Student Unions and Centers permit different types of outdoor reservations including outdoor tabling, campus tour promotions and outdoor event use. Information pertaining to each type of use can be found below. Some student unions and centers differ in the type of outdoor programming space available and may also have limitations surrounding the type of outdoor events that can be supported on an individual campus. Reservable outdoor space on the West Valley campus include: Center Mall, Delph Courtyard, Fletcher Lawn, Fletcher Plaza, Kiva Courtyard, The Quad, University Lawn, the Sands Breezeway as well as the Classroom/Lab/Computer Classroom (CLCC) Breezway and CLCC Courtyard.
Additional information pertaining to outdoor events may be found in the Student Services Manual under SSM 802-01.
Outdoor Tabling
Outdoor tabling is defined as a small activation that includes a standard 6’ table and/or a vendor provided 10’X10’ canopy. ASU-affiliated organizations and departments may submit a request for an outdoor tabling reservation via Mazevo. Requests must be submitted at least three (3) days in advance. Late and same-day reservation requests for outdoor tabling reservations will not be accommodated. If you do not have a Mazevo account or need assistance receiving one, please find more information here.
Tabling reservations must be canceled at least three (3) days in advance to avoid late cancellation fees. If canceled with three (3) or less days notice, a $25 late cancellation fee will be assessed. If an organization does not utilize their reserved tabling space on the day of the reservation, a $25 no show fee will be assessed.
ASU-affiliated organizations are required to indicate the specific use of their table reservation (e.g. promotion of their own organization, events or services). If on the day of the reservation, it is discovered the organization is not utilizing the reserved space according to the purpose it was reserved, the reservation will be canceled. If it is discovered that the space was reserved for a non-university organization (NUO) or with primary intent of advertising on behalf of a NUO or their interest without following the current vendor practice, the reservation will be canceled and the organization will be informed of and instructed to follow the proper process. ASU Student Unions and Centers reserves the right to request appropriate identification at any time.
The University Center staff will provide tables and chairs for use in tablings spaces that are reserved. One table and two chairs will be delivered no less than 15 minutes prior to a table reservation.
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 be charged the $25 no show fee. Group’s future tabling reservations and ability to request additional tabling space will be suspended until all applicable penalties have been paid in full.
The sound system is a self-serve unit that can be reserved and picked up from the University Center Building Information Desk 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 group’s use.
Outdoor Events
Outdoor special use programming space can be reserved for ASU-affiliated events that include amplification, displays, inflatables or other activities that require a large programming space or setup. These types of outdoor events must be requested at least two weeks (14 days) in advance and groups must register their event with the Event Registry. Additional campus approvals and notifications may be necessary.
ASU Hosted Reservations with Vendor Participation
Vendors may participate in a scheduled event or activity using outdoor space if it is sponsored by an ASU-affiliated organization and is conducted in accordance with applicable ASU policies and requirements. Contact the University Center staff for pricing and additional information.
Campus Tours, Promotions and Events
Campus Tours and Turnkey Promotions are activities that generally involve cross-country travel to campuses by large organizations, companies, etc. They typically require large programming space and/or setup.
For more information or to inquire about visiting the West Valley campus for a promotional campus tour, contact us.
Non-University Sales/Promotion Reservation Requests
Please note, acceptance of outdoor tabling or vendor requests by non-ASU affiliated organizations or individuals has been temporarily paused. The information below will be applicable when the process activates in the future. (Updated September 20, 2024)
All vendors wishing to sell, promote or showcase a tangible good or product (that is capable of being appraised at an actual or approximate value) in outdoor spaces reserved and managed by ASU Student Unions and Centers must register and reserve space directly with the student union/center on that specific campus. Only vendors who are selling or showcasing a good or product that does not create a conflict with any existing university contract or relationship will be eligible to participate.
Five (5) reservation dates are permitted per semester, per vendor for a standard rate. Additional reservations will be made available at an additional cost. Outdoor vendor reservations are permitted during the Fall and Spring semesters of each academic year. No reservations will be accepted during academic final exams or weeks of Convocation.
Any vendor who is not in good standing with the University will be ineligible to reserve any type of outdoor reservations overseen by ASU Student Unions and Centers for a term outlined by the department.
In order to reserve outdoor space, non-university organizations should contact the University Center staff for pricing and additional information.
Additional Outdoor Policies and Procedures
Petitioning and distributing literature is permitted in reservable areas surrounding the exterior of Student Unions and Centers buildings, with an approved reservation only. To permit the free flow of traffic in and around Student Unions and Centers, persons authorized to distribute material are required to remain in assigned locations and may not circulate through other areas. Petitioning and distributing literature is not permitted inside any Student Union and Centers except in conjunction with permitted use of meeting rooms. Additional information may be found in the Student Services Manual under SSM801-04.
Setups for stages, tents, fences, etc should be an appropriate distance from sprinkler heads and trees to avoid damage. Staling of tents, canopies, or other equipment is prohibited without prior approval.
No signage or ropes of any kind may be attached to trees. Postings are not permitted on trees, plants or objects in the landscape, lamp posts, exterior or walls, sidewalks, benches, windows or other surfaces not specifically designed for posting printed materials.
Organizations and individuals are responsible for the removal of all equipment and trash by the end of their reservation time and are responsible for returning that area to the same condition it was prior to its use.
Arrangements must be with the University Center staff staff 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.
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.