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Engineering  |  Event Planning Guide

Tempe

 

 

The Memorial Union (MU)

The MU is a great choice for meetings and small special events. Rooms can accommodate any size meeting or event from 10-400 attendees. All rooms are mediated with audio/visual equipment for your event if necessary. Contact Event and Meeting Services at 480-965-3406 for details. Rooms can be reserved complimentary if you are not charging fee for your event or if atleast 50% or more of the attendees are affiliated with ASU, other educational institutions including K-12 sponsored visits.  If you fail to cancel a reservation by the deadline on your contract or you make last minute changes to setup, you will be billed a small fee.

If you are hosting your event at the MU, you must use their caterer, ASU Catering 480-965-6508, for food and/or beverage service. The only exception to the rule is if you would like to order a pizza, which can be ordered through Domino’s Pizza at 480-968-5555 (903 S. Rural Road location only). See map of MU and list of meeting rooms. For more information: www.asu.edu/studentaffairs/mu/

 

 

 

 

 

 

The Student Pavilion event space can accommodate a variety of events including musical shows, comedy acts, lecturers and student productions. The space also includes movable partitions to allow subdivision of the space into three smaller event/meeting rooms. The space included.

Ballroom ABC – can accommodate up to 1200 guests and can be broken into three different spaces.

Lobby area – perfect for pre-function or reception, capacity over 100 guests

Ocotillo (reserved in conjunction with A Ballroom only), Capacity: 12

Mariposa (reserved in conjunction with A Ballroom only), Capacity: 8

Cholla – Open-rectangle setup, Capacity: 20

To make a reservations contact Event and Meeting Services online, by email or phone 480-965-3406.

Also available are two interactive classrooms booked through ASU Classroom scheduling or phone at 480-965-6578.

Sponsored student organizations – Must be registered for current academic year and can book events that serve current ASU students two academic years in advance.

Registered student organizations – Must be registered for the following academic year. Spaces for events that serve current ASU students can be reserved up to one year in advance based on applicable registration date.

Campus department’s student events – Space for events that serves current ASU students can be reserved up to one academic year in advance beginning July 1 for the following academic year.

For non-student events –Spaces can be reserved sixty days before the even within the academic year or up to one year in advance during academic breaks, spring, summer breaks (May, June, July) and fall break.

 

 

 

Old Main

Old Main is the oldest building at Arizona State University. Included in the rental fee are tables and chairs, limited selection of audio equipment, a screen, and a stage (only for Carson). You will need to rent tablecloths yourself or the ASU Catering can help you with that also.

Rooms available include:

Refsnes Conference Room – seats 6 people, rental fee $75.00.
Dotts Conference Room – seats 12 people, rental fee $75.00.
Crown Conference Room – seats 12 people, rental fee $75.00.
Basha Library – seats 50 people, rental fee $250.00.
Tooker Board Room – seats 30 people, rental fee $200.00.
Carson Ballroom – seats 220 people, rental fee $400.00.
Outside Area Alumni Lawn – free of charge.

You might have to pay a non refundable deposit when reserving a room in Old Main.  The Carson Ballroom is ideal for formal dinner events. All food and beverages must be provided by, ASU Catering at Old Main 480-965-1766.

Also available in the Carson Ballroom is a grand piano, which may be played with the approval of the Events and Building Coordinator. All music must end by 11:30 PM.

For reservations only can be completed at Old Main Reservation.
For more information: 480-965-ALUM or 1-800-ALUMNUS or Old Main Website.

 

 

University Club

The University Club is a private membership organization comprised of current and retired faculty, staff and alumni. “The U Club” provides a relaxed atmosphere for informal meetings or gatherings at the restaurant for lunch, Monday through Friday from 11:00 a.m. – 3:00 p.m. For restaurant reservations call 480-965-0700.

Atlasta Catering is in charge of the University Club and is the only caterer allowed to serve there. The University Club has several rooms available for special events. For reservations of catered events contact Event Coordinator, 480-965-2505,

Rooms available are:

Heritage Room – seated capacity 88, reception capacity 120.
Traditions Room – seated capacity 44, reception capacity 60.
Thoren – seated capacity 30, reception capacity 50.
Bistro – seated capacity 54, reception capacity 70.
Patio – seated capacity 40, reception capacity 60.
Gazebo Lawn by Piper House is also booked by University Club

Note, This is a private club and one of the attendees has to be a member of the University Club in order for you to be able to host a complimentary function there.  If you don’t have a member attending the event a facility rental fee will be charged.  Bistro is only available for evening or weekend events as it is open for lunch for member. For more information: http://cfo.asu.edu/uclub

 

 

Meeting Rooms Around Campus

You can reserve meeting space in different buildings on campus using Microsoft Outlook. On your Outlook calendar, double-click the day you would like to hold the event. Under the scheduling tab, choose the option to “add others” from your address book. Buildings are listed as: m.room.[building code].[room #]. Double-click the room you would like to reserve and send your request. You should receive a confirmation e-mail. If you don’t receive a confirmation you can’t assume that you have room event if it looked available.  Make sure you contact the department in the building to verify that your reservation is on record. The department in each building/floor is usually in charge of the rooms and they will be able to answer any additional questions you may have.

The listed rooms may also include additional information such as the capacity of the room. Keep in mind that sometimes the rooms can accommodate the number of people listed, but don’t actually have the same number of seats. Make sure you check out the room before your event to ensure that it has everything you need.

 

Grady Gammage Auditorium

Gammage has limited availability outside of the performance schedules, so contact them early- this availability may very likely dictate your event date.  Gammage is in the process of being renovated and they are adding an elevator making it better accessible.  The promenade patio offers beautiful setting for an outside event.

There is a substantial rental fee associated with renting Gammage in order to cover staffing, security, equipment, etc.  To reserve Gammage, contact Betsy Callahan.  For more information about Gammage Auditorium

 

 

McCord Hall

McCord Hall has some great meeting space both inside and outside this includes:

Concourse outside, Capacity 200 people
Avnet Lounge, Capacity 100 people
Oasis, Capacity 66
Several Conference rooms, Capacity 10-30 people

For more information go to the website, or contact  by e-mail.

 

Athletic Sites

Sun Devil Stadium, Wells Fargo Arena, Sun Devil Club Plaza, Packard Stadium, Skyboxes
If you are holding an athletic event contact stadium management at 480-965-3933 or Krystina Mallon
if you are holding a non-athletic event in the Stadium contact Troy Sterner.
If you are holding a non-athletic event in Wells Fargo Arena contact Betsy Callahan
Anyone holding events at an Intercollegiate Athletics (ICA) facility has to use Sodexho Sports and Leisure catering for any food and/or beverage. For more information or menu options please call 480-965-4215 or e-mail.

 

 

 

 

 

 

Sun Devil Fitness Center (SDFC)

This is ideal space for larger events, they have several larger gyms, small meeting rooms, multipurpose room indoor.  Outdoors they have several fields as well a deck area around the pool.  SDFC has limited equipment and you will most likely have to rent your own.  You must use ASU Catering 480-965-6508, for food and/or beverage service.  For further information or to make reservations contact Phillip Carter 480-965-8902.

 

 

Outdoor Space on Campus

(Hayden Lawn, Cady Mall, Orange Mall, Tyler Mall, Palm Walk and Student Services Lawn)
These outdoor spaces can be ideal setting for larger events.. Keep in mind that weather and temperatures can affect the success of your event. Make sure you have a rainy/hot day backup plan (tent or another location where you can move your event inside). Contact Event and Meeting Services for details at 480-965-3406 or reserve these outdoor spaces by filling out Outdoor Event Request Form at least two weeks prior to your event.  See a map of available locations.

 

Other Locations

  • Dixie Gammage Courtyard (“Secret Garden”)
    Herberger Institute for Design and the Arts
    Amanda Osman
    480-965-0050
  • ECG, all Patio’s, E-Spaces and Student Center
    Book through outlook by sending a meeting notice to the following locations.
    m.room.ecg.room number
    Engineering Student Center, Capacity 50 people, 15 tables and 60 chairs, projector, no screen
    ECG 101 (Impact Lab, Gen Lab), 40 people, projector and monitors, microphone
    ECG 104 (Tutoring Center)
    ECG 105 (Small Space next to Gen Lab) 6 people, conference table, conference telephone
    ECG 114 (Meeting Room Gen Lab) 24 people, 2 projectors and drop down screens, microphone
    ECG 133 (Meeting Room Student Center), Capacity 12 people, Conference table, projector
    ECG 140 (eSpace classroom), capacity 40 people, 2 projectors and drop down screens, microphone
    ECG 141 (eSpace classroom), capacity 40 people, 2 projectors and drop down screens, microphone
    ECG 142 (Conference room), capacity 12 people, no AV equipment
    ECF 120 (eSpace classroom), capacity 40 people, 2 projectors and drop down screens, microphone
    ECF 122 (eSpace classroom), capacity 40 people, 2 projectors and drop down screens, microphone
    TKRHD 101 (eSpace workshop), capacity 40 people, 2 projectors and drop down screens, microphone
    TKRHD 102 (eSpace classroom), capacity 40 people, 2 projectors and drop down screens, microphone
    South Patio (between ECF and ECG), Open area for 150 people, 15 round café tables with 60 chairs, no AV equipment 
    West Patio (Between Palm Walk and Generator Labs), Open area for 50 people, no equipment
    North Patio (Between Tyler Mall and Generator Labs), Open area for 50 people, no equipment 
    480-965-8587
  • Gazebo Lawn (by Piper House)
    University Club
    480-965-2505
  • Student Recreation Complex – Activity Spaces
    Student Recreation Complex
    480-965-8900
  • Student Services Building – Indoor Amphitheater & Rooftop Patio
    To request Fill out this form
    480-965-8136
  • Student Services Lawn
    Event and Meeting Services
    480-965-3406