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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.


Frequently Asked Questions for External Vendors

Where should I park when I get to campus?  
        Please refer to the Campus Vendor Map for exact parking locations.

Where are the bathrooms located in proximity to my assigned vendor table?
        Please refer to the campus map that you will receive upon arriving to campus from your on-campus contact.

What can I bring when I arrive on campus?
        The University will supply (2) 8ft tables and (2) chairs for you when you arrive on campus. Additional resources are available for a fee. You         are welcome to bring additional tables/display boards only in permitted designated areas only. All resources that are to be used on         campus MUST be approved prior to date of arrival.

What to do if there is inclement weather for your date of reservation?
        If you have booked an outdoor vendor table and the date of reservation happens to have implement weather – you will be permitted to         work with the booking office for an alternative date. We will do the best to fit you in within the following seven (7) business days – but         date proximity cannot be guaranteed. 

Will I have access to power on campus?
        Access to power for vendor tables will be provided in select locations (Southwick Cafe, O'Leary Lobby, University Crossing Lobby). NOTE:         it is the responsibility of the vendor to provide their own extension cord.

Is the sale of food/baked good allowed on campus?
        Per the University’s contracted agreement with Aramark – vendors selling food services, such as a food truck, or bake sale, are not         permitted on campus.

Can I have items shipped and stored at the University prior to my reservation date?
        The University does not accept packages for businesses directly. All vendors are required to bring all merchandise with them upon the         date of the reservation. Should the vendor have two dates back to back, it is the responsibility of the vendor to set up and break down         their items each night. The University will not hold items overnight.

Will I have assistance unloading and setting up for my vendor table?
        Per the University’s policy 8ft table(s) and chair(s) will be provided to you as part of your reservation. It is the responsibility of the vendor         to unload safely, and set up all of their merchandise. University carts and dollies are not to be used by external vendors at any time.

Will there be other vendors in the same area when I am on campus?
        Campus policy is that we will not book two external vendors in the same area. Student, faculty, and/or staff information tables may be         present in the space.

Is there a nonprofit discount for vendor tables?
        There is not a non-profit discount for vendor tables on campus.

Who should I contact when I arrive on campus if I have a problem?
        Please contact the event coordinator/staff person that you worked with to answer any questions that may come up while you are on         campus.

Is there food services/cafeteria’s on campus that I will have access to?
        There are a wide variety of food service options on campus – please refer to the University’s dining services website for exact locations         and hours of operations. Should you plan to take a lunch – it is your responsibility to plan to have another business associate cover your         table while you are gone. University students, staff, and faculty are not permitted to watch vendor tables, and are not responsible for any         lost/stolen items when you are not at your table.