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Dear Interested Vendors,

I would like to invite you to submit the application on the ASUCI Vendor Fair website for our upcoming Vendor Fairs in 2022-2023!

**PLEASE NOTE THERE ARE POLICY CHANGES FOR THE VENDOR FAIR: Vendor Fair Policy.

We will be accepting applications, screening them, and selecting vendors to participate in our Vendor Fair at various times throughout the year.

Our selections will be based on, but limited to, the desirability of items (both hand-crafted and manufactured), originality of the product(s), price-point of items, student feedback, customer service policies, retention, and timeliness/deadline meeting of application. 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.

We have a variety of booth spaces available, including 10’ x 10’, 10’ x 20’, and 10’ x 30’. Requests for larger spaces must be submitted to the Vendor Fair Coordinator at vendorfair@asuci.uci.edu as well as noted on the application due to availability. Subletting or sharing of booth space(s) amongst vendors is prohibited; one application per assigned space(s) only.

Please submit your application online after reading through the updated Vendor Fair Policy. The application must be received in our offices prior to all given deadlines along with ALL DOCUMENTS. If we do not receive ALL materials by the application deadline, you will not be able to participate in the Vendor Fair.  ALL PAYMENTS must be received two weeks prior to the beginning of the Vendor Fair (unless otherwise noted by the University) or the vendor will not be allowed to participate and space will be cancelled, no exceptions will be made. Invoices will be emailed automatically after approval. Payment will not be accepted during the week of Vendor Fair. The ONLY acceptable form of payment is credit card and invoice for payment will be sent via Square. A receipt will be sent to you after the transaction has been taken. 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.

2022-2023 Vendor Fair team

UCI students are the primary customers for our Vendor Fairs. Fairs are held once to twice each Quarter, Monday through Friday, with some being themed.
The 2022-2023 dates are:

VENDOR FAIR DATESAPPLICATION DUE BYPAYMENT DUE BY
Oct 31, 2022 – Nov 4, 2022Sep 19, 2022Oct 17, 2022
Feb 13-17, 2023Jan 2, 2023Jan 30, 2023
May 8-12, 2023March 27, 2023Apr 24, 2023

IF APPLICATIONS ARE NOT RECEIVED BY DUE DATE, APPLICATIONS WILL NOT BE ACCEPTED AND WILL BE CLOSED

Contact Information/Questions:

2022-2023 Vendor Fair team
vendorfair@asuci.uci.edu

If you are a food/beverage/concessions vendor: You MUST BE cleared through the university protocols for further consideration. Please review the Vendor Policy for more information. The process can take up to 8-10 weeks to process.

For those Interested in UC Irvine Vendor Fair Mailing List: click here

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 30’ 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 pre-register pricing, you may request equipment up to 2 weeks prior to the Vendor Fair. All requests thereafter and up to the Wednesday prior to the Vendor Fair 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 fees and equipment will be removed daily and re-set the next day. Prices are subject to change as well as policies for equipment rental from the third-party vendor.

EquipmentPre-Register CostLate Register Cost
Table and 2 Chairs$50.00$100.00
Additional Chairs (each)$5.00$10.00

TO ORDER THE WEEK OF THE VENDOR FAIR, PLEASE CALL 949-351-7736 OR VISIT THE STUDENT CENTER AND EVENT SERVICES OFFICE DIRECTLY. ASUCI WILL NOT BE ABLE TO ACCOMMODATE WEEK–OF REQUESTS.
**PRICES SUBJECT TO CHANGE**

SELECTION CRITERIA:

Vendor Fairs are for vendors who have a California Seller’s Permit, commercial liability insurance, and/or Health Permit. Special consideration will be taken for food/beverage/concession vendors as a case-by-case only; these vendors will be STRICTLY limited to participation. 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:

  • Desirability of the items or product
  • Originality of the items or product
  • Past performance during previous Vendor Fairs
  • Price point of items
  • Number of vendors selling similar items
  • Student feedback
  • Timeliness of application

DIRECTIONS AND PARKING:

  • 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
  • Parking is not included in the price of the booth, but as an additional fee.
  • The Student Center Parking Structure and Lot 1 are the closest areas for vendor parking. Please see Parking for a map of lots.
  • Map of UCI Main Campus.

BOOTH SPACES

Booth spaces are NOT guaranteed and can ONLY be requested.

    • ASUCI and the Vendor Fair will do its best to accommodate requests, but cannot guarantee requested spaces.
    • ASUCI reserves the right to change booth spaces at their own discretion as well as place vendors in specified booths.
    • Spacing is not guaranteed until the first day of the Vendor Fair.
    • Vendors may not move spaces during the Fair unless given permission to by ASUCI and the Student Center & Event Services.

MAILING LIST:

If you would like to be added to the ASUCI Vendor Fair e-mailing list, please send us an e-mail with your:

  • Name
  • E-mail Address
  • Phone Number
  • Product Description

Open until March 27, 2023 at 11.59p. This is for the May 8-12, 2023 Fair.

Vendor Fair

Vendor Fair

You must agree to ALL of the terms below before continuing.

Agreeing to the terms below constitutes you have read and agree to the Vendor Fair Policy

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You will need to complete the UCI Vendor Agreement to complete the application process. You can find the form at this link, print, complete, scan, and send it with this form.

    1. Vendor Agreement (Please click to print and send in/upload with application and permits/insurance)
    2. Application
    3. CA Seller’s Permit
    4. Tenant Event Liability Insurance/Certificate of Liability/Additional Documents if a Food/Beverage/Concessions Vendor
    5. Photos of all items being sold
    6. Photos of booth signage
    7. Payment
    8. Reserve Parking and/or Equipment
Only vendors that provide a copy of their CA Sellers Permit and Certificate of Liability Insurance, as well as any additional permits and documents requested, will be considered for the Vendor Fair. Previously submitted copies are not saved and must be re-submitted for each Vendor Fair. It is mandatory that photos of merchadise and signage are included.

The Vendor Fair is a rain or shine event. No refunds will be provided due to any type of weather conditions.

Applications may be withdrawn for a full refund if notice is provided in writing no less than five (5) business days prior to the start of the Vendor Fair. All withdrawals after this date will not receive a refund and a credit will be made for a future Fair. No refunds will be given for any other cause, such as, but not limited to, amount of vendor sales and/or space location.

You must remain in the space you have been assigned, unless you are re-assigned by the Vendor Fair Coordinator. You MUST keep ALL items within the space provided for you. If you move your space without permission from the Vendor Fair Coordinator, you may be subject to removal from the Fair and future Fairs. Please note that your booth may only extend 10 feet from the edge of Ring Mall Road.

No amplified sound may exceed levels that are audible 10 feet outside of your assigned space. This policy will be enforced at all times during the week.

Space preferences may be submitted, but will not necessarily be accommodated and/or guaranteed.

Per University regulations, no vehicles may be on Ring Mall Road from 8:00 am to 6:00 pm.

Load-in may occur from 6:00 am – 8:00 am each day, and load out is from 6:00 pm – 7:30 pm each day. Cars on Ring Mall Road outside of these hours may be ticketed and towed by UCI Parking and Transportation at the owner’s expense. Vendors who park in parking spots, reserved spots, and/or zones that are not designated for loading and unloading will be ticketed as enforced by UCI Parking and Transportation at the owner’s expense. Per University regulations, no vehicles may be on Ring Mall Road from 8:00 am to 6:00 pm.

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, no exceptions. Otherwise, vendors must park in the parking structure/lot and cart/walk items to the Vendor Fair location.

No oversize vehicles are allowed. You must purchase a specialized permit if needed. Please see the Vendor Fair Policy.

If you need a parking permit, you must purchase 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

Prohibited items include, but are not limited to: weapons, beauty products, textbooks, discounted tickets, information-only, donations, food trucks, alcohol, and UC Irvine trademark merchandise.

Vendors selling food/beverage/concession products must adhere to the application process of the University. This process can take 8-10 weeks minimum.

The number of food vendors allowed to participate in each Vendor Fair is strictly limited by the University and each selected is up to the sole discretion of the University and ASUCI. Due to the sheer number of food/beverage/concession vendor applications per cycle, the selection criteria may consist of, but is not limited to what is already stated in the Vendor Fair Policy Document with no guarantee of returning to future Vendor Fair events. ASUCI and the University reserves the right to reject any vendor at their discretion.

Professional conduct is expected of all of our vendors. ASUCI reserves the right to refuse future applications from vendors who do not conduct themselves appropriately.

ALL PAYMENTS must be received prior to the payment due date (unless otherwise noted by the University) or the vendor will not be allowed to participate and space will be cancelled, no exceptions will be made.

Payment will not be accepted during the week of Vendor Fair. The ONLY acceptable form of payment is credit card and invoice for payment will be sent via Square.

Vendor Insurance Information

The University requires the below stipulations for ALL vendors at minimum:

COMMERCIAL GENERAL LIABILITY

$1,000,000               Each Occurrence
$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
$1,000.000               Personal & Advertising Injury
$100,000                   Fire Damage (any one fire)
$5,000                       Medical Expense (any one person) 

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

$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:

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.

For questions regarding, please contact:
Dominic Beltran at vendorfair@asuci.uci.edu

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.

There are many options possible in obtaining a permit online. The links below will direct you to the appropriate sites in obtaining a sellers permit. If you have any questions please do not hesitate to give our office a call or email.

Good luck with your future endeavors!

Please see the following link for information on obtaining a business license.

https://www.cdtfa.ca.gov/taxes-and-fees/faqseller.htm

Vendor Insurance

Event Liability

All vendors will now be required to hold Tenant User Event Liability Insurance or overall Liability Insurance. If you currently have such insurance, please review your policy to ensure that it matches the requirement for Tenant User Event Liability Insurance that is now required  by the University. 

  • You may already have your own insurance companies, so Marsh is an alternative option for you should you not already have insurance or are unable to obtain the required insurance from your own provider.
  • If you currently have such insurance, please be sure to review your current policy to ensure that it matches the requirement for Tenant User Event Liability Insurance that is now required to have by the University below. Depending on the activity of the vendor or selling item, the University may request additional coverage.

Requirements

The University requires the below stipulations for ALL vendors at minimum:

COMMERCIAL GENERAL LIABILITY

$1,000,000               Each Occurrence
$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
$1,000.000               Personal & Advertising Injury
$100,000                   Fire Damage (any one fire)
$5,000                       Medical Expense (any one person) 

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

$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:

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.

Questions?

Please contact:
Risk Services
fa.uci.edu/risk_services

2022-2023 Vendor Fair Commission

Dominic Beltran

Contact Information:

E-Mail: vendorfair@asuci.uci.edu

Office Hours: Tuesday 12-1pm

For those Interested in UC Irvine Vendor Fair Mailing List: click here

Vendor Fair Supplemental File Upload

If you have any additional files to include with your application, please use this form. This might include: CA Seller's Permit, Tenant Event Liability Insurance/Certificate of Liability, UCI Vendor Agreement, Photos of Signage and Photos of Merchandise

"*" indicates required fields

Vendor Name*
Drop files here or
Accepted file types: jpg, gif, png, pdf, doc, docx, xls, xlsx, Max. file size: 16 MB.