Space Use Policies and Procedures

Policies

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Student Activities and Conference Services meeting room practices and procedures

Reservations

1. Campus Departments may book space two academic years in advance, student organizations may book for the following academic year once registered with the Student Organization Office, and Non-University Organizations may book one year out.  Reservations for regularly scheduled, for credit courses will not be accepted.

2. Non-University Organizations that are affiliated with an ASU department or student organization may utilize the University Center Building (UCB) when school is in session by obtaining co-sponsorship.  The ASU group must be the primary organizer of the event with a person assigned to coordinate event details, assume financial responsibility and have students, faculty, or staff participating in the event.  They must also provide a letter from the department head, or organization president and advisor, stating how the event furthers the mission of the organization or of Arizona State University.

3. Student Organizations and ASU Departments may not reserve space for other organizations for the purpose of securing lower room rental rates and/or bypassing procedures. The organization or individual named on the reservation is the Client and is solely responsible for communicating with Event and Meeting Services and initiating, planning, implementing, attending and financing the event in coordination with Event and Meeting Services.

  • The event must be requested by the Client who will be responsible for the event.
  • The Client named on the reservation must be present at all required pre-event and planning meetings leading up to the event.
  • The name of the ASU department or student organization hosting the event must be prominently displayed on all marketing materials.
  • The Client or representatives from the organization must be on site during the event.
  • The Client is responsible for paying all rental and support service fees resulting from the event. 
  • Clients may not sublet or in any way reserve space on behalf of another group.
  • Clients found to be misrepresenting their event may lose reservation privileges.

4. Non-University Organizations (NUOs) not co-sponsored by an ASU entity will, at their own expense, procure and maintain, during the term, a policy of commercial general liability insurance in an amount of not less than one million dollars, ($1,000,000) single limit, against claims for bodily injury, death and property damage occurring in connection with their use of the space.  This insurance must name the Arizona Board of Regents, Arizona State University and the State of Arizona as additional insureds. NUOs must provide ASU with a certificate evidencing this coverage no later than 10 days prior to use of space.  NUOs conducting a small luncheon or dinner catered by UCB’s contracted in-house caterer may be excluded from this requirement.

5. Clients may book a series meeting limited to one (1) room per week, up to four (4) consecutive hours, including any desired set-up time. Groups that run over their allotted time more than once per semester will be assessed the room charge for the appropriate category.

6. Ballrooms, fields or courtyards are not available for series reservations. 

7. Room charges will be added to all reservations for conferences, cultural performances, tournaments, fundraisers and all events where a fee could potentially be charged to guests and/or recruiters/exhibitors. The room charges may be waived upon receipt of a program prior to the event date showing that there is no registration fee, ticket charge, required donation, or other payment to attend the event. At least 60% of the attendees must be affiliated with Arizona State University (current student, faculty or staff), another institution of higher education or on a K-12 educational institution sponsored visit or a room charge will apply.   Clients must pre-sell tickets; ticket sales are not allowed at the door. SACS reserves the right to verify attendee affiliation by requesting copies of a registration list, guest list or by checking guest identification to ensure adherence to this policy.

8. Clients will be allowed to hold two (2) dates for the same event while in the planning process.  Depending on the size of the room(s) and the demand for space, clients will be asked to release one date within the six (6) month period preceding the event. 

9. SACS reserves the right to change location and/or cancel an event or meeting when necessary. Every effort will be made to notify the client in advance and to accommodate the client in an alternate location. 

10. SACS does not accept reservations from any organization with outstanding payments due to ASU.  

11. Student organizations hosting a major event will have additional requirements.

Conditions of use

12. In order to accommodate as many clients as possible, SACS reserve rooms based on maximum seating capabilities.  A room charge will apply to reservations for rooms whose estimated attendance does not meet minimum requirements for room capacity.  Room charges will be incurred for clients when event attendance does not utilize the room effectively.

13. Meeting rooms on the second floor of the UCB are not designed to host events that need space for physical activities.

14. A non-refundable deposit of 50% of the total rental is due 60 days in advance for Non-University Organizations.

15. All events must register with the University by submitting the Event Registration Form. Additional permits may be required based on the event details submitted on this form. https://outreach.asu.edu/events/registration

16. UCB building hours may be extended to accommodate events at a fee of $50 per hour with a minimum of 2 weeks’ notice and SACS staff approval. This fee is to include set up time for both indoor and outdoor events that fall outside of normal hours.

17. Rooms/spaces must be left clean, free of damage and in the set-up reserved. Clients are prohibited from moving or rearranging the furniture and will be assessed a fee if the set-up is changed. If damage occurs in a room and/or there is a loss of equipment, the responsible group/party will be assessed the full replacement/repair costs. 

18. Any group leaving an excessive amount of materials or trash will be assessed a minimum fee of $50 for clean-up. This includes any pick-up/drop-off catering menu items.

19. UCB 240, UCB 262, UCB 264, and Verde Dining Pavilion (VDP) Executive Dining Room are unique spaces that require the use of the existing tables and chairs.

20. Requests for changes to the regular sets in UCB classrooms or VDP multipurpose room will incur a $35 fee.

21. Charges will apply for changes to the room during the event, unusual room setups, extensive staging and other requests that incur additional labor. Fees will be determined based on cost of labor/time spent and/or extra equipment used. 

22. UCB is designated a public venue. As such, all movies shown must have copyright approval.

23. Clients are responsible for ensuring compliance with all applicable fire codes.  Designated maximum capacity for any event will not be exceeded at any time.  Exit aisles, staircases, fire alarm systems and emergency exits may not be blocked at any time. 

Film, Photography & Videography 

24. Filming (which includes photo, motion picture, video recording, or written or spoken statements) requires advance approval by ASU and must comply with ASU's Filming policy.  Resources for ASU Filming and Photography can be found online: https://brandguide.asu.edu/requests/filming-and-photographyhttps://brandguide.asu.edu/requests/filming-and-photography

25. Whether to permit photography, visual recording, and/or audio recording in any ASU event space is at the discretion of the client, who may determine whether to permit recording at the event. ASU encourages clients who want to restrict recording at their event to post notice of this restriction outside of the event space where the notice can be clearly observed upon entrance as well as inside the event space and, where appropriate, to announce restrictions at the beginning of any event. 

26. Current ASU students may request to film in the UCB for class projects, but must request permission/approval prior to filming.  Student Filming application and resources can be found online: https://brandguide.asu.edu/requests/filming-and-photography/student-filming-application-and-resources

Set-up/rehearsal/rain back-up

27. Clients requesting a room for a rain back up prior to their event will be charged the room rental for the appropriate category, whether or not the room is used. Rooms held as a backup, cancelled 30 days prior will not be assessed a fee. Rooms requested day of the event as alternative rain locations will be assessed the appropriate labor charge to set the room.

28. Due to the high demand for space, requests for rehearsal times and client set-up are limited to four (4) hours at a time convenient to the operation of UCB. Requests for additional time will be reserved if available; a room charge will apply.

Catering

29. UCB has an in-house catering service. No other off-site companies may cater in the building. All catering must be set up inside the reserved space. Food buffets are not permitted in the hallways. https://sundevildining.asu.edu/catering

30. An alcohol permit is required to serve alcohol on campus. The forms are available on the ASU Police website, https://cfo.asu.edu/police-forms and must be submitted to the Assistant Director of SACS at least 3 weeks prior to the event. Cash bars and off-campus events with charges will not be approved.  

Audio visual

31. To maintain audio quality in all reservable spaces, the capacity of the room will dictate how many microphones are allotted per space.  Any additional microphones outside of what we are able to provide, must be coordinated with another ASU department or third party technical support.  For specific information on individual spaces, please work with your event coordinator. 

32. UCB audio systems only accommodate the following uses; speech, presentation audio, video playback and background music.  Any usage outside of what is listed, such as a DJ or live performance, will require audio equipment that is supplied by another ASU department or third party technical support.  All audio in the meeting rooms, regardless of source, must stay at or below the acceptable sound level as determined by the Operations Manager (roughly 70 dB or below).

Loading/shipping/storage/parking

33. Groups requesting storage of materials prior to an event will be charged a fee of $4/box each day they are stored within UCB. Groups storing more than a few items will be required to reserve a room if available and pay the appropriate room charge. SACS cannot accept drop and go shipments; delivery companies must deliver to the reserved room. SACS does not facilitate outgoing shipments. Clients hosting events with a large volume of shipments may be required to work with ASU Mail Services or an off-campus expo company.

34. Clients needing to unload items at the UCB loading dock must make arrangements with Parking and Transit Services. For visitor parking in campus lots must be made with Parking and Transit Services, (602) 543-3252. UCB does not have any control of the parking availability or charges. SACS does not validate parking.

Decorations/signage/displays

35. Signage and décor must be free standing or placed on tabletops. Items are not permitted to be taped or attached to any walls, windows, doors etc. of the room/building. Post-it style, self-adhesive note pad paper may be used on the blank walls inside the meeting rooms. Limited signage may be placed in areas pre-approved by SACS staff and must stand on its own or be placed on an approved sign holder.

36. The use of glitter, confetti and lit candles are prohibited in the UCB.

37. Displays, sales, exhibits, vendor information and other activity may take place inside meeting rooms only, for the duration of the event.

38. Balloons are permitted if they are permanently affixed to a display/mount.  The client is responsible for removing and disposing of all balloons after an event.  If helium balloons are released for any reason within the facility, labor costs associated with the removal of the balloons will be charged to the client.

Late requests/cancellations

39. Thirty days’ notice is required for cancellation of reservations for the La Sala Ballrooms. Cancellations received after that time will be subject to a percentage fee of the applicable category room charge as follows: 15 to 30 days-50%, 8 to 14 days-75%, 0 to 7 days-100%.

40. Two (2) weeks’ notice is required for cancellation of reservations in the following rooms; VDP multipurpose room, UCB 240, UCB 241, UCB 265, UCB 266, or any individual or double section of the La Sala Ballroom. Cancellations received after that time will be subject to a $50.00 late cancellation fee.

41. Three (3) full working days’ notice is required for cancellation of reservations in rooms that seat 30 people or less. Cancellations received after that time will be subject to a $30 late cancellation fee.

42. No shows and underutilization of room capacities are subject to a full room charge of the applicable rate category.  

43. Clients with reservations for three (3) or more meeting rooms on the same date that cancel less than two (2) weeks out will be assessed a $50 fee per room.  

44. A minimum of three (3) full working days’ notice is required for booking rooms. Reservations made for rooms that seat 30 people or less will be charged a $30 late fee per request.  Reservations for rooms that seat more than 30 people will be charged a $50 late fee per request.  Additional charges may apply for ballrooms and outdoor space. 

45. Any requests for equipment and/or setup changes made to existing reservations with less full working days’ notice will be charged a minimum of $30.00 per request. Details for large, elaborate or unusual sets must be received a minimum of 2 weeks prior to the event date in order to be accommodated. 

46. Any major change or cancellation to a series reservation will be assessed a $30 fee.

Campus Tabling Policy

47. Student Activities and Conference Services has tables, chairs, and a sound system available for use in tabling spaces that it reserves on campus. One (1) table and two (2) chairs will be delivered no less than 15 minutes prior to a tabling reservation.

48. Any group not present by the start of the tabling reservation will receive a courtesy phone call, and any group that does not arrive by the start of the reservation or respond to attempts to contact the client, will forfeit the tabling spot for that day and will be charged a $10 tabling forfeit fee. All reservations are on a first-come, first-served basis.

49. The sound system is a self-serve unit that can be picked up at the SACS information desk in the University Center Building 30 minutes prior to the tabling reservation start time and must be returned to the same desk no later than 30 minutes after the end of the requests. Sound equipment must be signed out by an individual identified by the student organization. When signed out, the student organization is confirming financial responsibility for any damages or replacement of equipment required due to the groups use. One (1) extension cord will be provided.

50. Group’s future tabling reservations and ability to request additional tabling space will be suspended until all applicable penalties have been paid in full.

Outdoor Space Use Policy

51. All outdoor space is intended for use by Arizona State University and its affiliates only. Student Activities and Conference Services reserve the right to request appropriate identification at any time.

52. Events in outdoor spaces require a special events permit. Permit Applications should be submitted through SACS and will be processed through ASU EH&S.

53. During approved Arizona State University activities, outdoor space will not be available for drop-in use.

54. Solicitors, sales persons, or canvassers seeking student contact may not use the outdoor venues for sales or solicitations unless prior approval has been granted by the Director of SACS or designee. This includes the distribution of any materials, handbills, flyers or literature with the intention to promote the purchase of items or services. Individuals engaged in such activities will be asked to leave the premises.

55. Set-ups for stages, tents, fences, etc. should be an appropriate distance from sprinkler heads and trees to avoid damage. Staking of tents, canopies or other equipment is prohibited without prior approval. No signage or ropes of any kind may be attached to trees. Absolutely no posting allowed on trees, plants, or objects in the landscape, lamp posts, exterior or interior walls, sidewalks, benches, windows, or other surfaces not specifically designed for posting printed materials.

56. Sponsoring organizations are responsible for the removal of all equipment and trash by the end of the reservation time and are responsible for returning that area to the same condition it was prior to its use.

57. Events that negatively impact outdoor spaces “wear and tear”, will incur additional fees.

58. Special arrangements must be made with the SACS to drive or park vehicles on the premises. Fire lanes must be accessible at all times. Vehicles may be driven only onto designated areas of outdoor spaces to deliver items

59. No person shall injure, deface, remove, cut or damage any of the trees, plants, shrubs, turf, or structures therein. The reserving party will be responsible for the repair and replacement of all damages.

60. Sound levels at outdoor events must stay within the decibel range acceptable for the day/time based on City of Phoenix code. Failure to stay within sound limitations may result in immediate termination of the event.