Submit a Space Request
Getting Started
Registered student organizations and university offices/departments may submit a space request within ASU Student Unions and Centers by first submitting a request through the online scheduling system, Mazevo. Non-affiliated university groups or individuals may contact us directly. If you are unfamiliar with Mazevo, learn more by reviewing the information listed below.
We highly recommend using Mazevo as our event planners are able to independently compare space availability and make updates in real time. Additionally, Mazevo allows you to view your past and upcoming events with the option to edit future events within a specific timeline. At this time, Mazevo access is not available to university guests and community members interested in reserving space on a specific campus should contact the campus of interest directly.
When you are making a space reservation, it is helpful to have the below information prepared.
- Preferred date and time of event with an alternative date in case your first choice is unavailable. Your preferred event times should include not only the times of the actual event but any time necessary for setup or cleanup needed prior or at the conclusion of your event.
- Desired building and location
- The name of the organization, department or office assuming responsibility for the event including any applicable fees or charges.
- Primary contact. This individual will remain the primary contact for any questions and will communicate with a member of our team regarding the event logistics.
- Description of the event which will allow our team to ensure you have selected the best venue to host a successful event.
If you experience challenges with requesting reserving space or would like a member of our team to guide you on how to do so, a member of our team is available to assist via email, over the telephone or in person.
Space Request Timelines
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
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.
Each ASU campus location has a unique User Account request link and requires organizations to request and create an account for each location.
To obtain a User Account for a specific building and corresponding outdoor spaces(Note: please have the text ‘outdoor spaces’ link to the new page that will be created called ‘Outdoor Events and Tabling’) please click the appropriate link below.
Once you have navigated to the new account page, 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 (no abbreviations). Requests submitted with only acronyms or abbreviations may not be approved and will delay processing. Once completed, click “Request” to submit your User Account Request.
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.
Non ASU Affiliated Groups
Non-University Organizations may reserve space for the academic year on a first come, first serve basis once our department has confirmed pre-existing space requests. Non-University organizations or individuals interested in reserving space, may contact a team member to review availability.
Special Spaces
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.
Event Registry
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 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 Event Registry Number to your existing reservation.
Failure to register an event and/or communicate an Event Registry Number within 14 days of the event will result in the cancellation of the event and applicable fees will be applied.