Vendor Fair

Required Permits & Insurance

Sellers Permit

The ASUCI Vendor Fair follows strict policies that are expected to be upheld by participating vendors. Each vendor is required to submit a valid sellers permit listed under a legal business name before applying to become an on campus vendor.

Things to Remember:
  • Operating/seller’s name must be the legal business name and match all of your other documents.
  • If your Seller’s Permit is listed in your personal name, please remember that all of your documents must be listed under the same entity in order for your packet to be approved.
  • Please click the “More Info Here” button below to determine which permit is applicable to your specific business for this event.
  • Please ensure that you are obtaining a Seller’s Permit that lists the following address:
    • UC Irvine Event Center and Student Services
      A311 Student Center
      Irvine, CA 92697
  • Seller’s Permits will be verified with the State of California before applications are approved.
  • 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:

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.

  • “INSURED” name must be the legal business name and must match exactly the name that is listed on your current Seller’s Permit and other documents. If your Seller’s Permit is listed in your personal name, you must include a DBA or “Doing Business As” on your COI to ensure that our proof of general liability insurance can be easily matched to your Seller’s Permit.
  • Address listed on your COI must be the same current business address matching the address on your Seller’s Permit.
  • Vendors must meet University limits and stipulations on their policy. Limits are NON-NEGOTIABLE. Limits listed as EXCLUDED will result in a rejected COI.
  • Expiration dates must extend past the last day of the event you are applying for. In the case your policy is set to expire before the event date, submit your current valid COI and plan to submit the updated policy as soon as it is available to remain eligible to participate.
  • Depending on the activity of the vendor or selling item, the University may request additional coverage.
Annotated Sample of COI

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

  • “ADDL INSR” check box must read “Y” to name the UC Regents as Additionally Insured.

  • Each Occurrence: $1,000,000

  • Damage to Rented Premises: $100,000

  • Medical Expense (any one person): $5,000

  • Personal & Advertising Injury: $1,000,000

  • General Aggregate (for comprehensive general liability and property damage covering activities for general use of University Properties): $2,000,000

  • Products Completed Operations: $2,000,000

  • Fire Damage (any one fire): $100,000

  • “ADDL INSR” check box must read “Y” to name the UC Regents as Additionally Insured.

  • Combined Single Limit: $1,000,000

* ONLY those vendors whom have approved 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.

  • Statutory Limits – WORKERS’ COMPENSATION: $1,000,000

  • Employer’s Liability: $1,000,000

Please include on your insurance the following 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 and Student Services
        Irvine, CA 92697-2050

The UNIVERSITY shall be furnished with a Certificate of Insurance naming THE REGENTS OF THE UNIVERSITY OF CALIFORNIA as ADDITIONAL INSURED in the “ADDL INS” check box(es) above the Certificate Holder Information.

Vendor Fair Agreement Sample

Vendor Agreement

A new Vendor Agreement is required to be completed for each ASUCI Vendor Fair.   Please note that this section has been upgraded for added security.  Vendor Agreements are considered a legally binding agreement and must include the date, legal business name (matching the entity listed on the Seller’s Permit and COIs), **NEW** requested ID number, applicant signature, and printed name to be accepted.

Things to Remember:

  • Operating/seller’s name must be the legal business name (including DBA where needed) and must match your Seller’s Permit and COIs.

  • The date reflected on the Vendor Agreement must be within a reasonable distance of the event.  New agreements must be submitted with each application.  Agreements cannot be reused from previous Vendor Fairs.

  • Please sign and print your personal name ONLY on the lines set aside “For the Vendor” on the bottom left side of the agreement.

Additional Food Vendor Requirements

Food vendors will be asked to provide additional items to be reviewed by UCI Dining, Fire (where cooking is present), 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. Early is always better as the approval process can take up to 10 weeks.
These items include the following:

Hand-washing Station

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.

Health Permit

Your current valid health permit is required to participate in this event. There are no exceptions.

UCI Provided 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.

Booth Set-Up Plan/Footprint

Be prepared to submit your booth set up including equipment dimensions, electrical requirements, and location of heating elements where applicable. EH&S will work with you to ensure that you are in compliance with campus safety regulations.

Booth Set-up Plan Sample

Questions Regarding Permits & Insurance?

For further questions and information, please contact:
Chris Richmond
UCI Risk Services
richmon1@uci.edu