[Julie Eatley]

We have designated space for each “table” and as long as there isn’t anyone else in the space next to them, they are free to spread out a bit. If there are people in neighboring spaces, they usually police themselves. 🙂
We charge $50 a day for external groups to have an exhibitor table (6′ table).

Here is our policies:

Exhibitor Space Registered student organizations and University departments may reserve table space in the JBK at no cost. Individuals and off-campus groups, with an approved Exhibitor’s, may rent a table space at the non-university group rate.
If an outside organization is sponsored by a student organization, but the student organization does not benefit, the exhibitor fee will remain. However, if an outside organization is sponsored by a student organization and the student organization benefits in some way, then the fee will be waived.
The JBK Student Center does not allow a University department to sponsor a non-University event when the non-University group seeks to reduce applicable costs for facilities or services.
Vendors will pay sales taxes and maintain required documentation and records in the state of Texas.
Table space in public areas and hallways of the JBK is limited to seven (7) six-foot tables in the Commons and two (2) six-foot tables in the hallway next to Legends Club. A maximum of three (3) chairs per table is allowed and a maximum of 4 people. Table space is limited to one (1) table per day per approved user.
Table space can be reserved for a maximum of two (2) five day periods per semester. Additional table requests should be submitted for approval one week in advance and are contingent upon available table space.
Table space is not available on Dead Day and finals week. Exceptions must be pursued through the student center director.
In an effort to keep the flow of traffic thru the commons area, literature may only be handed to persons who express an interest and are in an area immediately adjacent to the assigned table.
Any signs or banners used at a table may only be hung from the front of the table or hung from the metal poster strips above the table.
Table space permits for approved users will be affixed to assigned table(s) by the JBK staff. The permit must remain prominently displayed on the table during the entire time the table space is reserved.
Any exhibitor space must be reserved by 5:00 pm the day before the reservation.

——————————
Julie Eatley
Events Coordinator
West Texas A&M University
Canyon TX
——————————
——————————————-
Original Message:
Sent: 09-01-2022 15:47
From: Michael McKean
Subject: External Vendors

I’m looking for some policies regarding external vendors utilizing your facilities.  Recently we had an APP developer recruiting new users.  We charged the group the external rental rate, however in my opinion they are getting a huge value for a small cost.  Any policies regarding external vendors/recruiters would be helpful.
Also, any rates for tabling with policies regarding space would be helpful as well.  As an example, we have a vendor who rents one table, however they take up 3 tables worth of space with the clothing racks they bring with.  I’m considering changing the policy from table to square feet. 

Thanks ahead of time.

——————————
Michael McKean
Director
Texas A & M Commerce
Commerce TX
903-886-5819
michael.mckean@tamuc.edu
——————————

[Laurie Griscom]

Greetings,

At Stockton University we use Jot Form to collect vendor tabling registration. Here is the link which contains the following conditions which were approved by our legal team.

 

TERMS/CONDITIONS:

1. The CLIENT and all employees, volunteers, representatives, and participants in its Event, shall a abide by all laws, regulations, policies and procedures of the State and the UNIVERSITY, and shall cease and desist any activity which in the judgment of the UNIVERSITY is in violation of said laws, regulations, policies and procedures. Pertinent prohibitions include, but are not limited to: the possession or public consumption of alcoholic beverages without a permit; the distribution of alcoholic beverages to minors; the ignoring of posted smoking, eating, or drinking restrictions governing the use of particular rooms or buildings; the use of flammable decorations or other materials, devices, or equipment which constitute a hazard or are destructive to property; the posting of signs or notices without the express written approval of the UNIVERSITY; and the building of fires on UNIVERSITY property.

2. NON-DISCRIMINATION: No person shall, on grounds of race, color, creed, national origin, nationality, ancestry, age, sex/gender (including pregnancy), marital status, civil union status, domestic partnership status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary, cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States or disability be excluded by CLIENT and all employees, volunteers, representatives, and participants in its Events from participation in or denied benefits of any Events. N.J.S.A. 10: 5-31 et seq.

3. The UNIVERSITY shall accept no responsibility for theft or loss of money, valuables, or personal effects of CLIENT or its employees, volunteers, representatives, participants or staff involved in the program of the CLIENT.

4. REPRESENTATION: The CLIENT shall not use the UNIVERSITY’S name, insignia, logo, picture, or any other material that might create the impression of association, affiliation, partnership, or any other joint venture with the UNIVERSITY, without the prior express written approval of the UNIVERSITY. The UNIVERSITY shall have the right to review any solicitations, advertisements, or additional information produced by or for the CLIENT that identifies the UNIVERSITY in any way.

5. CONSTRUCTION ACTIVITIES: The CLIENT acknowledges that during the Term of this Agreement, the UNIVERSITY may be conducting construction or renovation of buildings, function spaces, residence halls, dining centers and campus infrastructure improvements. Rerouting of vehicular and pedestrian traffic, noise, dust and other customary consequences of construction activity may occur. The CLIENT shall have no claim for reduction of its obligations hereunder or any other claim or cause of action against the UNIVERSITY because of such construction activities, including relocating activities to comparable locations on campus.

6. CLERY ACT REPORTING: The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (“Clery Act”), 20 U.S.C. 1092(f), requires reporting of certain crimes. Pursuant to this Agreement, CLIENT shall have a duty to cooperate with the UNIVERSITY, law enforcement authorities, and the UNIVERSITY Police Department to promote the safety and security of UNIVERSITY students and residential life staff members and an absolute duty to provide timely dissemination of information and reporting of the following Clery Act crimes taking place at the UNIVERSITY that are known or should have been known by CLIENT during the Term herein.

Clery Crimes: Murder and non-negligent manslaughter, negligent manslaughter, sex offenses(forcible and non-forcible), robbery, aggravated assault, burglary, motor vehicle theft, arson, arrests or persons referred to campus disciplinary action for liquor law violations, drug related violations, weapons possession, and “hate crimes” (defined as a criminal offense against a person or property which is motivated in whole or in part by the offender’s bias against another because of their being or perceived as identifying with a particular race, gender, gender identity, religion, sexual orientation, national origin, ethnicity, or disability). Hate Crimes fall into the list cited above with the addition of intimidation, larceny, simple assault and destruction/damage/vandalism to property.

(View Additional information about the Clery Act: http://www.ed.gov/admins/lead/safety/

7.  The Agreement shall be governed by and construed in accordance with the laws of the State of New Jersey, specifically, the New Jersey Tort Claims Act, N.J.S.A. 59:1-1 et seq. and the New Jersey Contractual Liability Act, N.J.S.A. 59:13-1 et seq., in the courts of the State of New Jersey. The parties further agree that Atlantic County, in which the UNIVERSITY is located, shall be the venue for any disputes between parties.

8. The CLIENT agrees to comply with UNIVERSITY policies and procedures and public health regulations and guidance issued by the State of New Jersey, the Centers for Disease Control, and/or federal or local governmental agencies. The UNIVERSITY reserves the right to cancel, modify or limit the use of the facilities in order to comply with federal, State and local laws, regulations, executive orders, protocols and guidance.

9. This Agreement represents the entire agreement between the UNIVERSITY and the CLIENT. Any modifications of this Agreement must be made in writing by agreement of the parties. The rights and duties arising under this Agreement shall not be assigned or delegated by either party without the other party’s prior written consent.

10. The CLIENT agrees to the following conditions of use:

• Requestor must complete the request form and allow 2 business days for review/processing.
• Tabling hours are Monday-Friday from 9am-5pm during the academic year (September-May). Tabling is not recommended during winter or spring breaks or during academic advising days.
• Tabling activities are assigned based on availability to the Lower D-Wing Gallery in the Academic Complex on the Galloway Campus.
• The University will supply the table(s) and chairs. No additional equipment is permitted without prior approval.
• Tabling activities are confined to the table space(s) assigned. Setup must be contained within that designated area. Tables may not be moved. Access to electrical outlets is not available.
• Placing items against or affixing them to the walls/windows is prohibited. Pedestrian walkways must be kept clear.
• Aggressive solicitation methods or solicitation outside of the assigned area is prohibited.
• Activities are not to interfere with the normal operations of the University.
• There is no parking adjacent to the building.  Parking is available in Lots 0-7. A guest parking pass is required. Special accommodations can be made by request for the 10-minute unload/load zone along Lakeside Lane. A gate code is required. If Lots 0-7 are filled, shuttles are available from the North Lot and Lot 8 located on Pomona Rd. Parking instructions subject to change.
• Sales or distribution of consumable products are not permitted.
• Failure to comply with these conditions may result in cancelation of reservation(s) without refund.

 

 

Kind Regards,

Laurie A. Griscom Ed.D.
Executive Director of Event Services & Campus Engagement
Event Services and Campus Center Operations

Stockton University
Laurie.Griscom@Stockton.edu
101 Vera King Farris Drive

Galloway, NJ 08205-9441
609.652.4878

 

 

——————————————-
Original Message:
Sent: 9/2/2022 12:23:00 PM
From: Julie Eatley
Subject: RE: External Vendors

We have designated space for each “table” and as long as there isn’t anyone else in the space next to them, they are free to spread out a bit. If there are people in neighboring spaces, they usually police themselves. 🙂
We charge $50 a day for external groups to have an exhibitor table (6′ table).

Here is our policies:

Exhibitor Space Registered student organizations and University departments may reserve table space in the JBK at no cost. Individuals and off-campus groups, with an approved Exhibitor’s, may rent a table space at the non-university group rate.
If an outside organization is sponsored by a student organization, but the student organization does not benefit, the exhibitor fee will remain. However, if an outside organization is sponsored by a student organization and the student organization benefits in some way, then the fee will be waived.
The JBK Student Center does not allow a University department to sponsor a non-University event when the non-University group seeks to reduce applicable costs for facilities or services.
Vendors will pay sales taxes and maintain required documentation and records in the state of Texas.
Table space in public areas and hallways of the JBK is limited to seven (7) six-foot tables in the Commons and two (2) six-foot tables in the hallway next to Legends Club. A maximum of three (3) chairs per table is allowed and a maximum of 4 people. Table space is limited to one (1) table per day per approved user.
Table space can be reserved for a maximum of two (2) five day periods per semester. Additional table requests should be submitted for approval one week in advance and are contingent upon available table space.
Table space is not available on Dead Day and finals week. Exceptions must be pursued through the student center director.
In an effort to keep the flow of traffic thru the commons area, literature may only be handed to persons who express an interest and are in an area immediately adjacent to the assigned table.
Any signs or banners used at a table may only be hung from the front of the table or hung from the metal poster strips above the table.
Table space permits for approved users will be affixed to assigned table(s) by the JBK staff. The permit must remain prominently displayed on the table during the entire time the table space is reserved.
Any exhibitor space must be reserved by 5:00 pm the day before the reservation.

——————————
Julie Eatley
Events Coordinator
West Texas A&M University
Canyon TX
——————————
——————————————-
Original Message:
Sent: 09-01-2022 15:47
From: Michael McKean
Subject: External Vendors

I’m looking for some policies regarding external vendors utilizing your facilities.  Recently we had an APP developer recruiting new users.  We charged the group the external rental rate, however in my opinion they are getting a huge value for a small cost.  Any policies regarding external vendors/recruiters would be helpful.
Also, any rates for tabling with policies regarding space would be helpful as well.  As an example, we have a vendor who rents one table, however they take up 3 tables worth of space with the clothing racks they bring with.  I’m considering changing the policy from table to square feet. 

Thanks ahead of time.

——————————
Michael McKean
Director
Texas A & M Commerce
Commerce TX
903-886-5819
michael.mckean@tamuc.edu
——————————

[g.combs]

Michael – Hello from UMass Boston.? I am providing a couple of links you may find helpful.?

General Overview – Vendor Sales and Exhibitor Tables ?
https://www.umb.edu/event_services/non-university_clients/vendor_sales?

Table Request Form and Policies
https://www.umb.edu/editor_uploads/images/campus_center/event_services/UMB_-_Table_and_Vendor_Agreement.pdf

We have a similar challenge (i.e. vendor rents one space, and then takes up several spaces). Other vendors get frustrated because some of them pay for two spaces. This semester we will be using removable floor decals to indicate the booth dimensions.?? Time will tell if this solution does the trick.

——————————
Geoff Combs
Executive Director, Campus Center & Event Services
University of Massachusetts Boston
Boston MA
——————————
——————————————-
Original Message:
Sent: 09-01-2022 15:47
From: Michael McKean
Subject: External Vendors

I’m looking for some policies regarding external vendors utilizing your facilities.  Recently we had an APP developer recruiting new users.  We charged the group the external rental rate, however in my opinion they are getting a huge value for a small cost.  Any policies regarding external vendors/recruiters would be helpful.
Also, any rates for tabling with policies regarding space would be helpful as well.  As an example, we have a vendor who rents one table, however they take up 3 tables worth of space with the clothing racks they bring with.  I’m considering changing the policy from table to square feet. 

Thanks ahead of time.

——————————
Michael McKean
Director
Texas A & M Commerce
Commerce TX
903-886-5819
michael.mckean@tamuc.edu
——————————

[braden.kuznia]

Michael,

I have not updated our policies for Student Contact / Vendor Tables in a long time, but our campus has changed some of it’s practice.? In the past our Career Development Center would “sponsor” certain employers and they would get the table space for free in our facility.? Over the past couple of years, there was some push back from Student Groups who were not happy about certain employers being on campus and recruiting.? Ultimately, the Career Development Center stopped sponsoring any employer tables.? They still work with employers in many ways for job postings and connections, but any tabling comes to us here in the Student Union.? ? Our practice is like many others, I am mindful not to place other fast food employers near our food operations in the building (within reason) and when I have the discussion with the group we talk about how much space they are allowed and if they need more space I charge for more than one table.? We just updated our pricing for tables and are now charging $80 / day.? The price includes tax and an all day parking pass.? It is easier for the employers to see the price and know it and we calculate the tax and the $5 all day parking pass on the back end in our billing process to deposit in the correct accounts.

This is the information we add in to our standard Facility Use Agreement / Contract when I send it out.

Licensee shall adhere to the following guidelines

1. All items sold or displayed shall be contained in a 7′ X 10′ space which includes 1 table and 2 chairs.
2. Licensee’s on-site representative must check into CMU Student Union Administration, room 222, prior to set-up.
3. Fees and a returned copy of the signed agreement are due before use of the table/space. Licensee not be allowed to utilize space without advance payment. Lease payments are non-refundable, non-exchangeable and non-transferable.
4. Licensee may not forcibly detain, harass or coerce individuals using hallways as a traffic area.
5. The overnight storage of Licensee’s merchandise may be allowed, at the discretion of CMU, but only at the sole responsibility of the Licensee.
6. Licensee is responsible for the condition of the facilities as described herein. Licensee shall be responsible for all damage to, or misappropriate of, CMU facilities and/or equipment by any Licensee, staff or clients and shall reimburse staff or clients and shall reimburse the CMU for any such damage or loss.? No Licensee other than herein identified may use the reserved space. Licensee agrees to defend, hold harmless and indemnity CMU, Minnesota State University Moorhead, its officers, agents, employees and representatives against all claims for loss or damage to property or injury or death of persons arising from the negligent or wrongful acts or omissions of CMU, their officers, agents, employees or representatives in the performance of its obligations under this agreement.? This clause shall not be construed to bar any legal remedies Licensee may have for CMU’s failure to fulfill its obligations pursuant to this contract.

I am curious to see if there are other statements I should add in as well.

——————————
Braden Kuznia
Assistant Director of Event Services
Minnesota State University Moorhead
Moorhead MN
braden.kuznia@mnstate.edu
——————————
——————————————-
Original Message:
Sent: 09-01-2022 15:47
From: Michael McKean
Subject: External Vendors

I’m looking for some policies regarding external vendors utilizing your facilities.  Recently we had an APP developer recruiting new users.  We charged the group the external rental rate, however in my opinion they are getting a huge value for a small cost.  Any policies regarding external vendors/recruiters would be helpful.
Also, any rates for tabling with policies regarding space would be helpful as well.  As an example, we have a vendor who rents one table, however they take up 3 tables worth of space with the clothing racks they bring with.  I’m considering changing the policy from table to square feet. 

Thanks ahead of time.

——————————
Michael McKean
Director
Texas A & M Commerce
Commerce TX
903-886-5819
michael.mckean@tamuc.edu
——————————