Décor, themes and entertainment

Entertainers and Performers

Guest speakers, entertainers, and performers can make your event more engaging and memorable. Before confirming a booking, ensure all university requirements have been completed.

Before You Book

Review the Speakers, Artists Performers agreement process before signing any contracts or making commitments.
Complete all required ASU agreements and approvals for speakers, artists, and performers.
Determine whether your speaker or performer is required to provide proof of insurance.

Performance Requirements

Discuss all event requirements with your performer in advance, including:

Performance location and arrival time
Performance schedule and length
Setup and sound check times
Break schedule
Green room or waiting area
Tables, chairs, podium, or other equipment
Audiovisual and power requirements
Parking and loading instructions
Dress code or event attire
Food and beverage availability
Information about VIP guests or special introductions

Day-of-Event

When performers arrive:

Welcome them and review the event timeline.
Confirm performance times and cueing.
Show them the performance area, green room, and restrooms.
Introduce them to the event coordinator and AV staff.
Answer any last-minute questions before the event begins.

Décor

Décor helps reinforce your event theme and creates a welcoming atmosphere. Decorations can range from simple banners and posters to elaborate floral arrangements, lighting, and custom stage designs.

Before Planning Décor

Consider:

How much decorating the venue actually needs.
When you can access the venue for setup.
Whether your décor company requires additional setup time.
Electrical or power requirements.
Ceiling height and hanging restrictions.
Venue policies regarding tape, nails, or other installation methods.

The Engineering Dean’s Office Events Inventory offers a variety of décor and event equipment that may be borrowed for university events. Review the inventory and borrowing policies before purchasing or renting items.

Event Themes

A well-planned theme creates a memorable guest experience and ties together every aspect of your event. Your theme can influence invitations, signage, décor, centerpieces, linens, lighting, entertainment, food, and attendee activities.

For larger events, consider using multiple themes—for example, one theme for the reception and another for dinner—or assign a different theme to each room or buffet station.

Color Themes

Black & White
Gold & Black
Maroon & Gold (ASU)
Blue & Silver
Emerald Green
Red & Gold
White Elegance
Monochromatic
Seasonal Color Palettes

Historical & Era Themes

Roaring Twenties
1950s Diner
1960s
1970s Disco
1980s Retro
Renaissance
Victorian
Old West
Futuristic

Destination Themes

Paris
New York City
Italy
Mexico
Japan
Greece
Tropical Island
Around the World
Route 66
Arizona Desert

Hollywood & Entertainment

Hollywood Red Carpet
Awards Night
James Bond
Harry Potter
Star Wars
Superheroes
Disney
Broadway
Movie Premiere

Nature & Adventure

Safari
Jungle
Garden Party
Enchanted Forest
Luau
Nautical
Under the Sea
National Parks
Camping or Glamping

Seasonal Themes

Spring Garden
Summer Picnic
Fall Harvest
Winter Wonderland
Holiday Celebration

University & School Spirit

ASU Spirit
Homecoming
Innovation & Technology
Engineering Showcase
Sun Devil Pride

Cultural & Celebration Themes

Mardi Gras
Fiesta
International Festival
Carnival
Oktoberfest
Lunar New Year
Cinco de Mayo
Around the World

Modern Event Concepts

Casino Night
Glow Party
Masquerade Ball
Rustic Chic
Vintage
Industrial
Art Gallery
Science & Innovation
Sustainability or Green Event

Add some ASU spirit

Bring additional excitement to your event by incorporating ASU traditions and spirit groups.

Available options may include:

Want the FSE Sparky at your next event? Submit an appearance request! Contact Christina Muth with questions.

Entertainment

The music department has a list of preferred bands that play for a good price, contact them to request student performers. You can also find some entertainment ideas on the vendor list as well as though entertainment companies.

Live entertainment creates energy and encourages guest engagement.

Entertainment options include:

Student musicians
Jazz ensembles
DJs
String quartets
Acoustic performers
Cultural performers
Comedians
Magicians
Dance groups
Interactive performers

The ASU School of Music may be able to recommend student performers, contact them to request student performers. include as much information about the event as possible in your request, including the amount the musician(s) will be paid.

Additional entertainment vendors can also be found through vendor resources.

Before the Event

Provide your entertainer with:

Event itinerary
Arrival and setup times
Parking and loading instructions
Performance schedule
Break schedule
Dress code
Food and beverage expectations
Contact information for the event coordinator

Always keep the entertainer’s cell phone number with your day-of-event contact list.

Amplified Sound and Best Practices

Amplified Sound

If your event includes amplified music or sound outdoors, be sure to follow university regulations.

Guidance for outdoor events and tabling.

Outdoor Amplified Sound Hours

Monday–Friday: 11:30 a.m.–1:00 p.m. and 5:00 p.m.–10:00 p.m.
Saturday: 9:00 a.m.–9:00 p.m.
Sunday: No amplified sound is permitted.
Amplification may not exceed 75 decibels at a distance of 30 feet from the source of the amplification

For current policies or special approvals, contact Event and Meeting Services before scheduling entertainment.

Best Practices

Reserve performers early, especially during peak event seasons.
Share a detailed event itinerary with all speakers and entertainers.
Confirm equipment and power needs several weeks before the event.
Schedule a sound check before guests arrive.
Have a backup plan in case of weather or technical issues.
Assign one event staff member as the primary contact for all performers and entertainment throughout the event.