* The concessions permit request form can be found at the bottom of this page. *  

Concessions at Texas A&M

"Concessions" are defined as any public sales or solicitation on the Texas A&M University campus, including advertising, taking orders or donations, and distributing information. The Texas A&M campus is defined as all university-owned property in Brazos County, TX, including the main campus, Hensel Park, the University Apartments, Research Park, and the Riverside campus.

To be eligible to conduct concessions, you must either be a recognized student organization or a TAMU department. Recognized student organizations seeking concessions permits must have an up-to-date signature card on file with the SOFC and must not have exceeded five (5) days of concessions per calendar month (thirty days).

There are a few exceptions to the definition of concessions. A concessions permit is NOT required for the following kinds of sales or distributions: 

1. A student solicits a personal item as "for sale" or "wanted" on bulletin boards designated for that purpose.
2. A recognized student organization (including residence halls) sells the following items to only its members:
   • T-Shirts, apparel, jewelry, or other items which bear the name or insignia identifying the student organization.
   • Soft drinks and other party refreshments sold to members only (not the university at large), so long as the concessions are distributed in a manner that does not conflict with local, state, or federal laws.
   • Admission tickets to events for members only.
3. A university contract that reflects the inclusion of concessions with the contract and the proposed concession falls within the scope of the contract.
4. Performances that are linked to a University department whose primary focus is to further the development of entertainment and performing arts.
5. Career/job interviews linked to the Texas A&M University Career Center or a specific college's career fair/event.
6. Conferences and other closed events on campus in which concessions occur within the confines of the conference or event, that is neither open to the university at large nor occurring in a public area of campus.

Please note that all of the above exceptions are still limited to the day and location of the event.

Requesting a Concessions Permit

Concessions requests must comply with the Texas A&M University advertising guidelines as outlined in the Student Organization Manual and the Student Rules. Also, any concessions permit request involving Texas A&M University Residence Halls is subject to the guidelines contained in the Texas A&M Residence Hall Lounge Use and Solicitation Guidelines. Approval from the Athletic Department is required for a permit to be granted for solicitation in an area controlled by the Athletic Department during athletic events.

First, take the request form to the appropriate concessions area monitor for the location at which you wish to sell or distribute items. Upon signing the concessions form, the monitor will tentatively reserve a space for your organization, but the reservation will not become final until the Concessions Permit is issued and a copy of the permit is returned to the Concessions Area Monitor.

All necessary paperwork must be turned into the Department of Student Activities at least forty-eight (48) hours prior to the first day of the concession. Emergency requests for a concessions permit may be conditionally approved, but only at the discretion of the Concessions Administrator.  Your organization is responsible for obtaining a copy of the permit to keep with you at all times during your concessions. Please note: If your organization is advertising using posters, printed materials, or other products, you must submit a copy, drawing, or detailed description of those materials with your permit request form.

Review of Concessions Requests 

When reviewing your form, the Department of Student Activities will check to ensure that your request meets all of the following conditions for sales or distribution of merchandise or information:

1. Any item of merchandise to be sold or distributed to the public by a recognized student organization on Texas A&M University property or at an event sponsored by a university department must reflect the mission and purpose of the organization.
2. Any items offered for sale or distribution that carry a licensed mark for Texas A&M University must also prominently display the name of the recognized student organization in a location, size and design clearly visible to the public at all times.
3. Any items offered for sale or distribution by a recognized student organization must be acquired at wholesale by the organization and sold at retail or distributed from a current student organization or university department inventory. Merchandise may be purchased on contract with return privileges or received on consignment. For student organizations, records of these transactions must be on file in the Student Organization Finance Center (SOFC).

Your student organization may contract with non-university commercial vendors to distribute marketing applications or promotional materials for the benefit of the vendor only when the following conditions are met:

1. The recognized student organization is the sole provider of personnel from its student membership for distribution of materials and answering questions.
2. Recognized student organizations must receive a minimum of one dollar ($1.00) for each application or promotional item distributed.

Sales by non profit, non-student organizations authorized to use Texas A&M University licensed marks (Aggie Moms' Clubs, A&M Clubs, The Association of Former Students, The 12th Man Foundation, special interest former student clubs, etc.) whose resources are pledged to a Texas A&M University department or a recognized student organization in their 501c3 application or University approved charters shall be allowed if the merchandise or items for distribution are the property of the organization and are not in conflict with those provided by TAMU-contracted vendors.

Finally, requests for a permit may be rejected or a permit may be revoked by the Department of Student Activities for justifiable reasons, including but not limited to:

1. Failure to comply with the basic requirements as outlined.
2. Faulty merchandise.
3. Solicitation violates any existing University contracts.
4. Solicitation is conducted outside the area(s) authorized.
5. Unsanitary conditions or procedures.
6. Misrepresentation of the article or service offered for sale.
7. Falsification of information on the application of the permit.
8. The solicitation interferes with the educational mission of the University.
9. The solicitation promotes the use and abuse of any alcoholic beverage or violates university rules concerning alcohol.
10. The solicitation impedes normal traffic flow and use, or the ingress or egress from the building(s) and/or area(s).

Appeals of the decisions of the Concessions Administrator must be submitted in writing within three (3) days of notice of the denial and may be directed to the chairperson of the University Concessions Committee.

Conducting Approved Concessions

A permit shall be valid only for the merchandise, date(s), time(s), and the location(s) specified therein. You must retain a copy of your concessions permit at all times during the sale or distribution, and a sign indicating the student organization sponsoring the concession must be posted at the location. Student members of the organizations must staff the table at all times, and the students staffing the table will be limited to three students at one time. All solicitation must take place from behind the designated and scheduled table. The use of sound (TV's, stereos, sound system, etc.) may be restricted and prior permission must be obtained. By conducting an approved concession, your organization agrees to be respectful of and not intrude upon the rights of others during the course of sales or solicitations.

Guidelines for sales on campus are as follows:

1. All sales transactions should be documented by a receipt. The organization must issue a receipt to each customer and also keep a carbon copy of each receipt for organizational records.
2. All sales should be conducted as cash or check transactions. Student organization concessions may not be conducted using credit card transactions.
3. If your organization is selling items displaying the Texas A&M University licensed marks and did not working with a TAMU-licensed vendor, you must fill out a License Waiver form for Collegiate Licensing and supply a sample.
4. If the sale or distribution of a food item is involved, your organization must comply with Brazos County Health Department Standards and may need to obtain a temporary health permit.
5. If your organization is raising funds for an external organization, proof of authorization from that charity must be attached to the concessions permit request form.

All money that is collected each day must be deposited into the organization's SOFC account by the end of the business day on which the concession was held. The student organization must retain a copy of the deposit slip for record keeping purposes. A night lock box at the SOFC will allow safe keeping of money over the weekend or holiday periods. Failure to deposit all money in a timely manner will result in a suspension of your SOFC and Concessions privileges.

Failure to comply with any of the above guidelines will result in the immediate cancellation of the concessions permit and the student organization may forfeit further concessions privileges. In addition to the revoking of a permit, the University Concessions Committee may take other actions when the concessionaire does not abide by the guidelines, such as:

1. Not permit the agent or agency to conduct any future sales or solicitation on campus for a specified time.
2. Recommend to the Director of Student Activities that the student organization be called before the Student Organization Hearing Board for a disciplinary hearing.
3. Recommend to the Director of Student Activities that the student(s) involved in a Concessions Guidelines infraction be charged with a violation of University Rules and therefore subject to disciplinary action.