Equipment

If you are doing any of the following at your event you need to fill out the Event Registry Form.  If you have questions about Event Registration Form contact Event Registry Team.

• In-person gatherings on university property, as well as off-campus gatherings that relate to university business or are paid for using university funds or student fees must be registered with the Event Registry in advance.
• Food or alcohol will be served.
• Media will be present or programming includes controversial topics which may draw media and protestor attendance; security may be needed.
• Event set-up includes tents/canopies, platforms/stages, inflatables, rides, barricades or fencing.
• The event includes safety concerns, such as hazardous materials, fireworks/pyrotechnics, electric generators or cooking (including food trucks).
• Event invitees include VIPs, elected officials, donors, anyone who travels with a security detail, or dignitaries.

Moving and Event Services can supply you with equipment for events. They charge a slight fee for their service for, if you want them to setup the equipment you need to request this and pay for the service.  Equipment can be provided to all ASU campuses, the cost will include a charge for pickup and delivery for capuses outside the main campus.

In order to request their equipment you have to fill out a Service Request Form found on their Website. Keep in mind that they have a limited amount of equipment available and it is based on a first come first serve basis, so order as soon as you can.  For more detailed info on pickup and delivery cost contact Gavin Meland at 480-965-1833.

For the most updated list, check out their website.

Before ordering equipment, check with your caterer and other supplier to see if they need additional tables, linen or other equipment.

Be aware that most rental companies will charge extra for setup, take down, delivery and pickup.  If you don’t have the man power for setup, make sure you ask the company you are using to include full service in their quote to you.

Moving and Event Services have a rental equipment agreements with event and party rental companies for event tenting and other specialized equipment. The supervisor of Moving and Event Services can help with contractor arrangements. You can also find a list of rental companies under tent and event rental companies on Sunmart.

A stage helps presenters stand out and improves visibility for guests, especially in larger venues.

Before reserving or setting up a stage, consider the following:

• Check the ceiling height. Make sure there is enough clearance above the stage and that there are no obstructions such as low-hanging chandeliers, lighting fixtures, or ceiling decorations.
• Choose the right stage size. An 8′ x 12′ stage is typically large enough to accommodate a podium and 4–5 presenter chairs.
• Use appropriate seating. Place sturdy, armless chairs on the stage for presenters. Position chairs several feet away from the edge of the stage to improve safety.
• Plan your backdrop. The area behind the stage should be clean, professional, and free of distractions. If needed, use pipe and drape (fabric panels) to create a simple, solid-colored background.
• Display your organization’s branding. A department, school, or event banner makes an excellent backdrop for presentations and photographs.
• Position the podium carefully. Place the podium in front of the event logo or banner whenever possible. This creates a polished appearance for photographs, media coverage, and live streaming.

Best Practices

• Verify that presenters can easily access the stage using stairs or an ADA-accessible ramp, if needed.
• Test all audiovisual equipment before guests arrive.
• Ensure the stage is well lit so presenters are clearly visible.
• Keep the stage free of unnecessary furniture, cables, or equipment to reduce trip hazards and maintain a professional appearance.

Reliable audiovisual (AV) equipment is essential for presentations, videos, award ceremonies, and hybrid events. Confirm your AV needs early to ensure the venue can support your event.

Before You Reserve Your Venue

• Classrooms: Most classrooms are equipped with standard AV equipment. When reserving a classroom, verify that it includes everything you need, such as a projector, screen, microphones, speakers, and internet access.
• Campus Venues: Venues such as the Memorial Union (MU), University Club, and Old Main offer AV equipment. Contact the venue coordinator to confirm available equipment and any associated costs.
• Off-Campus Venues: Most off-campus venues provide AV equipment or can recommend a preferred vendor. If additional equipment is needed, a list of approved audiovisual companies is available on SunMart.

Enterprise Technology (ET)

• ET has an inventory of AV equipment available for rent and also offers a full-service Audio Visual Events Management service for on- and off-campus event. AVEM Services rival  the commercial AV vendors at ‘cost-recovery’ rates provided by ASU employees who are familiar with ASU spaces and clients.
• Contact AVEM at [email protected] to discuss equipment and services available and determine whether ET can support your event.

Best Practices

• Assign a dedicated person to manage presentations and operate the AV equipment throughout the event.
• Test all microphones, presentations, videos, and internet connections before guests arrive.
• Keep presentation files on more than one device (such as a laptop and a USB drive) as a backup.
• Have contact information readily available for the venue’s AV support staff or your equipment vendor in case technical assistance is needed.
• Arrive early to complete a final equipment check and resolve any issues before the event begins.

Tip: Even with careful planning, technical issues can occur. Having someone available to monitor and troubleshoot the AV equipment throughout the event will help keep your program running smoothly.

Lighting does more than illuminate a room—it helps create the atmosphere for your event while ensuring guests, speakers, and performers can see comfortably and safely.

Professional lighting can enhance your event through features such as:

• Up-lighting walls and architectural features
• Pin-spot lighting for centerpieces, floral arrangements, and awards
• Stage and podium lighting
• Custom color lighting
• Special effects such as lasers, fog, or haze (when appropriate and approved by the venue)

When planning your lighting, consider the following questions:

• Does the venue have adequate lighting for your event?
• Can the room lights be dimmed during presentations or videos?
• Will speakers have enough light to read their notes?
• Is the stage or podium well lit so presenters are clearly visible?
• Are centerpieces, floral arrangements, or awards highlighted with pin-spot lighting so guests can appreciate the display?
• Are buffet tables and beverage stations brightly lit so guests can easily see food and drinks?
• If your event is outdoors, will there be enough lighting after sunset for guest safety and event activities?

Best Practices

• Visit the venue at the same time of day your event will be held to evaluate the lighting conditions.
• Work with the venue or lighting vendor to create the appropriate atmosphere without making the room too dark.
• Ensure walkways, entrances, exits, stairs, and restrooms remain well lit throughout the event.
• Test all lighting before guests arrive, especially if presentations, videos, or performances are part of the program.

Tip: Good lighting improves the guest experience, enhances photographs and videos, and helps create a welcoming, professional atmosphere while maintaining safety throughout the event.

Clear, professional signage helps guests find your event, navigate the venue, and know where to go once they arrive. Well-placed signs improve the guest experience, reduce confusion, and keep your event running smoothly.

Use Signage To:

• Direct guests from parking areas to the event location.
• Guide attendees to registration or check-in.
• Identify meeting rooms, presentation spaces, or activity areas.
• Mark reserved parking, loading zones, or event vehicles.
• Provide directional information throughout the venue.

For events held on ASU campuses, all event signage must follow the university’s approved branding guidelines.

ASU Print Online can provide:

• Event signs
• Parking signs
• Traffic control signs
• Painted or vinyl graphics
• Design consultations to help create signage that meets university standards

ASU Resources

Engineering Dean’s Office – Events Inventory

The Engineering Dean’s Office maintains a collection of event décor, signage, and equipment that may be borrowed for university events. Review the inventory catalog and borrowing guidelines before purchasing or renting event materials.

Research Support Services

If you are hosting an event in an Engineering building, Engineering Technical Services may be able to assist with hanging banners or other event materials when existing mounting equipment is not sufficient.  Send a request

Best Practices

• Place directional signs where guests are most likely to need guidance, including parking lots, building entrances, elevators, and hallway intersections.
• Ensure registration and information tables are clearly identified.
• Use large, easy-to-read fonts with high-contrast colors.
• Install signs before guests begin arriving and remove them promptly after the event.
• Verify that all signage complies with ASU branding and facility requirements before printing or installation.

Tip: Walk the route your guests will take—from the parking area to the event space—to confirm that your signage is visible and easy to follow. If you can navigate the route without asking for directions, your guests will likely be able to as well.

For more information go to University Signage at 480-965-1357 or Email.

It is very helpful to have a diagram of your event. It gives you a better idea of how everything fits when you have the whole picture. Sometimes your venue or rental company can supply you with a diagram, but you have to tell them how you want things set up.

You can use the following graphics to make your diagram:

Rounds

Banquet Tables

• ASU table skirts, banner, etc.
  Office of University Events and Protocol
  480-965-5566

• Grounds Maintenance (sprinkler, fountains, flowerbeds, lawn care)
  Facilities Management
  Service Request Form
  480-965-3633

• Renting chairs, tables, garbage & recycling containers
  Moving and Event Services
  480-965-1833