Carolina Union: Sales, Donations, and Event Admission Policy

Title

Carolina Union: Sales, Donations, and Event Admission Policy

Introduction

Purpose

This policy is intended to ensure sales in the University of North Carolina at Chapel Hill's ("UNC-Chapel Hill" or "University") Carolina Union, The Sonja Haynes Stone Center, Polk Place, Bell Tower Amphitheatre, and Kenan Theatre are following federal, state, University, and Carolina Union finance policies. This policy is also intended to ensure all sales or sales promotions are conducted in a way that does not establish or extend to the University the appearance of a commercial enterprise.

Scope of Applicability

This policy applies to all users (student, staff, faculty, visitor) of Carolina Union venues and other venues that have elected to follow Carolina Union Policies (Polk Pace, Bell Tower Amphitheatre, Sonja Haynes Stone Center ("Stone Center"), and Kenan Theatre).

Policy

Policy Statement

All groups conducting sales in the Carolina Union (including the Pit), Stone Center, Polk Place, and Kenan Theatre must obtain a sales permit, receive an approved ticketing agreement, and/or a confirmed Market Day reservation ahead of their event/sale date. Raffles are strictly prohibited.

  • No group may sell goods or services on consignment, rent, or lease, and must show their bill of sale / receipt.
  • No sales or sales promotion must be conducted in such a manner as to establish or to extend to the University the appearance of a commercial enterprise.
  • The sponsoring organization must agree to be responsible for any damage to University property or facilities as a result of the sales activity.
  • The sponsoring organization must agree to remove all refuse or waste on University property that results directly or indirectly from their sales activity.
  • Raffles are prohibited at the University.
  • Any sales involving the UNC-Chapel Hill logo must be licensed through the Licensing Directors office through Auxiliary Services, 919-962-2403. Failure to receive and document proper licensing to sell UNC-Chapel Hill logo will result in not receiving a sales permit. (Items being sold with other public/private logos will need proof of licensing to receive a sales permit.)
  • The Carolina Union Sales Permit must always be displayed at the solicitation table or visible during your event. The Carolina Union has the authority to restrict or prohibit the following items and services that are for sale in Carolina Union managed spaces:
    • Any services directly competing with campus vendors including, but not limited to, testing services (test, prep, and admissions), eye care, ticket sales, and select mobile services. 
    • Off-campus housing properties (exception UNC-Chapel Hill Housing, UNC-Chapel Hill Off-Campus Student Life and partnered properties) 
    • Credit Card vendors 
    • UNC-Chapel Hill Logo materials (exception UNC-Chapel Hill Trademark & Licensing)  
    • Eyeglasses/Sunglasses 
    • Books and Textbooks 
    • Restaurants directly competing with or selling the same product as our on-campus vendors 
    • Bars and Night clubs/any Happy Hour specials 
    • Banks  
    • Non-licensed food vendors  
    • Tobacco Products 
    • Legal Services 
    • Any beverages that are not Pepsi branded 
    • Items that violate U.S. Copyright or Patent laws (i.e., Clothing, Purses, Copied CD’s, DVD’s, etc.) 
    • Items that require a special state license (i.e., pets, haircuts, etc.) 
    • Items that may harm or damage University or Carolina Union property (I.e., spray paint, glitter, etc.)
    • Drug or smoking paraphernalia, illicit pornographic or illegal items 
    • CBD oils 

Guidelines for Selling Merchandise for Student Organizations

The sponsoring organization must obtain a Carolina Union sales permit and follow the following guidelines:

  • The primary purpose of sales must be to raise money for the benefit of the student organization or the benefit of a charitable group.
  • 100% of proceeds must go towards a charitable non-profit or directly to the sponsoring student organization
  • Only members of the official group may sell and/or conduct promotional services and sales.
  • Sales must take place in the Frank Porter Graham (FPG) Pit or FPG Pit Solicitation tables. 
  • Any for-profit sales are restricted to Market Days.

Guidelines for Conducting Sales for University Departments and Campus Based Non-Affiliates

  • The sponsoring organization must obtain a red Carolina Union sales permit.
  • The sponsoring organization must pay a sales permit fee of $50 per sales date.
  • Sponsoring organizations hosting a vendor fair (or market day) with sales (by more than one selling vendor) must pay a sales permit fee to the Carolina Union of $50 per selling vendor, per sales date.
  • The sponsoring organization may charge vendors for participation in a vendor fair.
  • The sponsoring organization must provide a list of all registered vendors to the Carolina Union at least three days (72 hours) from their sale date.
  • If applicable, the organization is responsible for collecting taxes in accordance with state and federal laws.

Guidelines for Conducting Sales for Non-Affiliates

  • Non-Affiliates are defined as any group other than a registered UNC-Chapel Hill Student Organization; UNC-Chapel Hill undergraduate, graduate, and professional schools and colleges; and UNC-Chapel Hill administrative units.
  • Non-Affiliates are restricted to selling items during Carolina Union Market Days or other University department designated dates (Farmer’s Market, Maker’s Market, etc.) that have been approved by the Carolina Union.
  • Non-Affiliates must submit registration to participate in a market day or sale and receive approval on their registration in advance of the scheduled sale date.
  • All Non-Affiliate sale days require a fee for vendor participation.
  • The Non-Affiliate is responsible for collecting taxes in accordance with state and federal laws.

Use of Carolina Union Managed Exterior Spaces by Charitable Organizations for Commercial Exchange

A charitable organization, as defined by the Facilities Use Standard, may sell goods or solicit contributions for their organization in Union managed spaces and are subject to the following:

  • Charitable organizations are those groups, contributions to which are tax-deductible under Section 170(b)(1)(A) of the Internal Revenue Code, or Student Organizations officially recognized by UNC-Chapel Hill. Charitable organizations may book no more than three (3) days per semester in advance.
  • Reservation requests are subject to the reservation request cycle for the Carolina Union.
  • Additional days may be booked if the request is within the seven (7) days for these spaces.
  • Charitable organizations must obtain and display a sales permit from the Office of Event Services prior to the reservation.
  • The Office of Event Services reserves the right to limit or deny reservations for Non-Affiliated charitable organizations based on other factors including demand, location, and purposes for the use of the area.

Guidelines for Sponsorship of Union Events

  • Promotions must not be conducted in a way that may establish or to extend to UNC-Chapel Hill the appearance of a commercial enterprise.
  • A brand may be associated with an event if justifiable for the purpose of furthering the missions of the University, Carolina Union, and sponsoring organization. Events involving such branding must follow the following format:
    • (Sponsoring organization) presents: the (brand name) (event name)

Donations

  • Events accepting donations at the Stone Center are required to have Box Office staff present.
  • Events that require donations for entry to an event is considered a ticketed event and is subject to the ticketed event policies.

Ticketed Events

  • An event is considered ticketed if there is any exchange of goods or money in order to gain access to the event, including required donations.
  • All ticketed events in the Carolina Union, Stone Center, General Purpose Classrooms, or Polk place:
    • Must be ticketed by the Carolina Union Box Office.
    • Must have Carolina Union Box Office staff at the event. Box Office staff will be available to the public at the Box Office window and by phone.
  • Events in spaces scheduled by the Office of Event Services but outside the Carolina Union and Stone Center must use the services of the Carolina Union Box Office. Depending on location and schedule, Carolina Union Box Office staffing at the event may be available but is not required.
  • Events anticipating capacity or above crowds, conferences with pre-registration, or any other event that is open to the public and allows or guarantees entrance based on registration or other criteria are required to consult with the Carolina Union Box Office at time of reservation. If the Carolina Union Box Office Manager determines ticketing is required for an event, it will be subject to all standard Carolina Union Box Office policies and procedures.
  • Before any ticketing services can be finalized, the space for a ticketed event must be confirmed through the Office of Event Services. If the event is not occurring in a space booked by the Event Services Office, the client must submit all of the following to the Carolina Union Box Office Manager:
    • Name of the venue;
    • Name and contact information for event coordinator of the venue; and
    • Maximum capacity, as dictated by the event and space.
  • If the event is canceled, the organization representative must notify the Carolina Union Box Office directly. If the Carolina Union Box Office is notified of an event cancellation:
    • Setup, ticket printing, and commission fees are billed as incurred expenses, regardless of cancellation timeliness. To avoid the setup fee, event must be canceled by 12:00pm one (1) business day prior to the ticket on-sale date.
    • Labor fees will be charged according to the Carolina Union's Cancellations and Inclement Weather Policy.
  • The Carolina Union Box Office Manager reserves the right to cancel an event due to a breach of the Carolina Union Box Office contract.
  • Sales taxes must be collected on admission charges to a live performance regardless of filing status. The total sales tax rate is currently 7.5% for Orange County, North Carolina. Applicable sales tax and fees will be added to all tickets purchased. The Carolina Union will pay all appropriate sales tax on behalf of the organization when contacted for ticketing services. For any questions regarding ticket taxes please contact unionticketingservices@unc.edu.

This policy follows the UNC-Chapel Hill Facilities Use Policy and Facilities Use Standard.

Definitions

Non-Affiliate - any group other than a registered UNC-Chapel Hill Student Organization; UNC-Chapel Hill undergraduate, graduate, and professional schools and colleges; and UNC-Chapel Hill administrative units.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

Contact Information

3103 FPG Student Union
Corner of South & Raleigh Road
209 South Road, CB # 5210
Chapel Hill, NC 27599-5210

Carolina Union Guest Services
 (919) 962-2285

Hearing Impaired
 T-711 (NC Relay)

Print Article

Details

Article ID: 132453
Created
Thu 4/8/21 9:31 PM
Modified
Sat 8/27/22 2:15 PM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Carolina Union
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, Event Services
Next Review
Date on which the next document review is due.
06/01/2023 12:00 AM
Last Review
Date on which the most recent document review was completed.
08/23/2022 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
08/23/2022 12:00 AM
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.
08/23/2022 12:00 AM
Origination
Date on which the original version of this document was first made official.
08/01/2016 12:00 AM