Sponsored Commercial Activity on University Property - University Business Practices Guidelines

University departments/units and recognized student organizations may engage in sponsored commercial activity on University controlled property (excludes activities procured via the University procurement process) provided the following guidelines are met. These guidelines are intended to regulate all short term sponsored commercial activity on University property.

  1. Definition of commercial activity:
    1. all sales, purchases and/or agreements for the sale or purchase of goods and services;
    2. all giving, demonstration, and/or solicitation for the purchase or sale of goods and/or services provided by a person, group of persons, or other entity; and
    3. all solicitations of gifts of money or other goods or services by a person, groups of persons, or other entity.


  2. The goods and services provided are:
    1. substantially and directly related to the University's instructional, research and public service mission; or
    2. sponsored by a University unit relating to recreational, cultural, co-curricular or athletic event.


  3. All other private commercial activity shall be governed by the State of Arizona procurement process (as outlined in Number 5).


  4. The sponsored commercial activity must result in or arise from the achievement of one of the following:
    1. more efficient acquisition of product(s) or service(s);
    2. savings to the University;
    3. a convenience to faculty, students and other members of the University community;
    4. facilitating co-curricular or outreach activities of the University; or
    5. financial support to the University or the sponsoring unit.


  5. The activity shall not compete with any official University commercial enterprises (such as ASUA Bookstore, Student Union, Campus Health Center, Intercollegiate Athletics, Library, Telecommunications, etc.) or current University obligations (contracts) and agreements, unless otherwise approved or authorized by the Commercial Activity Coordinator.


  6. This policy does not regulate regularly conducted activities that are part of the educational, research, service, and other legitimate functions of the University, such as:
    1. University provision (by sale or otherwise, directly or indirectly) of sleeping accommodations residence halls), food, books, and/or other goods and services for students, staff, and other lawful users of the campus.
    2. the provision (by sale or otherwise) of food and/or other goods or services associated with activities that are part of official University activities.


  7. University departments/units or recognized student organization may not grant exclusive rights to a particular vendor without the approval of the Commercial Activity Coordinator.


  8. Implementing Rules
    1. Sponsored commercial activity is allowed in the Old Chemistry Lawn area of the University Mall (area of the Mall immediately east of Old Main) or in other areas with approval of the University Mall Events Committee.

      Sponsored commercial activity must meet all requirements set forth in the Policy and Regulations Governing the Use of the Campus in addition to the following:
      1. Submission of a completed UA Commercial and Campus Use/Mall Activity Request Form. This form may be found on-line at http://www.union.arizona.edu/mall/request_form.php
      2. Receipt of the Approved Mall Permit issued by the Commercial Activity Coordinator upon approval of the event.


    2. Vendors must fall into one of the following categories:
      1. Be sponsored by a university unit or recognized student organization, paying the appropriate usage fee; or
      2. Be a participant in an official University activity.


    3. Total sponsored commercial activity days by one vendor, regardless of sponsorship, shall not exceed fifteen (15) days per fiscal year with no more than five (5) days per semester or session (Fall semester includes the Winter session).


    4. Sponsored commercial activity may occur Monday through Friday between 8:00 a.m. and 5:00 p.m., unless the activity is part of an official University activity approved in advance by the University Mall Events Committee. The foregoing does not apply to regularly scheduled university holidays and may be adjusted or canceled for the convenience of the University or to protect the public health, safety and welfare.


  9. Commercial Activity Area
    1. All approved sponsored commercial activity shall be restricted to Area 2C of the University Mall, unless a different location is approved in advance by the University Mall Events Committee. (Sidewalks are not included as part of the Area 2c) Sidewalks must remain free and clear of commercial activity for fire and safety reasons.
    2. Sponsored commercial activity permits issued for any day shall be limited to those that can be adequately accommodated in the space available. In any event, there shall be no more than five (5) sponsored commercial activity permits issued for any day unless the sponsored commercial activity is part of an official University activity, or the Mall Events Committee grants approval for a larger number.
    3. Total space allocated shall not exceed 10' x 15' unless specially approved at the time of application.
    4. The sponsored commercial activity permit must be visibly displayed on the sales table or booth at all times.
    5. Structural removal requirements are contained in the Policy and Regulations Governing the Use of the Campus. Structures as defined in that policy and all tables and chairs must be removed each day by 5:00 p.m., even if the sponsored commercial activity occurs on consecutive days. These requirements are applicable to all permit holders unless the activity is exempted under the Policy and Regulations Governing the Use of the Campus.


  10. Limitations
    1. No sponsored commercial activity of any item may take place until all licenses, permits, etc. required by federal, state, or local laws and ordinances have been obtained by the vendor.
    2. Sponsored commercial activity with any item bearing a University of Arizona logo or otherwise referencing The University of Arizona is permitted only with the expressed permission of The University of Arizona official with authority to grant such permission (Trademark and Licensing Office).
    3. Sponsored commercial activity involving food is allowed only when the activity is associated with an official University activity, or has received the approval of the Mall Events Committee, and when the permit holder is in compliance with all applicable federal, state, and local laws, ordinances, licensing and/or permitting. Such compliance shall be the responsibility of the permit holder and any required licenses and/or permits shall be prominently displayed on the booth or tables. Failure to comply shall be grounds for denial or withdrawal of a Commercial Activity Permit. In all events involving food, the request will be reviewed by the Student Union.


  11. Responsibilities of Vendors
    1. Be in possession of all permits and licenses required by federal, state, and local law or ordinance, and shall comply with any applicable federal, state, and local laws or ordinances; obtaining required permits and licenses and knowledge of the applicable laws are the responsibility of the vendors. Failure to be in possession of any required permit or license or to comply with any applicable law or ordinance shall be grounds for denial or withdrawal of a University Commercial Activity Permit.
    2. Must comply with all applicable university policies, procedures and rules and provide information about:
      1. The vendor's ability to back its claims and guarantees;
      2. The circumstances under which purchasers can return merchandise during and after the sale, including the name, address, and telephone number of the person who can accept a return and refund the purchase price;
      3. A copy of the permit; and
      4. Business liability insurance in an amount as prescribed by the University Risk Management and Safety Department.
    3. Special guarantees or disclaimers may be required on certain merchandise or goods, for example, genuine leather vs. imitation leather.


  12. Sponsoring Unit or Recognized Student Organization Responsibilities
    1. Ensures the presence of responsible member(s) of the sponsoring unit throughout the duration of the commercial activity to include set-up and take-down.
    2. Ensures that any sign identifying the vendor includes a sign of at least 3' x 4' identifying the sponsor.
    3. Sponsor must comply with all University policies, be in possession of all permits and licenses required by federal, state, and local law or ordinance, and shall comply with any applicable federal, state, and local laws or ordinances. (Obtaining of required permits and licenses and knowledge of the applicable law are the responsibility of the vendor). Failure to be in possession of any required permit or license or to comply with any applicable law or ordinance shall be grounds for denial or withdrawal of a Commercial Activity Permit.
    4. Secures a permit to conduct sponsored commercial activity on University property from the Mall Commercial Activity Coordinator utilizing the Sponsored Commercial Activity Request Form.
    5. Ensures the sponsoring unit or recognized student organization and vendor abide by the relevant and appropriate University policies, guidelines and rules governing the location, time and duration of the activity.


  13. Permits and Fees
    1. Sponsored commercial activity permits will be issued only to the sponsoring unit or recognized student organization.
    2. Sponsored commercial activity permits will be issued Monday through Friday, between the hours of 9:00 a.m. and 4:00 p.m. through the Mall Commercial Activity Coordinator.
    3. The vendor will be charged a fee for space use per day (payments can be made by check, money order, or cash to the Mall Commercial Activity Coordinator, unless the group is participating in an official university activity). The amount must be paid in advance and is non-refundable. The amount of the fee is subject to change annually.


  14. The Mall Commercial Activity Coordinator may make non-substantive changes to the wording of this document when such changes are required for clarity and do not affect the substance of the document. If one or more provisions of this document are declared inoperative or are otherwise voided, the remaining provisions shall remain in full force. The University's interpretation of these policies and regulations shall be binding on vendors and University sponsors.


  15. Violations
    1. The sponsoring unit or recognized student organizations which violates any of the provisions of the Sponsored Commercial Activity Guidelines may be denied approval of future requests for permission to use University property for activities that require such permission or may be otherwise restricted in their use of University property.
    2. In cases where violation of the provisions of the Sponsored Commercial Activity Guidelines results in infringement on other policies, rules or regulations published by the University, the Arizona Board of Regents, or Federal and State laws, the violating unit/ organization shall be subject to all applicable penalties.

 

Campus Use & Mall Scheduling

Important Guidelines to Individuals/Groups/University Departments Requesting Campus Use/Mall Reservations

  1. Space assignment will not be guaranteed until a completed Commercial and Campus/Mall Activity Request Form with all necessary signatures is submitted to the Mall Scheduling Office. Space availability is limited. Plan ahead!


  2. Two (2) calendar weeks from the initial receipt of applicable forms are required to complete the approval process.


  3. Amplification is allowed only between noon and 1:00 p.m. Monday through Friday; between 5:00 p.m. and 7:00 p.m. Monday through Thursday and at other times only with special advance approval from the Mall Scheduling Office. (Maximum allowable volume is 85 decibels.)


  4. Request Form does not order services, equipment, etc. from Facilities Management (621-3610), Parking and Transportation (621-3710), Student Union Dining Services (621-5736) or Risk Management (621-7691). Arrangements for services and payments must be made a minimum of ten (10) business days prior to your event with Facilities Management and a minimum of five (5) business days prior to your event with Parking and Transportation.


  5. Structures as defined in the Mall Guidelines (buildings, booths, tents, canopies, vehicles, trailers, fences, walls, or similar objects), may not be left up overnight unless approved in advance by the Campus Use Team. Structures are allowed only between 8 a.m. and 5 p.m. unless specifically approved as an exception in advance by the Campus Use Team. Call Facilities Management for blue staking at 621-3610. Note: Structures may not be set up nor may any staking occur on the mall between the Cactus Garden and Cherry Ave.


  6. If you need a tent or other equipment, the following vendors are familiar with the campus: Party Concepts (750-0550), Parties Plus (323-7121), AZ Party Rental
    (327-6678) and Party Express (322-9405).


  7. Please be advised that chairs and tables from the Student Union (patio areas, food court areas including outside and inside) are NOT to be used for mall events. Those tables and chairs are there for use by individuals doing business at the Student Union only. A mall event is not a Student Union event.


  8. If the event involves food and/or beverages, prior approval is required by the Dining Services Director at 621-5736.


  9. Two (2) calendar weeks prior to a commercial activity, samples of products, promotions, flyers, advertisements, bank(s) or other institution(s) credit card application(s) and other related items must be submitted to the Mall Scheduling Office for initial approval.


  10. If the event involves commercial activity copies of the vendor's business license should be attached to the Request Form. Individual vendor space is limited to a 10' x 15'area. Mall areas A and B are reserved for non-commercial activity. Sponsored commercial activity by one vendor shall not exceed a maximum of 5 times per semester on campus. Structures cannot be kept up overnight.


  11. VEHICLE ACCESS AND/OR PARKING ON THE CAMPUS AND THE MALL REQUIRES PRIOR APPROVAL. Access and/or parking on the central Mall is prohibited between 9:00 a.m. and 4:00 p.m. on school weekdays. Access and/or parking at other sections of the Mall is restricted. Please review your unloading and loading requirements with Parking and Transportation Services in order to obtain approval for vehicular access (621-3710). Arrange for your needs five (5) business days prior to the event. Parking on the grass area of the campus and Mall requires the further approval from the Campus Use & Mall Scheduling Office, Risk Management and Facilities Management.


  12. Large events, evening events and other certain events may require security. Call UAPD at 626-8007.


  13. In accordance with the Campus Use Policy, a sponsoring organization (recognized student organization or university department) banner or sign (minimum of 3' x 4') must be prominently displayed during the entire reserved period. In the case of a group(s) sponsoring commercial activity, the sponsoring group(s) banner or sign must be larger than the vendor's banner(s). Alcoholic beverage distributors or corporations must be in compliance with The University of Arizona Policy on Event Sponsorship by Alcoholic Beverage Corporation and Distributors. Contact 621-4608 for more information.


  14. Student organizations or university departments sponsoring commercial activity must have a representative on the mall during the scheduled activity.


  15. Tables, booths, tents, etc. must be a minimum of 6' from any curb to allow for wheelchair access.


  16. Sidewalks:
    1. Nothing may be placed on the mall sidewalks/pedestrian walkways.
    2. All power and water lines crossing other sidewalks must be secured.
      Anything over ½" diameter needs to be ramped.
    3. All other equipment including tables, chairs and other event related items must be on the grass.


  17. In the event that conditions on the campus/mall lawn sections are unusable for events due to inclement weather, Facilities Management will make the determination on campus/mall usage in advance and will advise the Mall Scheduling Office of such conditions and decision. The Mall Scheduling Office will either relocate or reschedule the event. Sponsoring groups are responsible for adherence to these guidelines and to all policies as noted in the Mall Guidelines and University Business Practices Guidelines: Sponsored Commercial Activity (available from Mall Scheduling in the Event Planning Office). Failure to follow any of these policies may limit your ability to use the mall in the future.

Questions? Phone (520) 626-2630, Student Union Memorial Center, 3rd Floor; Website: http://www.union.arizona.edu/mall/

Last update: Tuesday, October 12, 2004