Vendor Information

Student Memorial Center Vendor Guidelines

Revised 06.26.25

The Student Memorial Center (SMC) offers limited opportunities for vendors to advertise or sell goods and services during the fall and spring semesters.  Please review the following guidelines carefully before applying.

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Vendor application

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Vendor Fees and Setup

Q: What does it cost to vend at the SMC?

• Commercial vendors are charged a $95 per day vending fee.

• Non-Profit vendors may request a fee waiver when completing the application.

• Vendor fee includes:

  • Two (2) 6-foot rectangular tables

  • Two (2) chairs

  • A space approximately 12ft by 8 ft

• Additional tables are available (space permitting) for $10 per table.  There is a four table maximum per vendor.  

Q: When can vendors set up and tear down?

• Vending space is available from 8:30 AM to 8:30 PM for setup and teardown.  

Q: How do I submit payment?

• Payment (check only) is due upon arrival on the day scheduled to vend.  Make checks payable to Millersville University.

  • Advance mailing address:
    Millersville University
    c/o SMC Operations
    PO Box 1002
    Millersville, PA 17551-0302

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Available Spaces for Vending

Q: Where can I vend inside or outside the SMC?

• Indoor spaces:

  • SMC Tabling Areas 1 & 2

  • SMC Atrium (12' x 8' space)

• Outdoor spaces:

  • SMC Promenade

  • SMC Patio (12' x 12' space)

Vendor placement is determined by SMC Operations and is first-come, first-served.  Door-to-door and on-foot solicitation is strictly prohibited.

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Reservations and Documentation

Q: How far in advance should I apply?

• Applications should be submitted at least one week prior to your preferred vending date.

• Early submission (several weeks ahead) is highly encouraged due to space limitations.

Q: What are the requirements for vendors to operate on campus.  

• Legal Compliance:  Vendors must be authorized to operate in accordance with applicable federal, state, and local business regulations, including possessing any required business license or permits.

• Insurance Coverage:  Vendors must carry valid general liability insurance with a minimum coverage of $1,000,000.  

• Tax Responsibility: Vendors are solely responsible for collecting and remitting all applicable taxes, including Pennsylvania state sales tax, in accordance with Commonwealth regulations.  

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Loading and Parking

Q: Where do I unload my materials?

• Vendors may load/unload in the SMC Clock Tower loading zone for up to 30 minutes (if it doesn’t interfere with scheduled events).

• Vehicles may not drive on the paved brick patio.

• Vendors must notify the SMC Information Desk at 717-871-4636 (Option 9) before entering the loading zone.

• Vendors must obtain a visitor parking pass through the MU Parking Portal before coming to campus.

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Cancellation Policy

Q: What happens if I cancel my reservation?

• No-show: Full $95 fee charged.

• Cancel less than 24 hours before: $30 fee.

• Cancel 24–48 hours before: $15 fee.

• Cancel 48+ hours before:

  • 1st cancellation = no fee

  • 2nd cancellation = $25 fee

  • 3rd cancellation = $50 fee

All cancellations must be emailed to SMC@millersville.edu and include vendor name, event date, and reason for cancellation.

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Vendor Expectations and Restrictions

Q: What are the general expectations for vendors?

• Keep vending areas clean, safe, and professional.

• Stay within your reserved space; no blocking entrances or pathways.

• No harassment or aggressive solicitation of passersby.

• Vendors are limited to two days of vending per semester.

• No amplified sound permitted.

• No sales or giveaways of:

  • Animals, food, beverages, weapons, sexual materials

  • Alcohol, tobacco, or related paraphernalia

• No raffles, lotteries, or games of chance requiring a fee to participate.

• No credit card applications.

• No use of candles, incense, smoke/fog machines, or any scent-producing items.

• No infringement of University Store, Dining, Housing, or banking services.

• Merchandise must be legal and non-infringing.

• Repair costs for any damage are the vendor’s responsibility.

• All vending practices must align with MU’s EPPIIC Values and applicable laws.

Q: What about promotional signage?

• Promotional materials must be approved at the SMC Information Desk before posting.

• Free-standing directional signage is allowed the day of the event.

• Flyers and posters must follow the MU Posting and Chalking Guidelines.

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Additional Information

• Non-profit status does not autmatically qualify a vendor for a fee waiver.  Requests for fee reduction or waiver will be considered on a case-by-case basis and must demonstrate a clear alignment with the educational mission of the university or sponsoring student org.

• Millersville University is not responsible for any lost, stolen, or damaged vendor property.

• The University reserves the right to cancel vendor reservations due to weather or other emergencies without penalty.

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FEE Waivers & REductions

Vendors who are invited by a recognized student organization or university department and whose participation directly supports the organization’s educational mission may be eligible for a vendor fee waiver or reduction.

To be considered for this exception:

• The vendor is participating in a University or recognized student organization event in a NON-FUNDRAISING capacity

• The vendor’s presence must clearly align with the learning outcomes, leadership development, or professional interests of the student organization.

• A written explanation must be submitted as part of the event request, detailing how the vendor supports the group’s educational mission.

• Recruitment/Employers who are registered in Handshake with The Career Center may be eligible for a reduced or waived fee.

• Final approval of the waiver is at the discretion of the Student Memorial Center.

Questions? Email SMC@millersville.edu.

FUNDRAISING Vendor Policy – Invited by Student Organizations or University Departments

To maintain equitable access to campus spaces and uphold the integrity of our vendor program, the Student Memorial Center requires all commercial vendors to register and pay an appropriate vendor fee prior to promoting, displaying, or selling products or services on campus—even when invited by a recognized student organization or university department for fundraisers.

Fundraising-Related Exceptions

Vendors participating in fundraising events—where a portion of proceeds is donated back to the inviting organization or department—may be eligible for a reduced vendor fee. To qualify for this reduced rate:

• The vendor, student organization, or department must provide documentation outlining the donation agreement (e.g., % of proceeds).

• The event must be approved in advance by the Student Memorial Center and, for student organizations, Campus Life.  

• The vendor must comply with all campus policies, including insurance and safety requirements.

Fee Responsibility

• The student organization or department may elect to cover the reduced vendor fee on behalf of the vendor as part of their event planning or fundraising partnership.

• If neither the vendor nor the sponsoring group pays the fee in advance, the vendor may not be permitted to operate on campus.

VENDOR FUNDRAISER FORM