A. K. Hinds University Center Vendor Policy
Vendor is defined as a non-University entity selling or promoting a product, event, or a service. Prior to making a reservation at the University Center, the vendor must discuss both product sales and dates with designated University Center staff to determine if the product or service is appropriate to meet student needs. The University Center staff will first consult with Catamount Clothing and Gift Store and Aramark to ensure that the proposed vendor in no way conflicts with their respective products and services. Annually, the University Center will file a report with Administration and Finance documenting use of space in the University Center by outside vendors, including name of vendor, date(s) of use, and approximate square footage of space used.
The vendor must complete a Vendor Contract, which must be approved by the Director of the A.K. Hinds University Center prior to solicitation activity in the University Center.
Following are guidelines for Vendors.
1. Vendor sales will be limited to the 2nd floor atrium area as designated by the University Center on a first-come basis (other areas may be approved in advance by the A. K. Hinds University Center). Vendor reservations are limited to nine total days during the academic year. The sale of vendor items is limited to three consecutive days. The vendor space will consist of an 8 x 8 area and one table with two chairs. Table and chairs may be removed at Vendor’s request.
2. Fees for vendors will be $50 per day for one space plus $15 for each additional space required. A deposit of $50 per day is required upon application. Vendor is responsible for any charges incurred for display (i.e. installation of phones, etc.)
3. Vendor sales are allowed Monday through Friday between the hours of 7:30 a.m. and 5 p.m. All Vendor fees must be paid to the designated University Staff before a vendor begins operation.
4. Vendors must provide a copy of their retail business license, biographical information of their company, including a Federal ID number, North Carolina merchant ID, at least three business references (University references preferred), and a certificate of general liability insurance. A general liability policy in the amount of $1,000,000 per occurrence and $2,000,000 aggregate is required. Vendors must provide the names of their employees who will accompany them to campus.
5. The University Center may complete a reference check on each vendor prior to approval of any vendor sales.
6. The A.K. Hinds University Center does not provide storage space, manpower for set-up, or mail service. Copier and fax machines are available for a nominal fee. Courtesy phones are located on the second floor atrium and in the first floor corridor.
7. Vendors must accept responsibility for the operation of their sale and must agree to indemnify and hold harmless Western Carolina University, its Board of Trustees, agents, servants, and employees against liability, claims, or suits arising out of bodily injury or death to any person or damage to any property resulting from the negligent act of the vendor of this contract. Any damage to University equipment or to the facility will be billed to the negligent vendor.
8. Vendor must sign a Vendor Permit Application agreeing to abide by all related policies set forth by Western Carolina University prior to solicitation activity. Vendor application must be submitted at least 5 business days in advance of Vendor’s anticipated sales date(s).
9. All products/services must be in keeping with the overall educational mission and/or enhancement of student life. No obscenities, fighting words, etc. are acceptable.
10. Student organizations may sponsor a vendor on a consignment basis if the vendor’s product, service or event is directly related to the mission of the student organization and the funds earned from the activity are used to support the mission of the organization. A member of the sponsoring organization must be present for the entirety of the Vendor’s visit.
11. Vendors are responsible for collecting and remitting North Carolina sales tax.
12. The University Center reserves the right to revoke vending privileges to any vendor not in compliance with the aforementioned guidelines.
Approved March 13, 2007