Vending at Internal Events and Activities
Registered Student Organizations, Department Student Organizations, and George Mason Departments may host events that include vending sales conducted by external vendors by following the steps below.
What Classifies as an Internal Event and Activity with Vending?
Vending is the sale of any products, goods, food, beverages, services, and literature. All vending conducted on university property is subject to University Policy Number 1110: Vending Sales and Solicitations. Registered Student Organizations (RSOs), Department Student Organizations (DSOs), and George Mason Departments (Departments) organizing events with external vendors must receive approval from Student Centers in order for vending to occur. External vendors include for-profit entities, non-profit entities, SWaM organizations, Patriot Perks businesses, individuals, and current George Mason students. Jointly Organized vending events between a RSO, DSO, or Department and an external organization must follow the Vending at Internal Events and Activities procedures.The Vending at Internal Events and Activities procedures do not apply to:
- Events promoting businesses but not conducting onsite sales.
- Kiosk reservations with or without vending. Please see the guidelines listed on the Kiosk website.
- Fundraisers for RSOs, DSOs, or Departments where all funds are being deposited into the organization’s account. For more information, RSOs should visit the RSO HUB and DSOs/Departments should follow the relevant fiscal University policies.
- Externally organized events. Please refer to guidelines outlined by the space scheduler.
Responsibilities of the RSO/DSO/Department
It is the responsibility of the organizing RSO, DSO, or Department to:
- Follow all applicable policies, procedures, and guidelines.
- Reserve all event space through 25Live and work with the space scheduler to ensure the external vendor’s set-up is included in the event diagram.
- Ensure that products and services of external vendors do not conflict or compete with University services and/or exclusive contracts, which include but are not limited to:
- Bookstore (eCampus)
- Campustore (Rally House)
- Dining (Chartwells Higher Ed, Coke Vending Company, Canteen Vending Company, and Independent Food Contractors)
- Housing (Housing and Residence Life)
- Print and Mail (UPS and Cannon)
- Complete the Vending Approval Request Form.
- Ensure all external vendor required documentation and payment is submitted by the established due date. The event organizer will be included on all email communication between Student Centers and each external vendor. Failure to submit required documentation by the due date will result in the external vendor's ineligibility to vend at the event.
- Agree that if external vendor payment is not received at least two business days prior to the event reservation date, the RSO/DSO/Department will be charged via org code for the invoiced amount or will need to ensure the external vendor is no longer a part of the event. Failure to comply can result in the RSO/DSO/Department’s loss of event privileges for the current and/or following semester.
- Ensure that the external vendor’s set-up and take-down time occurs within the designated time established in the event reservation. External vendors may not vend outside of the event time and space.
Responsibilities of the External Vendor
It is the responsibility of the external vendor to:
- Complete a Vending Sales General Terms of Use Agreement via DocuSign and submit Certificate of Insurance which lists George Mason University as additionally insured or as the certificate holder at least five business days in advance of their reservation date.
- Apply and be added to the Approved Caterer List if intending to sell or distribute food. View information on how to become an Approved Caterer.
- Submit credit card or check payment two business days prior to the event reservation date, unless the RSO/DSO/Department has taken responsibility for payment.
- Once approved, have the provided Vending Approval Certificate accessible during the event.
- Coordinate parking arrangements for any vehicles with Parking Services.
- External vendors are responsible for coordinating unloading and loading of their supplies which follow campus vehicle regulations. Set-up and clean-up time must be included in the total event reservation time.
- Student Centers is not able to assist any external vendors with resolving any tickets and fines incurred from parking on campus.
- Recognize that they operate as an independent business entity and are NOT affiliated with George Mason University.
- Note that George Mason University does not endorse external vendors and assumes no responsibility for any goods or services purchased from the external organization.
- Indemnify, defend and hold harmless George Mason University from any liability, damage, expense, cause of action suits, claims, judgments, and costs of defense arising from injury to persons or personal property which arise out of any act, failure to act, or negligence of the organization, its agents, or employees. All personal property of the organization, its employee agents, licensees, servants, clients, members, guests, or trespassers, shall be at the sole risk of said parties. George Mason University shall not be liable to any such person or party for any damage or loss to personal property thereof.
Still Unsure?
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Vending Request Process
Step 1: Submit an event request via 25Live
The RSO/DSO/Department submits an event request through 25Live, securing event space.
Step: 2Complete the Vending Approval Form
Once the space request is approved, the RSO/DSO/Department submits the Student Centers Vending Approval Request Form, listing the organization, event, vendor, and payment method information.
Step 3: Provide the required documents
Upon receiving the Vending Approval Request Form submission, Student Centers emails each external vendor with the RSO/DSO/Department cc’ed outlining the responsibilities and required documentation which must be submitted at least five business days in advance of their reservation date.
Step 4: Complete the Vending Agreement
Each external vendors must complete a Vending Sales General Terms of Use Agreement via DocuSign and submit Certificate of Insurance which lists George Mason University as additionally insured or as the certificate holder at least five business days in advance of their reservation date. External vendors intending to sell or distribute food must apply and be added to the Approved Caterer List prior to inclusion on the Vending Approval Request Form. For more information on how to become an Approved Caterer click here.
Step 5: Wait for review and approval
Student Centers reviews the submitted external vendor documentation. Upon approval, Student Centers emails the invoice to the indicated party responsible for payment. Student Centers will contact the external vendor regarding missing or substandard documentation.
Step 6: Submit payment and receive final approval
Payment must be submitted by credit card or check at least two business days prior to the event reservation date. Upon payment submission, the external vendor will be emailed, and the space organizer, the Vending Approval Certificate, which Student Centers staff may request to review during the event. This completed the vending approval process.
* For Jointly Organized events, the event organizer may collect all Vending Sales General Terms of Use Agreements via DocuSign and Certificate of Insurances for all external vendors which are then to be submitted to Student Centers at least five business days prior to the event for approval. Upon review, Student Centers will then send Vending Approval Certificates for each vendor. This will conclude the approval process as each external vendor does not need to submit payment as the space use fee is covered by the contract coordinated by the space scheduler with the event organizer.
Payment Information
For-Profit Vendors
$100 per external vendor per event.
Non-Profit Vendors
SWaM Organizations, and Patriot Perks Businesses: $75 per external vendor per event.
Current George Mason Student Vendors
$25 per external vendor per event.
Jointly Organized Events
Half of the external rental fee.
Additional Payment Information
- Payment is nonrefundable, however is transferable in the case of a rescheduled event date. The external vendor being included on the Vending Approval Request Form indicates that the External Vendor meets all vending requirements, can produce the required documentation, and if indicated as the party responsible for payment, will submit payment.
- Accepted payment methods include MasterCard or Visa paid through the online credit card system, check, or University org code (internal organizations only).
- External vendors responsible for payment must submit credit card or check payment one business day prior to the event reservation date.
FAQ
How do I obtain a Certificate of Insurance?
External vendors must submit Certificate of Insurance which lists George Mason University as additionally insured or as the certificate holder. View information on purchasing TULIP (Special Event Insurance) here.
How do I become an Approved Caterer?
External vendors intending to sell or distribute food must apply and be added to the Approved Caterer List prior to inclusion on the Vending Approval Request Form in order to vend at an event. Click here for information on how to become an Approved Caterer.