Interested in Participating at ASUCI Vendor Fair
We will be accepting applications at select times throughout the year. Applications will be evaluated and a number of vendors will be chosen to participate. ASUCI hosts three Vendor Fairs during each academic year.
Selections will be based on, but limited to, desirability of items (both hand-crafted and manufactured), originality of the product(s), price-point of items, student feedback, customer service, retention, and timeliness in meeting application requirements. Along with photos of your products (not optional), feel free to include samples of your merchandise with your application. Please note that as the above criteria will be used as a guideline for selection, all vendors are invited to participate at the sole discretion of ASUCI.
A variety of booth spaces will be available with sizes starting at 10’ x 10’. Requests for spaces will be selected during the application process under Booth Information and will be accommodated based on availability. Subletting or sharing of booth space(s) amongst vendors is prohibited; one application per assigned space(s) only.
Please read the updated Vendor Fair Policy prior to submitting your application online.
In order to be considered for the ASUCI Vendor Fair your application and all required documents must be received prior to the applicable deadlines listed below. ALL BALANCES MUST BE PAID IN FULL two weeks prior to the beginning of the Vendor Fair (unless otherwise noted by the University). Unpaid balances will result in cancellation of your space reservation. No exceptions will be made. Vendors will be emailed with payment instructions once their application has been accepted and paperwork has been approved by all departments.
The ONLY acceptable form of payment is credit card. A receipt will be sent to you after the transaction is processed. No other forms of payment are acceptable, no exceptions.
PARKING MUST BE PURCHASED THROUGH UCI TDS AND IS THE RESPONSIBILITY OF THE VENDOR. Please visit the following link to purchase your weekly pass: https://apps.parking.uci.edu/parkbyplate/s/vehicle.cfm
If you have any questions or need additional information, please e-mail at vendorfair@asuci.uci.edu.
2024-2025 Vendor Fair team
UCI students are the primary customers for our Vendor Fairs, with some being themed. Fairs run Monday through Friday.
The 2024-2025 dates are:
| VENDOR FAIR DATES | APPLICATION DUE BY | REQUIRED DOCUMENTS AND PAYMENT DUE BY |
| November 4-8, 2024 | September 8, 2024 | October 20, 2024 |
| February 10-14, 2025 | December 15, 2024 | January 26, 2025 |
| May 5-9, 2025 | March 9, 2025 | April 20, 2025 |
*APPLICATIONS NOT RECEIVED BY THE DUE DATE WILL NOT BE CONSIDERED FOR ANY REASON.
Contact Information/Questions:
2024-2025 Vendor Fair team
vendorfair@asuci.uci.edu
If you are a food/beverage/concessions vendor: You will be required to provide additional information and documentation. A list of these items can be found in the apply tab under the heading “ADDITIONAL DOCUMENTS – FOOD VENDORS.” Please review the Vendor Policy for more information. The process can take up to 10 weeks.
General Information and Pricing
RATES AND ADDITIONAL CHARGES:
All rates are good for the entire week, Monday through Friday. Please thoroughly review our Vendor Fair Policy for additional information.| 10’ x 10’ | $350 |
| 10’ x 20’ | $475 |
| 10’ x 30’ | $600 |
| 10’ x 40’ | $650 |
| 10’ x 50’ | $700 |
| 10’ x 10’ – UCI Student Only (restrictions apply) | $250 |
Any booth size above a 10’ x 20’ are limited and NOT guaranteed; first-come, first-serve. Max booth size is 10’ x 50’.
Food/Beverage/Concession vendors spacing and cost may vary based on University-directed set-up.
EQUIPMENT
To receive discounted pricing, request equipment up to 2 weeks prior to the Vendor Fair. The request may also be made during the application process. All requests thereafter are not guaranteed to be fulfilled and a late register pricing will apply. Requests made the week of the Vendor Fair will be subjected to an additional $25.00 fee. All rates are weekly. Prices are subject to change as well as policies for equipment rental from the third-party vendor. Equipment quantities are limited. If you need to rent canopy weights, please note this in your request.Friendly Reminder
- 10×10 canopies must have a minimum 40lbs of weight on each of the corners, totaling a160lbs.
- 10×20 and larger canopies must have a minimum of 50lbs of weight on each of the corners, collective total weight minimum 200lbs. You may add weight onto the middle posts of your canopies but there must be a minimum of 50lbs on each outside corner.
| Equipment | Pre-Register Cost | Late Register Cost |
| Table and 2 Chairs | $50.00 | $100.00 |
| Additional Chairs (each) | $5.00 | $10.00 |
| Canopy Weights | $50.00 | $100.00 |
**PRICES SUBJECT TO CHANGE**
SELECTION CRITERIA:
Vendors will be required to have a California Seller’s Permit and commercial liability insurance. In addition Worker compensation, commercial auto and/or Health Permit may be required if applicable. Participation of food/beverage/concession vendors is limited by University Policy and will be considered on a case-by-case basis. Please review the Vendor Fair Policy for more information. Vendors are invited to participate in the Vendor Fair at the sole discretion of ASUCI.The criteria for selection of vendors include, but are not limited to:
Multiple UCI department approvals are required for vendors to be deemed eligible for participation in the ASUCI Vendor Fair. While final vendor selection will be made by ASUCI, all department regulations must be met and followed in order to participate as a vendor.
DIRECTIONS AND PARKING:
BOOTH SPACES
-
- No booth space requests are guaranteed
- Location requests are welcome but are not guaranteed to be accommodated.
- The University reserves the right to change booth spaces at their own discretion as well as place vendors in specified locations.
- Relocation requests will not be accommodated.
Understanding What You Need (and Need to Know) to Apply
EQUIPMENT:
Here is a quick reference of equipment both required and suggested for the ASUCI Vendor Fair. While rentals can be ordered after applying, items are first come first serve, so it is best to request rentals when submitting your application.
- Canopies are recommended but not required to participate in the event and are not available to rent.
- All canopies must be weighted on all four corners. A limited number of weights will be available to rent. Canopy weight rental pricing and general explanations can be found in the General Information tab
- 10×10 canopies must have a minimum 40lbs of weight on each of the corners, totaling a160lbs.
- 10×20 and larger canopies will require more weight per canopy leg, depending on the size of the canopy. More information on this coming soon! Click here for a link to some 50lb capacity bags as an example of an appropriate size/weight for each canopy leg.
- Tables and chairs will not be provided as part of your booth reservation.Tables and chairs are available to rent. Rental pricing can be found on the General Information tab.
- Food vendors will be held to more requirements, one of which is a hand-washing station. Hand-washing stations will not be available to rent. More information regarding food service requirements will be provided from UCI EH&S upon acceptance of your application.
DOCUMENTS:
Several documents need to be submitted and approved by several UCI departments in order to participate in this event. Please be ready to upload the following documents that will be required of ALL PARTICIPATING VENDORS.
- Valid Seller’s Permit. Be ready to upload your Seller’s Permit when applying to participate in the event. Not sure what this is? Details on the Seller’s Permit and how to obtain one are located on theSellers Permit & Vendor Insurance tab.
- Valid Commercial Certificate of General Liability (or COI) matching the sample COI found here.Be ready to upload your COI when applying to participate in the event. Details on the requirements and limits are located on the Sellers Permit & Vendor Insurance tab.
- Valid Commercial Auto COI is required to drive onto the event site, Ring Road. Please be ready to upload your Commercial Auto COI (or have your coverage represented on your General Liability COI) when applying to participate in the event. Details on the COI requirements and limits are located on the Sellers Permit & Vendor Insurance tab.
- Valid Workers Compensation (or WC) COI will be required for any persons staffing the booth who are non-owners. Be ready to upload your WC COI (or have your coverage represented on your General Liability COI) when applying to participate. Details on the COI requirements and limits are located on the Sellers Permit & Vendor Insurance tab.
- A UCI Vendor Agreement is required to participate in the event. To complete your Vendor Agreement ahead of applying please visit the link HERE.
ADDITIONAL DOCUMENTS – FOOD VENDORS:
Food vendors will be asked to provide additional documentation to be reviewed by UCI Dining and Environmental Health & Safety departments prior to approval. **NOTE** These documents DO NOT need to be submitted at the time of your application. But it is best to have them ready as they will be requested soon after. These documents include the following.
- 3rd Party Food Vendor Temporary Food Permit. REMEMBER to note if you will be bringing refrigeration, sampling, or cooking with electrical or open flame. PLEASE HAVE BACK UP PLANS! Electrical is extremely limited and no equipment is available to rent. Also, ensure you submit a readable (scanned .PDF) version of this permit that includes all 3 pages.
- Health Permit
- Booth Set-Up/Footprint Plan
Are you ready to apply?
Seller’s Permit
The ASUCI Vendor Fair follows strict policies that are expected to be upheld by participating vendors. Each vendor is required to have a valid sellers permit/business license before applying to become an on campus vendor.
Things to Remember:
- Operating/Seller’s Name must match the listing on all of your other documents.
- Consider including a DBA or “Doing Business As” on your Seller’s Permit, especially if your Seller’s Permit is in your personal name.
- Seller’s Permits will be verified with the State of California before applications are approved. SAMPLE Sellers Permit
If you have any questions please do not hesitate to give our office a call or email.
Click the following link for information on obtaining a Seller’s Permit: https://www.cdtfa.ca.gov/taxes-and-fees/faqseller.htm
Vendor Insurance
Event Liability
All vendors are required to hold General Event Liability Insurance or overall Liability Insurance. If you currently have such insurance, please review your policy to ensure that it matches the University requirements.
- Vendors must meet University limits and stipulations on their policy. Limits are NON-NEGOTIABLE.
- Depending on the activity of the vendor or selling item, the University may request additional coverage.
- The University requires the below stipulations for ALL vendors at minimum.
Requirements
Need a visual Aid? COI Sample – Annotated
Questions?
For questions regarding, please contact:
Chris Richmond
UCI Risk Services
(949)824-65 10
2024-2025 Vendor Fair Commissioner
Pragati Muthuselvan
Hello!! My name is Pragati Muthuselvan, and I am currently a second year Biological Sciences major. Having never been involved in ASUCI before, I am excited to step into the role of Vendor Fair Commissioner for 2024-25. I am eager to embrace this opportunity to contribute to our community, create meaningful connections, and gain valuable experience.
As your Vendor Fair Commissioner, I am committed to ensuring that our vendor fairs are vibrant, diverse, and enriching for all attendees. I look forward to collaborating with fellow students, vendors, and the ASUCI team to bring exciting events that cater to our diverse interests and needs.
This role represents a significant chance for me to learn new skills, engage with various aspects of event planning, and understand the logistics behind organizing successful fairs. I am enthusiastic about the journey ahead and confident that together, we can make the upcoming year remarkable.
I can’t wait to experience and learn new things alongside everyone!
Contact Information:
E-Mail: vendorfair@asuci.uci.edu | pmuthuse@uci.edu
Office Hours: TBD
Vendor Fair Supplemental File Upload
If you have any additional files to include with your application, please use this form. As a reminder, the required documents needed to participate are as follows: CA Seller's Permit, Certificate of General Liability, UCI Vendor Agreement, Photos of Signage and Photos of Merchandise
"*" indicates required fields
Interested in Participating at ASUCI Vendor Fair
We will be accepting applications at select times throughout the year. Applications will be evaluated and a number of vendors will be chosen to participate. ASUCI hosts three Vendor Fairs during each academic year.
Selections will be based on, but limited to, desirability of items (both hand-crafted and manufactured), originality of the product(s), price-point of items, student feedback, customer service, retention, and timeliness in meeting application requirements. Along with photos of your products (not optional), feel free to include samples of your merchandise with your application. Please note that as the above criteria will be used as a guideline for selection, all vendors are invited to participate at the sole discretion of ASUCI.
A variety of booth spaces will be available with sizes starting at 10’ x 10’. Requests for spaces will be selected during the application process under Booth Information and will be accommodated based on availability. Subletting or sharing of booth space(s) amongst vendors is prohibited; one application per assigned space(s) only.
Please read the updated Vendor Fair Policy prior to submitting your application online.
In order to be considered for the ASUCI Vendor Fair your application and all required documents must be received prior to the applicable deadlines listed below. ALL BALANCES MUST BE PAID IN FULL two weeks prior to the beginning of the Vendor Fair (unless otherwise noted by the University). Unpaid balances will result in cancellation of your space reservation. No exceptions will be made. Vendors will be emailed with payment instructions once their application has been accepted and paperwork has been approved by all departments.
The ONLY acceptable form of payment is credit card. A receipt will be sent to you after the transaction is processed. No other forms of payment are acceptable, no exceptions.
PARKING MUST BE PURCHASED THROUGH UCI TDS AND IS THE RESPONSIBILITY OF THE VENDOR. Please visit the following link to purchase your weekly pass: https://apps.parking.uci.edu/parkbyplate/s/vehicle.cfm
If you have any questions or need additional information, please e-mail at vendorfair@asuci.uci.edu.
2024-2025 Vendor Fair team
UCI students are the primary customers for our Vendor Fairs, with some being themed. Fairs run Monday through Friday.
The 2024-2025 dates are:
| VENDOR FAIR DATES | APPLICATION DUE BY | REQUIRED DOCUMENTS AND PAYMENT DUE BY |
| November 4-8, 2024 | September 8, 2024 | October 20, 2024 |
| February 10-14, 2025 | December 15, 2024 | January 26, 2025 |
| May 5-9, 2025 | March 9, 2025 | April 20, 2025 |
*APPLICATIONS NOT RECEIVED BY THE DUE DATE WILL NOT BE CONSIDERED FOR ANY REASON.
Contact Information/Questions:
2024-2025 Vendor Fair team
vendorfair@asuci.uci.edu
If you are a food/beverage/concessions vendor: You will be required to provide additional information and documentation. A list of these items can be found in the apply tab under the heading “ADDITIONAL DOCUMENTS – FOOD VENDORS.” Please review the Vendor Policy for more information. The process can take up to 10 weeks.
General Information and Pricing
RATES AND ADDITIONAL CHARGES:
All rates are good for the entire week, Monday through Friday. Please thoroughly review our Vendor Fair Policy for additional information.| 10’ x 10’ | $350 |
| 10’ x 20’ | $475 |
| 10’ x 30’ | $600 |
| 10’ x 40’ | $650 |
| 10’ x 50’ | $700 |
| 10’ x 10’ – UCI Student Only (restrictions apply) | $250 |
Any booth size above a 10’ x 20’ are limited and NOT guaranteed; first-come, first-serve. Max booth size is 10’ x 50’.
Food/Beverage/Concession vendors spacing and cost may vary based on University-directed set-up.
EQUIPMENT
To receive discounted pricing, request equipment up to 2 weeks prior to the Vendor Fair. The request may also be made during the application process. All requests thereafter are not guaranteed to be fulfilled and a late register pricing will apply. Requests made the week of the Vendor Fair will be subjected to an additional $25.00 fee. All rates are weekly. Prices are subject to change as well as policies for equipment rental from the third-party vendor. Equipment quantities are limited. If you need to rent canopy weights, please note this in your request.Friendly Reminder
- 10×10 canopies must have a minimum 40lbs of weight on each of the corners, totaling a160lbs.
- 10×20 and larger canopies must have a minimum of 50lbs of weight on each of the corners, collective total weight minimum 200lbs. You may add weight onto the middle posts of your canopies but there must be a minimum of 50lbs on each outside corner.
| Equipment | Pre-Register Cost | Late Register Cost |
| Table and 2 Chairs | $50.00 | $100.00 |
| Additional Chairs (each) | $5.00 | $10.00 |
| Canopy Weights | $50.00 | $100.00 |
**PRICES SUBJECT TO CHANGE**
SELECTION CRITERIA:
Vendors will be required to have a California Seller’s Permit and commercial liability insurance. In addition Worker compensation, commercial auto and/or Health Permit may be required if applicable. Participation of food/beverage/concession vendors is limited by University Policy and will be considered on a case-by-case basis. Please review the Vendor Fair Policy for more information. Vendors are invited to participate in the Vendor Fair at the sole discretion of ASUCI.The criteria for selection of vendors include, but are not limited to:
Multiple UCI department approvals are required for vendors to be deemed eligible for participation in the ASUCI Vendor Fair. While final vendor selection will be made by ASUCI, all department regulations must be met and followed in order to participate as a vendor.
DIRECTIONS AND PARKING:
BOOTH SPACES
-
- No booth space requests are guaranteed
- Location requests are welcome but are not guaranteed to be accommodated.
- The University reserves the right to change booth spaces at their own discretion as well as place vendors in specified locations.
- Relocation requests will not be accommodated.
Understanding What You Need (and Need to Know) to Apply
EQUIPMENT:
Here is a quick reference of equipment both required and suggested for the ASUCI Vendor Fair. While rentals can be ordered after applying, items are first come first serve, so it is best to request rentals when submitting your application.
- Canopies are recommended but not required to participate in the event and are not available to rent.
- All canopies must be weighted on all four corners. A limited number of weights will be available to rent. Canopy weight rental pricing and general explanations can be found in the General Information tab
- 10×10 canopies must have a minimum 40lbs of weight on each of the corners, totaling a160lbs.
- 10×20 and larger canopies will require more weight per canopy leg, depending on the size of the canopy. More information on this coming soon! Click here for a link to some 50lb capacity bags as an example of an appropriate size/weight for each canopy leg.
- Tables and chairs will not be provided as part of your booth reservation.Tables and chairs are available to rent. Rental pricing can be found on the General Information tab.
- Food vendors will be held to more requirements, one of which is a hand-washing station. Hand-washing stations will not be available to rent. More information regarding food service requirements will be provided from UCI EH&S upon acceptance of your application.
DOCUMENTS:
Several documents need to be submitted and approved by several UCI departments in order to participate in this event. Please be ready to upload the following documents that will be required of ALL PARTICIPATING VENDORS.
- Valid Seller’s Permit. Be ready to upload your Seller’s Permit when applying to participate in the event. Not sure what this is? Details on the Seller’s Permit and how to obtain one are located on theSellers Permit & Vendor Insurance tab.
- Valid Commercial Certificate of General Liability (or COI) matching the sample COI found here.Be ready to upload your COI when applying to participate in the event. Details on the requirements and limits are located on the Sellers Permit & Vendor Insurance tab.
- Valid Commercial Auto COI is required to drive onto the event site, Ring Road. Please be ready to upload your Commercial Auto COI (or have your coverage represented on your General Liability COI) when applying to participate in the event. Details on the COI requirements and limits are located on the Sellers Permit & Vendor Insurance tab.
- Valid Workers Compensation (or WC) COI will be required for any persons staffing the booth who are non-owners. Be ready to upload your WC COI (or have your coverage represented on your General Liability COI) when applying to participate. Details on the COI requirements and limits are located on the Sellers Permit & Vendor Insurance tab.
- A UCI Vendor Agreement is required to participate in the event. To complete your Vendor Agreement ahead of applying please visit the link HERE.
ADDITIONAL DOCUMENTS – FOOD VENDORS:
Food vendors will be asked to provide additional documentation to be reviewed by UCI Dining and Environmental Health & Safety departments prior to approval. **NOTE** These documents DO NOT need to be submitted at the time of your application. But it is best to have them ready as they will be requested soon after. These documents include the following.
- 3rd Party Food Vendor Temporary Food Permit. REMEMBER to note if you will be bringing refrigeration, sampling, or cooking with electrical or open flame. PLEASE HAVE BACK UP PLANS! Electrical is extremely limited and no equipment is available to rent. Also, ensure you submit a readable (scanned .PDF) version of this permit that includes all 3 pages.
- Health Permit
- Booth Set-Up/Footprint Plan
Are you ready to apply?
Seller’s Permit
The ASUCI Vendor Fair follows strict policies that are expected to be upheld by participating vendors. Each vendor is required to have a valid sellers permit/business license before applying to become an on campus vendor.
Things to Remember:
- Operating/Seller’s Name must match the listing on all of your other documents.
- Consider including a DBA or “Doing Business As” on your Seller’s Permit, especially if your Seller’s Permit is in your personal name.
- Seller’s Permits will be verified with the State of California before applications are approved. SAMPLE Sellers Permit
If you have any questions please do not hesitate to give our office a call or email.
Click the following link for information on obtaining a Seller’s Permit: https://www.cdtfa.ca.gov/taxes-and-fees/faqseller.htm
Vendor Insurance
Event Liability
All vendors are required to hold General Event Liability Insurance or overall Liability Insurance. If you currently have such insurance, please review your policy to ensure that it matches the University requirements.
- Vendors must meet University limits and stipulations on their policy. Limits are NON-NEGOTIABLE.
- Depending on the activity of the vendor or selling item, the University may request additional coverage.
- The University requires the below stipulations for ALL vendors at minimum.
Requirements
COMMERCIAL GENERAL LIABILITY
$1,000,000 Each Occurrence
$100,000 Damage to Rented Premises
$5,000 Medical Expense (any one person)
$1,000.000 Personal & Advertising Injury
$2,000,000 General Aggregate (for comprehensive general liability and property damage covering activities for general use of University Properties)
$2,000,000 Products Completed Operations
$100,000 Fire Damage (any one fire)
COMMERCIAL AUTO LIABILITY*
$1,000,000 Combined Single Limit
* ONLY those vendors whom have included the Commercial Auto Liability $1MM Combined Single Limit minimum into their Certificate of Insurance are allowed to drive onto University property. Otherwise, vendors must park in the parking structure/lot and cart/walk items to the Vendor Fair location. If at any point during the Fair this stipulation is not followed, the vendor will be asked to provide this coverage and will not be allowed to return to the Fair until then. Future Fair participation may be jeopardized.
WORKERS’ COMPENSATION & EMPLOYERS’ LIABILITY – MANDATORY
$1,000,000.00 Statutory Limits – WORKERS’ COMPENSATION
$1,000,000.00 EMPLOYERS’ LIABILITY
Please include on your insurance the Certificate Holder Information exactly as shown below:
Description of Operations/Locations/Vehicles information must read:
The Regents of the University of California are Additional Insured.
Certificate Holder Information exactly as shown below:
The Regents of the University of California
Attn: Student Center & Event Services
UCI Student Center & Event Services
A-311 Student Center
Irvine, CA 92697-2050
949-824-5252
reserver@uci.edu
The UNIVERSITY shall be furnished with a Certificate of Insurance naming THE REGENTS OF THE UNIVERSITY OF CALIFORNIA as ADDITIONAL INSURED in the additional remakes box above the Certificate Holder Information.
Need a visual Aid? COI Sample – Annotated
Questions?
For questions regarding, please contact:
Chris Richmond
UCI Risk Services
(949)824-65 10
2024-2024 Vendor Fair Commissioner
Pragati Muthuselvan
Hello!! My name is Pragati Muthuselvan, and I am currently a second-year Biological Sciences major. Having never been involved in ASUCI before, I am excited to step into the role of Vendor Fair Commissioner for 2024-25. I am eager to embrace this opportunity to contribute to our community, create meaningful connections, and gain valuable experience.
As your Vendor Fair Commissioner, I am committed to ensuring that our vendor fairs are vibrant, diverse, and enriching for all attendees. I look forward to collaborating with fellow students, vendors, and the ASUCI team to bring exciting events that cater to our diverse interests and needs.
This role represents a significant chance for me to learn new skills, engage with various aspects of event planning, and understand the logistics behind organizing successful fairs. I am enthusiastic about the journey ahead and confident that, together, we can make the upcoming year remarkable.
I can’t wait to experience and learn new things alongside everyone!
Contact Information:
E-Mail: vendorfair@asuci.uci.edu
Office Hours: TBD
Vendor Fair Supplemental File Upload
If you have any additional files to include with your application, please use this form. As a reminder, the required documents needed to participate are as follows: CA Seller's Permit, Certificate of General Liability, UCI Vendor Agreement, Photos of Signage and Photos of Merchandise
"*" indicates required fields