Rates and Procedure

Student Pavilion Reservation Guidelines

Review the Student Pavilion meeting room practices and procedures before you plan your event.

Event and Meeting Services manages all meeting and event reservations for the Memorial Union, Student Pavilion, and dedicated portions of Cady, Orange, and Tyler Malls, Palm Walk, Student Services Lawn, and Sparky’s Den. 

The Event and Meeting Services team manages reservations for the following rooms in the Student Pavilion: Senita Ballroom, Mariposa Conference Room, Ocotillo Conference Room and Cholla Conference Room.  

To provide assistance with the planning of an event and facilitate the reservation process these practices and procedures are designed to assist with defining responsibilities, management of resources, and providing for safe and orderly event planning and execution.

Room charges apply to category I (ASU Registered Student Organization) events hosted in the Student Pavilion whenever there is a registration fee, admission charge, or donation requested, or if at least 75% of attendees are not current ASU students or current students at another higher education institution.  Room charges will apply in any circumstance where there is a required fee to attend or participate in the event, regardless of profit or personal gain to the hosting organization, including sponsors, exhibitors, and conference attendees.

 Updated Pricing Effective July 1, 2023

Reservations

1. The Student Pavilion may only be reserved by designated officers of a currently registered student organization to host events for current ASU students or a combination of current ASU students and current students at other higher education institutions within the current academic year.  A guest list with affiliation will be required for all events hosted in the Student Pavilion. A priority scheduling process will take place early each Spring semester for key, campus-wide events to be considered for booking prior to the first come, first serve process opening.  Student organizations may book for the academic year once registered with the Student Organization Office.
2. A Special Event Registry must be submitted 30 days prior to an event date if the event is considered a “special event.” Additional permits may be required based on the event details.
3. Reservations for recurring meetings in Senita Ballroom will not be accepted.
4. Student Organizations 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 registered student organization 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 student organization hosting the event must be prominently displayed on all marketing materials, including but not limited to website, flyers, brochures, and digital displays.
   • The Client or representatives from the organization must be on site for the full duration of 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.
5. Organizations 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 only be permitted to retain holds for a maximum of two (2) weeks.  
6. Student Unions and Centers 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. 
7. Student Unions and Centers does not accept reservation requests from any organization with outstanding payments due to Student Unions and Centers venues. Organizations with outstanding payments will not be able to reserve space and any current or pending reservations will be subject to cancellation if any payments are deemed to be in a delinquent status.
8. The Student Pavilion lobby can only be reserved in conjunction with a reservation for the Senita Ballroom.  If Senita Ballroom is being utilized for multiple events, then the lobby space is prioritized for the larger event. 

9. Student organizations hosting a major event may have additional requirements as outlined by the University or the Student Organizations and Leadership Office.

   Conditions of Use

10. In order to accommodate as many clients as possible, the Student Unions and Centers staff reserve rooms based on maximum seating capabilities, individual event needs and the information provided by the organization submitting the request. Room charges will be incurred for clients when event attendance does not utilize the room effectively or if it is determined that the reserved space was not used according to the purpose it was reserved.
11. All reserved 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 if there is a loss of equipment, the responsible group/party will be assessed the full replacement/repair costs. 
12. Any group leaving an excessive amount of materials or trash will be assessed a minimum fee of $100 for clean-up. This includes decorations, catering items, etc. Additionally, any labor deemed necessary to return a venue to its original state after the conclusion of an event will be assessed and charged to the reserving organization. 

13. 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 

14. The Student Pavilion is designated a public venue. As such, all movies shown must have copyright approval.
15. 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.  Additional resources can be found at ASU Filming and Photography.
16. 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. 

17. Current ASU students may request to film in the Memorial Union or Student Pavilion for class or student organization projects, but must request permission/approval prior to filming.  Student Filming application and resources can be found here.

    Set Up Time, Rehearsals and Inclement Weather

18. Clients hosting an outdoor reservation may proactively request an additional indoor venue in the event of inclement weather. Room(s) held for inclement weather must be canceled 48 hours in advance prior, or by end of day on Friday for a Monday event to avoid cancellation fees. Any space requested within one day of an event due to inclement weather will be assessed the appropriate labor charge associated with setting the room, if available. 
19. Requests for client rehearsal times associated with an existing reservation are limited to two (2) hours at a time convenience to the operation of the Student Pavilion. 

20. Client set-up or teardown holds occurring before or after an active reservation date will be subject to a percentage of  the applicable category room rate for the space.  Spaces held  for client set-up or teardown between 0 and 4 hours will incur a 50% fee.  Spaces held for more than 4 hours will incur a 100% fee.  

    Catering and Food

21. The Student Pavilion 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. For additional information regarding the University’s guidelines pertaining to food and catering at events please visit Food Safety and Health. 

22. All Catering within the Student Pavilion Must be certified Zero Waste. 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 and visit: Zero Waste at ASU

    Complete the Green Event Certification and get special recognition from the University Sustainability Practices Office.

23. Guests are not permitted to cook foods during events or in the facility. This includes any foods that are cooked, sliced, temperature controlled (via hot or cold holding).

    Audio Visual

24. The Student Pavilion is equipped with a variety of audio-visual equipment as part of its standard set-up. Events requiring technical support beyond the standard function of reserved rooms should make a consultation appointment with the PAB Production team. Email outreach can be sent to PABProduction@asu.edu.

Loading/Shipping/Storage/Parking

25. Clients requesting storage of materials on dates before or after an active reservation date will be required to reserve a room if available and pay the appropriate category room charge per day. 
26. The Student Pavilion cannot accept “drop and go” shipments.  Any reservation materials requiring shipment to campus must be delivered to a reserved room with the client present to receive the delivery or should be coordinated for holding and day-of delivery with ASU Mail Services or an off-campus expo company..  The Student Pavilion does not facilitate outgoing shipments.
27. Clients needing to unload items for the Student Pavilion may check out a Memorial Union loading dock pass at the Memorial Union Information Desk for a 30-minute load in and load out. 

28. 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 and is not able to validate parking.

    Decorations/Signage/Displays

29. Signage and décor must be free standing or placed on tabletops. Items are not permitted to be taped or attached to any ceilings, walls, windows, doors, columns, etc. of the room/building. Post-it style, self-adhesive note pad paper may be used on the blank walls inside the conference rooms and ballrooms. 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.
30. Glitter, confetti, lit candles, or any open flame are prohibited in the Student Unions and Centers.
31. Displays, sales, exhibits, vendor information and other activity may take place inside meeting rooms only, for the duration of the event.

32. 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. (labor, lift, etc.) Balloons are prohibited in the lobby.

    Cancellations and No Shows

33. 30 days’ notice is required for cancellation of reservations for any section of Senita Ballroom. 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%. Fees apply regardless of the time the initial booking was made and apply regardless of funding sources anticipated for event costs.
34. Three (3) full working days’ notice is required for cancellation of reservations in conference rooms. Cancellations received after that time will be subject to a $50 late cancellation fee per conference room reserved.

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

    Late Requests

36. A minimum of ten (10) business days is required to reserve a ballroom and other large and/or outdoor programming spaces. A minimum of seven (7) business days is required for conference rooms. Details for large, elaborate or unusual sets must be received a minimum of two (2) weeks prior to the event date in order to be accommodated. 
37. Late requests for ballrooms and other large programming spaces will incur a late fee equal to the rate associated with the appropriate Category Schedule. Late requests for conference rooms will incur a $50 late request fee per room. Requests received with less than three (3) days’ notice may not be able to be accommodated. 
38. Rescheduling of an event is considered a cancellation of your original reservation and a request for a new reservation to an alternate date, time, or location.  Applicable cancellation and/or late request fees will apply. 
39. Accommodated changes (major or extensive) requested less than seven (7) working days prior to the event will incur a charge of $50 per request. Accommodated late requests to existing reservations made day of or less than one (1) working days’ notice will incur a charge of $100 per request.

40. Final event details should be received seven (7) business days prior to the scheduled event. Additional requests after this deadline cannot be guaranteed.

    Abandoned Property

41. Any property not claimed within 48 hours following the conclusion of an event/meeting will be considered abandoned by the reserving group and/or individual. The Student Pavilion may dispose of the items at their discretion. The reserving group and/or individual shall be liable for any cost incurred in disposing of the abandoned property.

    Academic Classes

42. Academic classes are not permitted to reserve or hold class sessions in the Student Pavilion ballrooms or conference rooms.

    Service Animals

43. Individuals with disabilities may be accompanied by their service animals on all ASU campuses where members of the public or participants in services, programs, or activities are allowed access. Individuals with disabilities are responsible for their service animals and the university may exclude service animals under certain circumstances. 
    By law, a service animal means any dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Other species of animals, whether wild or domestic, trained or untrained, are not considered service animals. See Student Services Manual SSM 701-06 for additional information. 

    Emotional Support animals, comfort animals and therapy dogs are not considered service animals and are not permitted in the Student Unions. 

    Fronting

44. Fronting is not permitted and is defined as an eligible University student organization reserving space for another person and/or group in an attempt to avoid required monetary or other contractual obligations. This includes hiding or intentionally concealing the identity of the true client due to non-eligibility for use of facilities. Organizations found to be fronting will be charged the maximum applicable rate and subject to the loss of reservation privileges.

    Extension of Building Hours

45. The Student Union and Center facilities maintain regular hours of operation during the academic year and operate under adjusted hours during spring, summer, and winter breaks.  Student Pavilion recognizes event hours of 7am - 11pm, in which student organization hosted events may be hosted without additional building hour extension fees if regular hours of operations don’t extend to the full event hours range. Some exceptions may apply for campus closure dates. Student Pavilion building hours may be extended further than 7am or 11pm to accommodate events at a fee of $150 per hour with a minimum of 2 weeks’ notice and Student Union and Center’s staff approval.

    Disruptive, Threatening or Violent Behavior

46. Students, faculty, staff, and other individuals do not have an unqualified right of access to university grounds, property, or services. Guests who are disruptive will be asked to leave the facility. Interfering with the peaceful conduct of university-related business or activities or remaining on campus grounds after a request to leave may be considered a crime. For more information, see Student Services Manual SSM-104-02.

    Lost and Found

47. Student Unions and Centers buildings are not responsible for lost, found, or damaged articles belonging to individuals and/or organizations using the building or for lost or found items on campus. 

    Items found on campus will be kept at the Student Unions and Centers Information Desk of the respective campus. To claim an item, individuals must present a current photo ID and a physical description of the item.

    Items not claimed within 30 days will be donated to a charitable organization or disposed of in accordance with Arizona Revised Statutes § 12– 941 to –946.

    The following items are kept for 60 days:

    • backpacks, bags such as purses, camera bags, and duffel bags
    • binders, folders, and notebooks and books such as textbooks and course readers
    • cell phones, flash drives, keys
    • clothing such as jackets, pants, shirts, skirts, hats and sweaters
    • electronics such as calculators, headphones, computer cords, and handheld radio/music players
    • sunglasses and eyeglasses including prescription and reading
    • identification cards, credit cards and wallets
    • jewelry such as bracelets, earrings, necklaces, rings, and watches and any other items of value or importance.

    For sanitary reasons, the following items are not accepted:

    • all undergarments and clothing of a personal nature
    • all personal hygiene items such as hair clips, hair brushes, make-up, lotions, and hair products
    • all footwear and items such as shoes, sandals, socks, and high heels
    • all contact lenses, contact lens solutions, and ear plugs
    • all towels or cloths of personal use
    • all edible items and items that contain food or liquids such as lunch boxes, bottles, and mugs
    • all chemical and medical items such as cleaning solutions and prescription drugs and any other items that area deemed unsanitary.

    
    Note: Due to limited storage, miscellaneous documents and photographs are disposed of.

    Gambling and Raffles

48. Gambling is prohibited and ASU departments and administrative units are not permitted to conduct raffles. For information pertaining to conditions under which organizations can conduct raffles visit Office of General Counsel.  

    Banned Items and Activities

49. Illegal drugs, firearms, and gambling in any form are prohibited in Student Unions and Centers. Roller blades, roller skates, skateboards, bicycles, scooters, and the use of those items within Student Unions and Centers are prohibited.

    Use of candles and incense is prohibited, except for ceremonial purposes and only upon approval of the Student Unions and Centers Administration at the appropriate location and receipt of a permit from ASU Environmental Health & Safety. For more information, see Student Services Manual SSM-801-01.

    Alcohol

50. An alcohol permit is required to serve alcohol on campus. The forms are available on the ASU Police and must be submitted to the Director of the Memorial Union at least 3 weeks prior to the event. Cash bars and off-campus events with charges will not be approved.  

    Alcohol may be served or consumed only at designated special events as authorized by Arizona Board of Regents’ policy 5-108(A)(4), “Sale and Consumption of Alcoholic Beverages on Campus” and Student Services Manual SSM 106–03.

    Smoking

51. Smoking, defined as the burning of, inhaling from, exhaling the smoke from, the possession of a lighted cigar, cigarette, pipe, hookah, water pipes or any other matter or substance which contains tobacco or any other matter that can be smoked, or inhaling or exhaling of smoke or vapor from an electronic smoking device is prohibited in the facility.

    Electronic smoking devices are defined as devices that simulate smoke through inhalation of vapor or aerosol from the device, including e-cigarettes, e-cigars, e-pipes, vape pens, and all forms of smoking tobacco. For more information, see Policy ACD804.