Equipment Demonstration and Loan Equipment

Direct communication between faculty/staff and suppliers is encouraged. In some circumstances, it may be desirable to have a supplier demonstrate a piece of equipment prior to initiating budgetary and purchasing action. Please bear in mind the following guidelines:

1. A demonstration is a short-term event, it is completed within a few hours (no more than eight), does not include training of university employees and the equipment leaves campus after the demonstration. There should be no cost or obligation to the university associated with a demonstration.
2. Equipment left in the custody of the university is considered to be on loan. If equipment remains on campus for testing after a demonstration, it is recommended that there be a written agreement regarding the loan of the equipment at the time of acceptance. This agreement should include a full description of the equipment, including the value of the equipment and information about the length of the loan. Loaned equipment should not be left on campus for longer than 30 days.
3. For more information on loaned equipment, contact the Office of Sponsored Programs. Reference Office of Sponsored Programs Procedure 10012 Equipment Loans and Software Licensing Agreements or the Fixed Assets Accounting Procedure for further information.
4. Do not agree to, or sign, any documents related to the demonstration or loan without prior review of University Legal Counsel.
5. Demonstration or loaned equipment cannot be purchased as used equipment unless it was previously owned or leased by another party.
6. If a decision is made to purchase the type of equipment demonstrated, university Procurement will seek competition in accordance with the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Suppliers.

For more information, contact Procurement, 540-231-6221, or the HokieMart help desk.

Last Updated 1.25.26