract for external vendor use only.
  • Sample Certificate of Insurance: A sample outline of the forms of coverage required; the minimum amounts of coverage required; and additional insured status.
  • Sample Freedom of Speech/Demonstration Agreement: A sample agreement for freedom of speech groups to help identify and support organizations while on campus.
II. Purpose 
This policy has been created to serve as an internal guideline to book, process, and support the vendor tabling locations across campus
III. Scope
Vendor Categories:
1. Internal Vendors:
Vendor Tables use for student clubs, organizations, and on-campus constituents:
Recognized student organizations, clubs, athletic teams, and college departments shall be permitted to use designated tables across the campus free of charge for the distribution of literature, information, and other goods or for free speech activities, in accordance with scheduling policies and procedures established by the Hospitality & Event Services Office. There are a limited number of tables which are provided on a first come, first served basis. Tables may be reserved for a maximum of two consecutive weeks each month. Recognized student organizations, clubs, athletic teams, and college departments may reserve tables through the online university Book-it form: Internal
Vendor hours are: Monday – Friday 8:30am to 6:00pm.
Refer to Vendor Space Locations listing for exact locations and quantities available.
2. External Vendors:
Vendor tables use for external vendors, including non-profit organizations, and local businesses:
  •  The external vendor must execute a Table and Vendor Agreement a minimum of five business days prior to the date(s) requested.
  • External vendors that are interested in booking vendor space on campus are subject to a $200.00 daily fee.
  • The daily fee of $200.00 is for a 16’ x 4’ space with two 8’ ft tables and two chairs provided by UMass Lowell. Requests for additional resources and services such as easels, coat racks, tables, and space may increase the cost for each reservation. Payment to the Hospitality & Events Office: Advance payment is required. Payments are accepted via personal/business check or certified bank check only.
  • If requested by the University, provide a Certificate of Insurance with no less than $1,000,000.00 in General Liability insurance and additional insured status requirements.
  • No external vendor/ organization/business shall be permitted to table for more than 4 times/days in any one calendar month.
  • External Vendor hours are: Monday – Friday 8:30am to 5:00pm.
Refer to Vendor Space Locations listing for exact locations and quantities available.
Refer to the Campus Vendor Map for exact vendor locations & parking plans.
Refer to the Sample Vendor Contract for a sample of the required executed contract agreement.
3. Freedom of Speech/Demonstration Groups:
Locations for Freedom of Speech/Demonstration Groups, including; but not limited to; governmental organizations, religious groups or affiliates, etc:
  • The organization/group must execute a Freedom of Speech/Demonstration Agreement prior to any activity beginning on campus. If deemed appropriate, the University may require the form to be turned in three (3) business days prior to the dates requested
  • In order to provide the rights of the University’s community the freedom of assembly and speech and to provide an atmosphere in which these rights may be expressed without disrupting the College’s curricular programs, UMass Lowell places the following restrictions on the time, place and manner of Freedom of Speech/Demonstration groups at the University. No person/organization shall:
  • Impede the progress of passersby.
  • Harass, detain or otherwise try to coerce anyone to take material or make transactions.
  • Interfere with, impair or impede with the flow of vehicular or pedestrian traffic, classes, events or normal and essential college operations.
  • Use amplified sound or music of any type.
  • Solicit donations of money, through direct requests for funds, sales, or otherwise.
  • Solicit or provide information for the purpose of requests for funds, sales, or otherwise.
  • Freedom of Speech/Demonstrations are limited to appropriate public forums, which do not include, among other locations, faculty and administrative offices, classrooms or other instructional facilities. To the extent that a public forum exists within a University building, any demonstration within that forum shall take place only during the building’s normal operating hours, following established building amplified sound policy.
  • If determined by the University, staff and police will be present throughout to insure the organization/group’s appropriate adherence to policy.
  • Freedom of Speech/Demonstration hours are: Monday – Friday 8:30am to 10:00pm.
  • Refer to Vendor Space Locations listing for exact locations and quantities available for indoor and outdoor locations.
  • Refer to the Campus Vendor Map for exact indoor and outdoor vendor locations & parking plans.
  • Refer to the Sample Freedom of Speech/Demonstration Agreement for a sample of the required executed document prior to groups’ activity on campus.
IV. Definitions
  1. Internal Vendors: Vendor Tables use for student clubs, organizations, and on-campus constituents.
  2. External Vendors: Vendor tables use for external vendors, including non-profit organizations, and local businesses.
  3. Freedom of Speech/Demonstration Groups: Locations for Freedom of Speech/Demonstration Groups, including; but not limited to; governmental organizations, religious groups or affiliates, etc.
V. Procedures 
Vendor Space Locations: These have been changed since the introduction of this policy. Click Tabling Locations for the most up-to-date locations.
VI. Responsibility 
Hospitality & Event Services Office maintains the supervision of campus spaces.
VII. Supplemental Information (stated as "Attachments" on official policy)
VIII. Related Policies, Procedures and Announcements 
None
IX. Approval and Effective Date 
On file with the Policy Office.