Universiti Tunku Abdul Rahman

Form Title : EXTERNAL VENDOR AGREEMENT

Form Number : FM-DSA-CSU-028 Rev No: 4 Effective Date: 01/07/2019 Page No: 1 of 3

BOOTH SCHEDULE
To be filled by the host/organiser

DATE : ____________________ to ___________________ TIME : __________to __________

VENUE : KA South Lobby KB Level 1 Concourse BOOTH : ______________________

RENTAL DUE : RM ___________ PAYMENT DATE: ___________ REF NO : ______________________

VENDOR’S INFORMATION
To be filled by the on-ground operator

Representative’s Name : _______________________________________________________________________

Additional visitors may register directly at the Security Counter.

IC / Passport No. : ______________________________________ Contact No: ______________________

Company Name :_______________________________________________________________________

Registered Address :_______________________________________________________________________

Items Sold / Promoted : _______________________________________________________________________

________________________________________________________________________

Services Requested : Basic Setup (Tables/Chairs) Permissions : Campus Parking Access

Power Supply Outlet Pickup/Dropoff Access
Audio/Visual Content/Performance
Open Space Activity / Promotions

IMPORTANT: DSA reserves the right to request for clarifications and reject speakers/vendors who are deemed to have inappropriate or
questionable content.

VISITOR GUIDELINES & REGULATIONS

GENERAL GUIDELINES
1. All visitors are required to adhere to University Rules and Regulations whenever they are on campus. Important
guidelines to be aware of include:
a. Venue Usage Guidelines – SL Campus / KPR Campus
b. Security Guidelines – Visitor Passes / Parking / Campus Access Policy
The above references are not exhaustive. Please consult the Department of Student Affairs (DSA) to verify all requirements.
2. A parking pass approved by the Department of Safety and Security (DSS) is required to enter the campus carpark
(available only after office hours). Drop off / Pick up may be allowed via registration at the guardhouse. Organiser will not
take any responsibility for the vehicle of any vendor if it is clamped by security guards of UTAR.
3. The organiser is required to provide their particulars to the security station and obtain a visitor pass to access campus
grounds.
4. All visitors are STRICTLY PROHIBITED from soliciting student data/personal information in any form whatsoever.
5. Any breach of guidelines/regulations may result in immediate removal from the campus grounds and blacklisting of
the company and all of its representatives permanently from the University. All payments made (if any) will also be
automatically forfeited and no refunds will be entertained.
 Universiti Tunku Abdul Rahman
Form Title : EXTERNAL VENDOR AGREEMENT
Form Number : FM-DSA-CSU-028 Rev No: 4 Effective Date: 01/07/2019 Page No: 2 of 3

VENDOR REGULATIONS
1. Rental – Booth rental is RM250 per day per standard size booth (or equivalent in sponsored products/services in lieu of) as per
UTAR’s commercialization policy. All vendors are required to complete payment in advance before being granted permission onto campus.
2. Space – Standard spacing is 5ft X 5ft per booth. Vendors are not allowed to operate beyond the allocated space given.
3. Location – Fixed locations have been allocated for vendors and DSA will assign booth location on a first come first served basis.
4. Setup – ONE table and TWO chairs per booth is provided by default. Shall additional requests be required, please consult with
DSA for more information. Special requests may be subject to additional charges.
5. Power Supply – Power supply may be provided on demand, but subject to a power limit of maximum 250 volts for all equipment
combined. Any damage caused to sockets/switches will be charged accordingly. NO extensions will be provided. Ensure all electrical
cables/extension cords approved by SIRIM.
6. Electrical safety- Ensure the cable lay out not to across the road. Do not plug multiple extension cords into each other.
7. Promotional Material/Activities – All promotional material is to be restricted within the booth/event space. Prior approval must
be obtained if a vendor wishes to distribute flyers beyond the operating space provided. Classrooms and academic/office locations are
strictly prohibited.
8. Audio/Visual Content – Subject to restrictions of the venue provided and may differ depending on location. Prior approval and
confirmation from DSA is required.
9. Food & Beverages –
a. STRICTLY No main course meal is allowed in the flea market. Eg: Rice, noodles, etc. Please consult DSA if any uncertainty.
b. All preparations are expected to be clean and hygienic. Vendors will be held liable for any suspected causes of any food
poisoning and subject to legal action as per investigation.
c. Most venues prohibit on-spot cooking and preparations and require all food items to be pre-packed. Please refer to the Venue
Usage Guidelines for more information on locations.
d. STRICTLY No pork or beef or similarly based products. Vendors are NOT ALLOWED to serve Muslim customers unless their
products are certified Halal.
e. Food handlers are required to have a valid Food Handler Certificate ready to be presented on demand as per the requirements
of the Ministry of Health and the Local Council.
10. Cleanliness – All tables/chairs/space allocated should be returned in the same condition as it was received. Cleanliness is expected
to be maintained at all times and garbage to be disposed accordingly.

ACKNOWLEDGEMENT / APPROVAL
I declare that all information provided is accurate and true. I have read, understood and agree to abide by the terms of agreement
stipulated above and will be subject to University action for any violation.

I would like to rent a booth at Universiti Tunku Abdul Rahman from the date mentioned above.
I hereby agree to pay the sum of RM_______ for _______ booth/booths for ______days and RM40.00 for caution money. Caution money
only refund with the receipt given by the person in charge.

Caution money will NOT be returned/refund if vendor:

-Did not clean up the booth area
-Did not show up after confirm the rental and signed the agreement
-Any damages or failed to return University’s property provided

Any other issues the client face will approach only the person they deal with which is Mr/Ms.___________________________

Applied By, Received/Approved By,

____________________________ _____________ ______________________ _____________

Name : Company Stamp Name : DSA Stamp
Date : Date :

IMPORTANT: Please keep a copy of this signed agreement at all times for verification purposes.
 Universiti Tunku Abdul Rahman
Form Title : EXTERNAL VENDOR AGREEMENT
Form Number : FM-DSA-CSU-028 Rev No: 4 Effective Date: 01/07/2019 Page No: 3 of 3