1214 - University of North Carolina at Chapel Hill Policy on Product and Service Demonstrations by Vendor



This policy is to ensure compliance with University regulations related to the evaluation of equipment prior to purchase.

Scope of Applicability

All University Faculty and Staff.


Policy Statement

Vendors may request that they be allowed to demonstrate their products or services. The University does not prohibit this activity; however, since building or parking lot space may need to be provided, clearance must be obtained from the appropriate department head or UNC Police.

The vendor will be responsible for all costs associated with the demonstration, including, but not limited to, insurance, safety, and transportation/delivery.



Additional Information

Special Situations


Frequently Asked Questions

Q: What do I need to do if a vendor has brought in equipment to demonstrate and has agreed to let us keep it for a trial period?

A: You will need to contact Purchasing Services to have an evaluation agreement sent to you. You must have the company sign the agreement and forward to Purchasing Services along with a no-charge Requisition. This allows for tracking the equipment and explains any potential liability issues. If the company has their own agreement you must get Purchasing Services to review and approve the document and then submit a no-charge Requisition.

Q: May I authorize the purchase of an expensive piece of equipment that has just been demonstrated?

A: No, the proper paperwork must be submitted to Purchasing Services to make sure the purchase is handled within the State rules and regulations. Purchasing Services can only authorize the purchase of equipment by issuing a purchase order.

Q: How long am I allowed to keep equipment for evaluation?

A: Generally speaking, it depends on the arrangements you have with the vendor. However, the general rule of thumb is a 30-day evaluation period. After the 30 days you should contact the vendor to make arrangements to return the equipment if you don't wish to purchase it.

Q: If a vendor wants to demonstrate their product(s) on campus what is the process for them to accomplish this task?

A: The vendor must go to the appropriate department on campus to make arrangements to demonstrate their product(s) and to inform Purchasing Services of their intent.

Related Requirements

External Regulations and Consequences


University Policies, Standards, and Procedures

  • Finance Procedure 1214.1 - University of North Carolina at Chapel Hill Procedure on Accepting Vendor Product and Service Demonstrations
  • Finance Policy 1212 - University of North Carolina at Chapel Hill Policy on Solicitation by Sales Representatives
  • Finance Policy 1278 - University of North Carolina at Chapel Hill Policy on Departmental Evaluation of Equipment

Contact Information

Policy Contact
Subject Contact Telephone Fax E-Mail
Product Demos by Vendors Purchasing Services - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu



  • October 1, 2014: Changed information on requisitions to conform with ConnectCarolina system.
  • July 14, 2010
  • November 14, 2003
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Article ID: 131411
Thu 4/8/21 9:08 PM
Mon 8/9/21 3:42 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Purchasing Services
Next Review
Date on which the next document review is due.
12/09/2021 12:00 AM
Last Review
Date on which the most recent document review was completed.
12/09/2020 3:10 PM
Last Revised
Date on which the most recent changes to this document were approved.
12/09/2020 3:10 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
12/09/2020 3:10 PM
Date on which the original version of this document was first made official.
07/01/1996 12:00 AM