Concessions

Concessions (form at bottom of page)

Concessions are defined as any public sales or solicitation on the Texas A&M University Campus. Solicitation is defined as advertising, the taking of orders, donations, collection, and distribution of information. "Campus" is defined as all University-owned property located in Brazos County, Texas. Included are Hensel Park, Student Apartments, Research Park, and the Riverside Campus.

A Concessions Permit is not required if:

1. A student solicits a personal item "for sale" or "wanted" on bulletin boards designated for that purpose.
2. A recognized student organization (including residence halls) sells the following items to its members ONLY:
   • 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, and so long as the concessions will be distributed in such a manner as to 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.

All of the above limited to the day and location of event.

Eligibility for Conducting Concessions

1. You must either be a Recognized Student Organization or a Texas A&M University Department.
2. Recognized Student Organizations must have an up-to-date signature card on file.
3. The organization has not exceeded the five (5) days in thirty (30) rule regarding concessions. These guidelines limit each organization to five days of concessions per calendar month.

For Sales or Distribution for Commercial Purposes

All sales or distribution of merchandise or information must meet the following conditions:

1a.
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 or cosponsored by a department of Texas A&M University must reflect the mission and/or purpose of the organization

OR

1b.
Any merchandise offered for sale or items offered for distribution that carry a licensed mark for Texas A&M University must also permanently display the name of the recognized student organization in a location, size and design clearly visible to the public at all times.

2.
Any merchandise offered for sale or items offered for distribution by a recognized student organization must be acquired at wholesale by the organization and sold at retail or distributed from 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), available for review by SOFC staff, which verify the purchase for resale of all merchandise or items for distribution. University departments and organizations must comply with adopted University fiscal procedures.

Additional Requirements for Distribution of Applications and Promotional Materials

Recognized student organizations may contract with non-university commercial vendors to distribute marketing applications or promotional materials for the benefit of the vendor if all of 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.

These requests must comply with the Texas A&M University Advertising Guidelines and/or Student Organizations Manual and/or Texas A&M University Student Rules. 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. These guidelines are available in any of the residence hall area offices. (North Area: 845-4768; South Area: 845-2235)

No Concessions Permit will be granted for solicitation in an area controlled by the Athletic Department during athletic events without Athletic Department approval.

If advertising posters, printed materials or products are to be used in the concessionaire's solicitation or sales, a copy, drawing or detailed description of the posters, printed materials or products must be attached to the Concessions Permit request form.

Emergency requests for a Concessions Permit may be conditionally approved at the discretion of the Concessions Administrator.

Rejection or Denial of Request

Requests for a permit may be rejected or a permit may be revoked by the Committee for justifiable reasons. Justifiable reasons for rejection include, but are not limited to the following:

1. Failure to comply with the basic requirements as outlined.
2. Faulty merchandise.
3. Solicitation violates any existing University contracts (contact Contract Administration at 845-0097 for further details.)
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).
11. In addition to the revoking of a Concessions Permit, the Committee may take other actions when the concessionaire does not abide by the University Concessions Guidelines. Examples may include but are not limited to the following:

a) Not permit the agent or agency to conduct any future sales or solicitation on campus for a specified time.

b) Recommend to the Director of Student Activities that the student organization be called before the Student Organization Hearing Board for a disciplinary hearing.

c) 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.

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 chairman of the University Concessions Committee.

Concessions Permit Applications

All necessary paperwork must be turned into the Department of Student Activities at least 48 hours prior to the first day of the concession. The form should be taken to the appropriate Concessions Area Monitor. This person must sign the form before it is turned into the Department of Student Activities. At this time, a tentative space will be reserved for your organization. The reservation will not become final until the Concession Permit is issued and a copy of the permit is returned to the Concessions Area Monitor.

The completed form will be submitted to Student Activities (125 Koldus Building) who will check to see that the completed form is accompanied by a Consignment Contract should the concession involve an outside agency working in conjunction with the student organization. A sample Consignment Contract is attached for your consideration.

When the Concession Permit Application is reviewed to be complete and in order, a concessions permit will be issued and the Concessions Area Monitor will be notified in order to finalize your table or space reservation. You are responsible for obtaining a copy of your permit to keep at your table. Remember that tentative reservations will be canceled in cases where permits are not completed at least two (2) working days prior to the start of the concession.

Conducting Approved Concessions

In order to conduct concessions, the following must occur:

1. A copy of the Concession Permit as well as a sign indicating the student organization sponsoring the concession must be posted at the concession area.
2. Student members of the organizations must staff the table at all times. The students staffing the table will be limited to three students at one time. The organization agrees to be respectful of and not intrude upon the rights of others during the course of sales or solicitations.
3. All sales transactions should be documented by a receipt. The organization must issue a receipt to each customer. They should also keep a carbon copy of each receipt for organizational record keeping.
4. All sales should be conducted as cash or check transactions. Student organization concessions may not be conducted using credit card transactions.
5. All solicitation must take place from behind a scheduled table. Groups must use the table that is designated for them by the Concessions Area Monitor.
6. If selling items displaying the Texas A&M University licensed marks - i.e. Gig'em, Reveille, 12th Man etc..., the organization must fill out a License Waiver form for the Collegiate Licensing Program (213 Coke Building) and supply a sample. If your organization is working with a TAMU licensed vendor this step is not necessary.
7. The use of sound (TV's, stereos, sound system, etc.) will be restricted and prior permission must be obtained.
8. If the sale or distribution of a food item is involved, appropriate levels of concurrence with Brazos County Health Department Standards are required. A temporary health permit is necessary. The current cost is $55.00
9. A permit shall be valid only for the merchandise, date(s), time(s), and the location(s) specified thereon. Permits are not transferable.
10. The applicant agrees to abide by the rules of the University and local, state, or federal laws.
11. For fundraising events, proof of authorization from a charitable organization must be attached to the Concession permit.

Failure to comply with any of the above guidelines will result in the immediate cancellation of the Concessions Permit. In addition, the student organization involved may forfeit further concessions privileges.

Post-Concession Responsibilities

After the concession, all money that is collected each day must be deposited into the organization's SOFC Account. All deposits must be made 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.

Notify the Department of Student Activities (Room 125 Koldus Building) of any complaints regarding the Concessions area or Vendors involved.

If all necessary paperwork has been completed and deposits made, the next concession event/sale may occur.

Sales by Nonprofit, Non-student Organizations

Non profit, non-student organizations authorized to use Texas A&M University licensed marks (Federated Mothers' Clubs of Texas A&M University and any chapter thereof; A&M Clubs; The Association of Former Students; chartered A&M clubs; 12th Man Foundation; and special interest former student clubs, such as the Texas Aggie Band Association, 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 under the following conditions:

1. The merchandise or items for distribution are not in conflict with those provided by Texas A&M University contracted vendors.

2. The merchandise or items for distribution are the property of the organization.