Reservations

In order to reserve space, event planners must create a user account and and submit their request through our event management platform, Mazevo. A separate Mazevo account is currently needed to reserve space on each of the four ASU campuses. Additionally, anyone planning an in-person gathering in an ASU building or facility, as well as an off-campus gathering that is related to a university activity or paid for with university funds or student fees must register their event in advance with the Event Registry. A submission to the Event Registry should be made once an initial request for space has been submitted through Mazevo.

ASU affiliated groups may book spaces within the current academic year and reservation requests for the academic year will open late each Spring semester for the upcoming academic year on a first come, first serve basis. A minimum of sixteen (16) days is required to reserve all reservable spaces including conference rooms, ballroom, and other large and/or outdoor programming spaces. This is regardless of event type or if a specific event is listed under an Event Registry exception.

Requests for outdoor tabling must be submitted at least three (3) business days in advance. Same day outdoor tabling requests are unable to be accommodated. 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. Fees will be assessed for any accommodated late request. Late requests are not guaranteed.

Requests for space are reviewed within three (3) full working days of submission and in the order in which they were received. Additional time may be required for an organization to receive a formal confirmation if a member of the Student Unions and Centers team needs to contact you with additional questions or to discuss the details of your request.

In-person gatherings in an ASU building or facility, as well as an off-campus gathering that is related to a university activity or paid for with university funds or student fees must register their event in advance with the Event Registry. A submission to the Event Registry should be made once an initial request for space has been submitted through Mazevo. A formal confirmation for the use of a space will not be provided until the event is registered. Failure to register an event will result in the cancellation of the event and applicable fees will be applied. Events that are exempt from the Event Registry can be found here.

Mazevo is the reservation softwared utilized by ASU Student Unions and Centers to receive and process space requests. In order to access Mazevo, event planners and those requesting event and outdoor space must be provided with a User Account. A User Account is required in order to utilize the reservation request system. Each ASU campus location has a unique User Account request link and requires organizations to request and create an account for each location.

To request a User Account:

1. Visit the campus link associated with the campus that you would like to request a User Account for:
   1. Polytechnic Student Union (and select outdoor spaces):
      https://asu-polytechnic.mymazevo.com/
   2. Memorial Union and Student Pavilion *(and select outdoor spaces):
      https://asu-tempe.mymazevo.com/
      • *Please note that the Student Pavilion may only be requested and reserved by registered ASU student organizations.
   3. Student Center @ the Post Office:
      https://asu-downtown.mymazevo.com/
   4. University Center at West Valley (and select outdoor spaces):
      https://asu-west.mymazevo.com/
2. Click the “Request Account” link below the Arizona State University banner at the top of the page and complete the information prompts. Email addresses provided must be your own ASU email address.  
   Requests submitted with emails that are non-ASU affiliated will not be approved.  Organizations and departments names should be shared in full.  Requests submitted with only acronyms or abbreviations provided may not be approved.  
3. Click “Request” to submit your User Account Request

User Account Eligibility: 

Current Arizona State University students, faculty and staff are eligible to request a Mazevo User Account for reservation request access.  Access to reservable space varies based on department or organization involvement and leadership.  

ASU Departments and Staff Organizations: User Accounts may be requested by current ASU faculty/staff within a particular department or team who will need ability to request space reservations within the ASU Student Unions and Centers (and outdoor spaces overseen by ASU Student Unions and Centers). Please note, student employees cannot make reservations on behalf of a Department or Staff Organization.

ASU Registered Student Organizations: User Accounts can be requested by up to three (3) elected officers, registered via the Student Organizations and Leadership office. Organization advisors are not eligible to serve as requestors for student organizations, unless the organization is established as part of the Sun Devil Leadership Council (SDLC).

Non-University Organizations may reserve space for the academic year on a first come, first serve basis once the once the annual Priority Scheduling process has concluded. Non-University Organizations are not eligible for priority scheduling.  Non-University organizations or individuals interested in reserving space, may contact a team member to review availability.

Priority Scheduling is an intentional process that allows us to proactively identify and reserve spaces for specific campus events that meet specific criteria. The priority scheduling submission process will open in late Fall/early Spring each academic semester to ensure key campus events are considered prior to the reservation request opening for the next academic year.  

Events requiring priority scheduling must meet at least one of the following criteria for consideration:

• Event must target potential students or accepted students who have not yet enrolled, 
• Events can only be held at a certain time of the year (university academic calendar, cultural, religious or national holidays, etc.) 
• Event must be held in the Student Union or Center of a specific campus due to the size or logistics of the program and the program is unable to be accommodated elsewhere on campus

Additionally, with the exception of admissions related events, events approved for priority scheduling should have occurred on campus at least one time prior to submission of the request, are expected to occur annually and are open to and targeted to current and/or potential students. 

The priority scheduling process for the 2024 - 2025 academic year is complete.  The process for the 2025-2026 academic year will open early in the Spring semester. 

Please note, continued approval for priority scheduling is not guaranteed and requests for priority scheduling will need to be submitted annually for consideration.

Quick Reserve Rooms are currently available in the Memorial Union and the Polytechnic Student Union. Quick Reserve spaces are designated nursing rooms and conference rooms that ASU affiliated individuals and groups may reserve in Mazevo within 48 hours of use. Quick Reserve conference rooms are intended for small individual needs, and where there is no additional equipment or set-up needed for your reservation to occur. Food service is not permitted in Quick Reserve spaces.

ASU Student Unions and Centers are comprised of the Memorial Union, Student Pavilion, Polytechnic Student Union, University Center and the Student Center @ the Post Office.

Each of our unions and centers are able to host a variety of events including outdoor events and tabling. To reserve space in a specific building or in a space overseen by ASU Student Unions and Centers, event planners must create a Mazevo User Account and submit their request through the event management platform, Mazevo. A user account for each campus is required. 

Once received, your event will be processed by one of our team members within three (3) full working days of your submission. 

To learn more about reserving outdoor and tabling spaces, visit “Outdoor Events and Tabling.” Information pertaining to room capacities and associated charges, can be found under each campus location. 

Room charges apply to Registered Student Organizations and Arizona State University departments only when there is a registration fee, admission charge, required donation or other type of fee charged to anyone attending the event, including sponsors and exhibitors.  

In addition, at least 50% of the attendees must be affiliated with ASU (current student, faculty or staff), another institution of higher education or on a K-12 educational institution sponsored visit or room charges apply. Room and equipment charges always apply to off-campus clients. 

The following categories indicate the fee structure where applicable:

• Category I: Events hosted by ASU Registered Student Organizations in which participation fees are collected or where current ASU faculty, staff, and/or students are not the primary audience
• Category II: Events hosted by ASU University Departments in which participation fees are collected or where current ASU faculty, staff, and/or students are not the primary audience.
• Category III: Events hosted by non-ASU entities and individuals.