Vending Policy & Procedures:

Definition:  Vending is defined as the sale of products/services by a non-Wesleyan affiliated organization. Vendor is the person/s or organization providing the products/services.

Liability:  The University shall not be liable due to any actions or promises of the vendor, and/or the quality of products or services provided by the vendor.

Restrictions:  Vending may not disrupt or negatively impact the daily activity of the Usdan Center, nor impact the safety of those using the building.  Any products/services that contravene Wesleyan’s goals, mission, or policies (i.e. fire safety:  candles, incense, tapestries, etc…) will not be permitted.   Vending must be passive in nature - music, lights, displays, are all subject to approval by the University Center Staff.  Vending can take place during the academic session, Monday through Friday from 9am – 6pm (which includes set up and breakdown time).  Any vendor’s advertising must comply with the University Center’s display policy.  No taping, gluing, tacking, or hanging any items from windows, walls, doors, or ceilings are permitted. All sales must be in accordance with applicable state/local laws, and comply with federal copyright, trademark, and patent regulations.   

Space:  Vending space will be limited and confined to the building’s West side first floor indoor area adjacent to the main stair case’s convex side, or the South Terrace outdoor area.

If the vendor chooses to set up in the indoor location, the vendor must contain the display of products to a 15’ long section along the main stair case’s convex wall.  This display area may not extend any more than 7’ out from any point along the convex wall.  The vendor may not move any of the 3 high café tables and the accompanying 12 chairs that are adjacent to this 15’ X 7’ area.  Nor should the vendor place any materials for display on these high café tables due to the limited seating for lunch in the facility.   The University will supply the vendor with three 5’ rectangular tables and 2 chairs for the indoor location.

The University will supply three 6’ folding tables and 2 chairs for the outdoor location.  Vendors may bring their own additional tables, display racks, and 10’ X 10’ tent for outdoor set up.  University Center Staff reserves the right to require vendor to modify any set up indoors or outdoors if they feel there is a safety or traffic problem. 

Reservations:  All reservations for vending dates will be made through the University Center’s Facility and Events Manager.  The manager will contact all vendors by mail in July for vending dates in the fall semester, then again in January for the spring semester. Manager will designate a particular day for vendors to call and request dates.  Dates will be assigned on a first call, first booked basis.  Vendors will be restricted to 4 dates per semester.  If more dates become available after this initial reservation phase, vendor may request additional dates. 

Vendor Fees:  A vendor fee of $50.00 per day will be charged for the right to be the exclusive vendor for the day at the Wesleyan Usdan University Center.  Payment by cash or check (payable to Wesleyan University) is due upon arrival.  Vendors who reserve two or three days in a row will be charged a $75.00 per day fee.

Vendor Check-In:   Upon arrival and before set up, vendors are required to check in to the Information Center Desk on the first floor and ask for a Student Manager.  If the Student Manager is not available, vendor should ask the Information Center Desk to contact the Facility and Events Manager. Loading in and out for the day will take place through the building’s loading dock on Wyllys Avenue.  Due to the busy nature of the loading dock, vendors must move in and out as quickly as possible.  Vendors must find on street parking on Wyllys Avenue or Mount Vernon Street.  Vendors are not allowed to drive on any part of the Usdan Center’s terrace.

Cancellations:  Weather or other emergency may require the closing of campus.  If this occurs on a vendor’s sales date, a makeup date will be determined without a cancellation fee.  Under any other circumstances, cancellation of a vendor’s date must be communicated to the Facility and Events Manager at least 7 days before the date the vendor wishes to cancel.  Failure to do so will result in the vendor being responsible for the assigned vending fee.  If a vendor fails to forward the cancellation fee within 7 days, the Facility and Events Manager reserves the right to cancel any future dates for the non-compliant vendor.

Confirmation and Vendor Contract:  Confirmation of vendor’s date/s will be made by the Facility and Events Manager through the receipt by the vendor of the attached “Vendors Confirmation and Contract.”  Vendors must bring this confirmation and contract, and the attached “Vending Policy and Procedures” document with them on day of sale.  Vendor must comply with all sections of that document. 

Contact:
Questions concerning all of these policies should be directed to University Center staff located on the first floor of the Usdan University Center.