Submit a Space Request

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. 

Outdoor tabling reservations must be requested 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. 

Generally, space requests may be made up to a year in advance. Reservations typically open up in the early Spring semester for events taking place up until the end of July for the next calendar year. Special consideration is made for large university-wide events that meet specific criteria. Charges will apply for any approved late requests. For more information visit Policies and Procedures guidelines for more information and expectations for submitting events.

When a space request is submitted through Mazevo or through our office, the space is not immediately confirmed. Large event reservations are reviewed to ensure there is enough time for cleaning and preparing the space following and before other scheduled events. Additionally, as your event is being reviewed it may be placed in one of two statuses:.

• Details Pending: your request has been received but there is additional information that may be needed in order to confirm your event. This information may include but is not limited to questions about your layout, clarity of your audio visual needs or the submission to the ASU Event Registry, if applicable. 
• Confirmed: your request has been reviewed and has been approved. No additional information is necessary. You are encouraged to review your confirmation booking details to ensure all your information is accurate prior to your event date.

Following the review and approval, you will receive an email with information regarding your event submission. If you have any questions about your event, you may contact the staff member listed on the top of your booking document. 

Mazevo is the reservation software 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. 

Members of the ASU community (registered student organizations, offices and departments) may access Mazevo by signing in with their university email and credentials. Only emails ending with asu.edu will be accepted. After logging in, users should see a list of various campuses that they already have an user account for. They will also be able to see a list of other campuses that they may request a user account for if they wish. Once a request has been received it will be processed by our office.

If you have any questions, please contact us. 

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).

After logging into your Mazevo account, navigate to the Requests dropdown menu. You should see an option called My Events. By clicking this option, you will be able to view your past and upcoming events. 

There are a few reasons that spaces may be listed as unavailable. You may be requesting a time frame that is not available due to another previously scheduled event or a time that the building is not open due to holidays or academic breaks. Additionally, due to the large volume of scheduled events, time is set aside to ensure time to properly prepare and clean venues between scheduled events. 

You may change your requested dates and/or times. If you need assistance with identifying a specific date or time that will work for your event, please contact us.

Yes. Individuals and non-ASU organizations may reserve space for the academic year on a first-come, first-serve basis once our department has confirmed pre-existing space requests. Individuals or non-University organizations may submit a space request utilizing the links below for their desired location and selecting “Request Account”:

Memorial Union
Polytechnic Student Union
Student Center @ the Post Office
University Center Building

The Student Pavilion, located on the Tempe campus may only be reserved by officers of a currently registered student organization and the primary audience of all events held in the Student Pavilion shall be ASU students or a combination of current ASU students and current students at other higher education institutions. 

While collaborations with student organizations are permitted, the student organization must be the primary organizer of the event with a student  member assigned to coordinate event details, assume financial responsibility and have students, faculty, or staff participating in the event

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.

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.

Outdoor tabling reservations are not required to be registered. Additional guidelines for in-person events and meetings as well as exceptions for event registration can be found within University Events & Protocol.

Event registration is mandatory for required events. A formal confirmation for the use of a space will not be provided until the event is registered. Once your event is registered, event planners and organizations must communicate their assigned RITM Number (formerly Event Registry Number) to the Student Unions and Centers team.

You should receive an auto-generated email from Mazevo, instructing you to log into your account and add your RITM Number (formerly Event Registry Number) to your existing reservation.

Failure to register an event and/or communicate a RITM Number (formerly Event Registry Number) 14 or more days in advance of the event will result in the cancellation of the event and applicable fees will be applied. To avoid delays or challenges, please ensure that the information submitted in the Event Registry matches what has been communicated in your Mazevo space request.

Submissions will be reviewed by relevant university departments to ensure that all necessary approvals and permits have been obtained, that the event complies with applicable policies and laws, and that any safety considerations will be addressed. Event organizers may be required to alter their plans as needed to address compliance and safety issues. Event organizers must submit complete and accurate information about their event and must promptly update submitted information if it changes after submission and prior to the event. Failure to submit complete and accurate information to the Event Registry may result in cancellation of the scheduled event and disqualification from reserving space or hosting events in the future.

• Event planners are responsible for communicating their RITM Number (formerly known as Event Registry Number) through Mazevo (preferred) or to your assigned Event Coordinator via email. The individual listed on the initial space request should receive an auto generated email from Mazevo with a request to provide their RITM number by a specific deadline.
• Some events require the approval of an Executive or Senior Vice President or their designee. Event planners are responsible for reviewing their Event Registry submissions and communicating when such an approval has been made and updated in their submission. For a list of events that require an Executive or Senior Vice President approval, see FAC 115: Use of University Property and Facilities. Event planners must communicate to their assigned Event Coordinator that an approval has been provided. This information must be communicated by the assigned deadline.
• If either communication is not received by our office by specified deadlines, the event is subject to cancellation and appropriate fees may apply.