Rates and Policies

Rates and Policies

Student Pavilion Policies

Review the Student Pavilion policies before you plan your event.

Reservations

  1. A sponsored student organization is one that has professional staff support which will help organize an event.  If you unsure if your group is considered a sponsored student organization and wish to place a reservation please contact the Programs and Activities team on the second floor of the Pavilion.
  2. Reservations for recurring meetings will not be accepted.
  3. The Senita Ballroom and Senita A are available to book by sponsored student organizations 2 years in advance.  Senita B/C will be available to book once an event is confirmed in Senita A or 1 year in advance whichever is earlier.
  4. Off campus groups that are affiliated with an on-campus department or student organization may utilize the Student Pavilion when school is in session by obtaining co-sponsorship.  By co-sponsoring the event the department or organization assumes responsibility for any financial obligations from the event.  A letter is required from the department head or organization president and advisor stating how the event furthers the mission of the organization and/or Arizona State University.  At least one member of the department or organization must be in attendance at the event.
  5. Third party clients not co-sponsored by an ASU entity will be required to supply a certificate of insurance and endorsement with the coverage amounts specified by ASU insurance department. 
  6. 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. Room charges also apply to all events where 50% or more of attendees are not affiliated with Arizona State University, another institution of higher education or a P-12 educational institution sponsored visit.  Clients must pre-sell tickets; ticket sales are not allowed at the door.  The Student Pavilion reserves the right to verify attendee affiliation by requesting copies of registration list, guest list or by checking guest identification to ensure adherence to this policy. 
  7. Registered student organizations will be allowed to place ‘Event Holds’ for a single event provided they release all additional holds when an event date is confirmed.  These holds can be challenged and will be forfeited if not confirmed 90 days prior to the event.
  8. Organizations may hold up to 3 dates per event.  An organization may have holds for up to 5 events per academic year.
  9. All ‘Event Holds’ can be challenged by other potential clients who are able to confirm an event for one of the held dates.  An “Event Hold” is not a confirmation of a date.
  10. If an organization requests a date that is already held, they may enter a ‘Second Hold’.  In the case that they are able to confirm their event, they must then formally challenge the holder of the initial Event Hold in order to confirm the date.
  11. Clients will have three (3) business days to confirm an event when challenged for the specified date or the date will be cancelled and the confirmed event will be accepted.
  12. In order to formally challenge an organizations Event Hold, the challenging organization must have an event that will confirm for that date. When a date is challenged and conceded, the challenging organization must submit a confirmation for that date.  If the confirmed event cancels from the time of confirmation until 60 days prior to the event, you may lose the ability hold or challenge events in the future or may incur a fee.  Any cancellation less than 60 days prior to the event will be subject to the regular cancellation policy and fees.
  13. The Student Pavilion 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.
  14. The Student Pavilion does not accept reservations from any organization with outstanding payments due to ASU.
  15. The pre-function space can only be reserved with a reservation for the event space.  If the event space is split into multiple events then the pre-function space priority will be given to the largest event.

Conditions of Use

  1. In order to accommodate as many clients as possible the Student Pavilion books rooms based on the maximum seating capacity.  A room charge will apply to reservations for rooms that are larger than estimated attendance requires.  The Student Pavilion, unless otherwise agreed, reserves the right to assess a room charge to clients whose estimated attendance does not utilize the room effectively or whose count drops below the requested room size.
  2. Clients holding large events or events that require a large, detailed or unusual set will be required to meet with a member of the Memorial Union/Student Pavilion staff a minimum of 2 weeks prior to the event to ensure clients are aware of all policies for use of space.  At least one person that will be responsible for and at the event will need to attend. 
  3. A non-refundable deposit of 50% of the total rental is due 60 days in advance for ASU affiliated groups and 90 days in advance for off campus groups.
  4. Events may require a special event permit from ASU police and/or the ASU Fire Marshal.  Please work with your event coordinator to see if a permit request should be submitted
  5. Student Pavilion building hours during the regular academic year may be extended after 11 p.m. to accommodate events at a fee of $150 per hour with a minimum of 10 days’ notice and Student Pavilion staff approval.  Regular event hours are between 7 a.m. and 11 p.m. during the regular academic year.  Summer and Holiday event hours may vary.
  6. Rooms/spaces must be left clean, free of damage and in the set-up reserved.  Clients are prohibited from re-arranging 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 a fee reflective of the cost for replacement/repair.
  7. 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.
  8. The Student Pavilion will charge an excessive set up fee when the needs for any space exceed a standard set or include unusual demands. 
  9. The Student Pavilion is designated a public venue, as such, all movies shown must have copyright approval.

Set-up/Rehearsal/Rain Back-up

  1. 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 back up, cancelled 60 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, if staff is available to accommodate the request.
  2. Due to the high demand for space, requests for rehearsal times and client set-up are limited to 4 hours at a time convenient to the operation of the Student Pavilion.  Requests for additional time will be reserved if available for 50-100% of the room charge based on amount of time requested.  

Catering

ASU Catering provides a variety of delicious and convenient menu options for events within the Student Pavilion. For more information or to request catering services please contact the MU Catering office by phone at 480-965-6508, e-mail or visit the catering sales office located on the main level of the Memorial Union by the information desk.

  1. The Student Pavilion has an in house catering service. No other off site companies may cater in the building.
  2. An alcohol permit is required to serve alcohol on campus. The forms are must be submitted to the Director of the Memorial Union at least 2 weeks prior to the event.

All Catering within the Student Pavilion Must be certified Zero Waste:

  • The Student Pavilion recognizes the importance of being a good environmental steward and shares Arizona State University’s commitment to sustainability. Hosting a Zero Waste event minimizes landfill waste and demonstrates a commitment to ASU's Zero Waste goal!
  • To help you, and your event achieve this goal, the Student Pavilion provides recycling and compost bins in every room. We also work closely with Sun Devil Catering to ensure all of your catering needs are Zero Waste certified.
  • Please download these Student Pavilion Event: Zero Waste Talking Points for use at your event to engage and inform your guests!
  • For more information about how to host a Zero Waste event please visit: Zero Waste at ASU

Want to go above and beyond? Complete the Green Event Certification and get special recognition from the University Sustainability Practices Office.

Audio/Visual

  1. The Pavilion is equipped with a wide variety of AV as part of its standard set-up.  Work with Event and Meeting Services to determine what equipment will fit your needs.  Events requiring a more elaborate set-up and may require technical support should make an appointment with the PAB Production team to support their event, please email PABProduction@asu.edu.
  2. Clients requiring labor/tech services will be billed $25 per labor hour, per tech crew member, to support the event.
  3. Any events taking place in Senita Ballroom should consult with the PAB Production team on the second floor of the Pavilion to confirm their needs for production equipment.  All other event pricing can be found below.

Audio/Visual Equipment Fees

Student Organization

Student Event, Non-Student Org

University Event, Non-Student Event

Outside Client

Flip Chart w/Pens

$25.00

$25.00

$25.00

$50.00

Stage Build (custom)

$200.00

$200.00

$400.00

$500.00

Stage Strike

$0.00

$50.00

$100.00

$300.00

Podium/Mic*

$0.00

$0.00

$0.00

$50.00

Projector

$0.00

$0.00

$0.00

$250.00

*Indicates in smaller two event rooms only

Loading/Shipping/Storage/Parking

  1. The Student Pavilion cannot accept drop and go shipments; delivery companies must deliver to the reserved room.  The Student Pavilion does not facilitate outgoing shipments. Clients hosting events with a large volume of shipments may be required to work with an off campus expo company.
  2. Clients needing to unload items at the Student Pavilion may check out a loading pass for a 40 minute load in and load out.  Arrangements for visitor parking in campus structures or lots must be made with Parking and Transit Services, (480)965-6406.  The Student Pavilion does not have any control of the parking availability or charges.

Decorations/Signage/Displays

  1. 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 Student Pavilion staff and must stand on its own or be placed on an approved sign holder.
  2. The use of glitter and confetti and lit candles is prohibited in the Student Pavilion. 
  3. Displays, sales, exhibits, vendor information and other activity may take place inside meeting rooms only, for the duration of the event.
  4. Literature displays and sales may take place inside meeting rooms only for the duration of the event

Late Requests/Cancellations

  1. 60 days’ notice is required for cancellation of reservations for any section of Senita Ballroom.  Cancellations received after that time and no shows will be charged a fee based on a percentage of the room charge for the appropriate client category.  45 to 59 days = 25%, 30 to 44 days = 50%, 15 to 29 = 75% 0 to 14 = 100%.  Events reserved within sixty days will require two weeks cancellation notice or a fee equal to 50% of the room charge will be assessed.
  2. Two full working days’ notice is required for cancellation of reservations for meeting rooms.  Cancellations received after that time and no shows will be subject to a $20 late cancellation fee. 
  3. All requests for meeting room equipment and/or set-up made with less than 3 working days will be charged a $30.00 minimum fee per request. 
  4. All requests for ballroom space equipment and/or set-up made with less than 2 weeks may be charged a $100.00 fee per request.

Pavilion Fee Structure

All registered student organizations and Arizona State University departments are EXEMPT from meeting room charges EXCEPT when there is a registration fee, conference fee, admission charge, required donation or any other type of fee required from those participating in the event. The following categories indicate the fee structure where applicable:

Category 1: Registered or sponsored student organization event when a fee, admission charge or donation is part of the event OR when 50% of the attendees are not affiliated with ASU or an institution of higher learning.

Category 2: University related event with University participation when a fee, admission charge or donation is part of the event OR when 50% of the attendees are not affiliated with ASU or an institution of higher learning.

Category 3: Non-university related event.  Room/equipment charges apply to the category under all conditions.

Room

Occupancy

Category 1

Category 2

Category 3

Senita Ballroom

700-1200

$500

$2000

$4000

Senita A

200-600

$250

$1000

$2000

Senita B

100-200

$150

$500

$1000

Senita C

100-200

$150

$500

$1000

Senita B&C

200-400

$250

$1000

$2000