Décor and entertainment
When engaging artists or performers for an ASU event, you must complete one of the following before the event:
- For non-paid speakers or entertainers, in-kind and expense reimbursement only, complete the volunteer form.
- For paid speakers or entertainers, including honorariums, complete the updated Speaker-Artist-Performer Agreement.
Additional information and detailed steps are available in the Engaging Speakers, Artists and Performers how-to guide. In-person and online information sessions are in early August and you may sign up using ASU Career EDGE.
If you have a performer(s), determine if your performer will require any equipment such as green room, certain breaks, table, chair, or any other specific equipment for the performance and order what is needed. Make sure the performer knows your expectations, where and when to perform, breaks, where to warm up, dress code, information on VIP guests and food and beverages they can partake off.
When performers arrive, meet them and go over agenda and appropriate things to refresh his/her memory.
You can make an event more exiting and fun by having a theme to follow. You can use the theme in anything from the invitation to the décor, linen and the food. You can also combine ideas such as having one idea for the reception and another one for the dinner. It is also fun to combine several different ideas, such as having each buffet table or each room if you have multiple a different theme. Following are some ideas on themes:
Black and White, Blue, Green, Golden, Red
Eighteen Hundreds, Future, Renaissance, Sixties, Thirties, Twenties, Western
City, Country, Location
Asia, Little Italy, Mexico, New York, Paris, Rome, Russia
American Idol, Harry Potter, Hollywood or Awards, James Bond, Star Wars
Casino Night, Jungle, Luau, Mardi Gras, Nautical, Patriotic (red, white and blue), Safari
Sparky, Cheerleader, Spirit, Football, Golf, NASCAR
Décor can be anything from a poster and a banner to elaborate floral arrangements to stage sets. When selecting the room keep in mind how much décor it needs, if any, and what time you can access the room to setup. This is important to make a setup schedule for your décor provider. Check on power needs for your provider and make sure that the room can accommodate.
When using a new vendor, contact your business manager to verify whether or not you need an insurance certificate. If you are purchasing flowers, remember you cannot use local accounts for this.
Engineering Events Office has selection of event equipment, decor and linen, these can be borrowed by others in engineering. We ask that items are returned clean and in the same condition they were when they were borrowed. List of items available can be found at Events Inventory. If you need further information feel free to contact Elizabeth Cross at 480-965-7450.
Engineering has the Sparky costume and we employ the people that wear it for more information contact events manager.
Engineering Sparky Events request
Requesting appearance Sparky from Athletics Contact
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. After you hire the band, instruct the members on the attire appropriate for the event. Let them know if it is appropriate for them to help themselves to the food or the beverages. Provide the band leader with an itinerary, including a setup time, and discuss break times and length. Keep a cell phone number for your band contact along with all other vendors’ numbers for the day of the event.
For an outside event be aware of regulations regarding amplified music. For more information contact the Event and Meeting Services office at 480-965-3406 or by e-mail.