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General Rules on Sales Activities
- “Sales activities” refers to all such activities whereby money or money’s worth is received or receivable in consideration of goods or services provided. Book exhibition with sales would not be considered as a sales activity provided that
a. There is no fund raising purpose for student organizations.
b. Books displayed or sold are related to studies and learning interests of the student organization(s) holding the exhibition and/or related to the theme of the academic/activity week.
c. No stationery or gift items other than society paper, if any, are displayed and sold.
All sales activities held by student organizations should obtain approval from the Office of Student Affairs (SA). No agreements, whether formal or informal, could be made with the outside companies without such approval.
- The sales items should be related to academic and campus life. They should be clearly indicated in / attached to the application form. Due to hygiene concern, only well-packed food is allowed. Pharmaceutical products (Chinese version), computers and credit card promotions are prohibited.
- Any items not listed on the approved application form will not be allowed to be sold during sales activities.
- Student organizations applying for holding sales activities on campus must submit the application form stating the following information in details 1 month before the activity or earlier:
a. whether they want to participate in the large-scale sales activity or hold a small-scale sales activity during their Academic Week;
b. the date and venue of the activity;
- The following details must be submitted 14 days before the activity or earlier, in case of failing to be submitted together with the above information:
a. a complete list of the description of all sales items;
b. any terms with any outside commercial companies including:(1) the names of the companies;(2) the benefit offered to the student organization(s) concerned;(3) the benefit/discount rate offered to students as a whole.
- The purpose of the sales activities can either be fund-raising, welfare for fellow students or for charity. However, no matter which purpose the student organization aim at, only one sales activity, whether large-scale or small-scale, can be conducted by the same organization in one financial year (from July to June).
- The companies involved should offer a reasonable sponsorship to student organization(s) as well as a satisfactory discount rate to the students as a whole. Student organization(s) can apply for fee exemption from Finance Office through SA.
- Any unauthorized sales or promotional activities on campus are strictly prohibited and will be stopped by the SA staff or Security at any time; the University will in no case be responsible for any loss of the organization or company thus caused, and the student organization(s) concerned will be penalized.
- It should be noted that the sound level of the audio-visual equipment employed at the sales counter should be kept at the minimal level, and must in no case cause any nuisance to others. Also, the responsible student organization(s) should comply with the law relating to copyright where applicable.
- A detailed financial statement and a brief evaluation report on the activity, being confirmed by either the General Meeting or the Executive Meeting of the organization concerned should be submitted to SA within 1 month after the event.
- All promotions on campus should be conducted by student organizations only.
Types of Sales Activities
- Sales Week
a. Sales Week refer to the sales activities organized by: (1) Students’ Union, with or without other student organizations participating; or (2) Several (not less than five) student organizations together.
b. In principle, Sales Week should not be held for more than four times in one financial year.
c. Student organizations should indicate to SA their interest in joining such activities as they plan for their activities for the year. They should submit their application form upon announcement of SA. Due to the limited space, there is no guarantee that all student organizations will be entertained. Whether the sales activities will be approved depends on the number of student organizations applying and SA reserves final rights on decisionis on allocating space for student organizations for sales activities.
d. There is a limitation on the number of counters, chairs and display boards, their exact locations and the floor size of each counter vary. Student organizations should consult SA beforehand and make sure that their counters and boards are arranged accordingly.
e. If external vendor(s) is/are involved, there should be no more than 1 external salesperson for each counter though he/she should be assisted by BU students. Moreover, to ensure that the salespersons would not cause any nuisance to our staff and/or students, they should not promote their commodities or services outside the counter area. A counter should be set up and manned by student organizers to monitor external vendors. A roaster of students in charge of the counter must be submitted to SA before the activity.
f. Student Organizations must observe the other rules, if any, as announced by SA.
- Other Sales Activities
a. Other sales activities refer to the sales activities being one of the programmes in the activity weeks or sales activities for charity purpose. Student organizations should submit a separate application form and proposal at least 1 month prior to the start of the sales activities.
b. List of the sales items and other relevant details should be submitted at least 14 days in advance.
c. All sales counters should be manned by students and not by outsiders.