The sale of alcohol requires a state liquor license and an alcohol permit.
Any event where alcohol is being served (and not sold pursuant to a valid liquor license)
cannot charge an admission price to enter the event, sell tickets nor solicit donations.
Sponsor Responsibilities
The University representative (the sponsor) and the contracted beverage service, where applicable:
Shall assume responsibility for compliance with State law, Board of Regents Policy, and these regulations.
Shall assure that the event is conducted in a manner so as not to interfere with classes, or other Univesity activities.
Shall also assure that the activities do not result in excessive noise or other disturbance to adjacent residential nieghborhoods.
Note: The contracted beverage service shall be responsible for the event where
alcohol is served and ensuring compliance with State law and these regulations.
Guests attending meetings or conferences at ASU West can enjoy catered meals and breaks, food and snacks
at Café West, and munchies at the Sand Trap Snack Bar or Starbucks located in the library.
Catering is available for everything from morning coffee to a formal banquet. (A complete catering guide,
available upon request, outlines an array of services)
Remember, if you plan to serve food or beverages at your event in UCB or Delph, you must use ARAMARK , the campus
catering service.
When university funds are used, an approved purchase order must be presented before services are rendered.
The catering staff will be pleased to provide assistance in planning your catered activity. For information
and help planning your event call (602)543-3663.
Café West, located in the University Center Building, offers a diversified breakfast, lunch, and dinner
menu. View current hours. Please notify
ARAMARK if you plan to use this service.
Sand Trap Snack Bar is located in the Sands building and features ARAMARK Coffee, soft drinks, donuts, and
much more. View current hours. Please notify ARAMARK if you plan to use this service.
The requesting responsible person will assume full financial responsibility for any damages or loss
to University facilities or equipment occurring as a result of their misuse. If facilities are not
left in the condition in which they are found, and special clean up is required, the organization will
be billed for appropriate labor and materials.
If furniture or equipment is damaged because of misuse, and repair or disposal is required, the
organization will be billed appropriately for repair or replacement.
Notify ASU West events one (1) week in advance if you need to use a ladder.
Use only drafting or painter's tape to hang signs, posters and decorations. In La Sala you can use "T" pins to secure lightweight signs, posters and decorations on carpeted walls.
In La Sala you can use:
Paper confetti and paper streamers.
Portable water fountains with proper setups. Water must not leak.
Ice sculptures when set in proper drain pans. Water must not leak.
Candles enclosed in hurricane globes. Open flames are not allowed.
In Courtyards you can use:
Lights in courtyard trees. You must hang the lights.
You can not:
Use glitter, glitter confetti, or any metalic confetti.
Insert nails or staples into walls, tables, or any other surface.
Use adhesive tape or masking tape to adhere signs, posters, or decorations.
Hang objects such as balloon drops or mirror balls from ceilings.
Clean up after the event:
Remove and take with you all the signs and decorations you want to keep.
Place all signs and decoration trash (streamers, balloons, decorations, etc.) in trash receptacles.
ASU West complies with the facility use rules and regulations of the Americans With Disabilities Act of 1990. We are
committed to providing a barrier free facility.
We furnish ramps for our stages when requested.
AV-Media offers a Personal Listening System for hearing impaired individuals. The system is wireless and
interfaces with an audio mixer. It provides an audio feed to the listener via a wireless receiver and
headphones.
We do not charge a rental fee for the use of this equipment.
* Direct labor costs will apply to all groups that are required to pay base rental charges when the
event requires computers, audio visual equipment, reconfiguration of rooms or special set-ups, tear-down
and cleaning. If the rental of special furniture or equipment is requested, such costs will also be charged
to users.
Facility Use Policy For Single Events on University Premises
Category I:
Colleges, Schools, Academic Units, Departments and Registered Student Organizations within the Arizona State University System.
Category II:
Non-Arizona State University, Not-for-Profit Organizations
Category III:
All others
ASU West does not recognize sponsorship as a test for determining category designation. Category designation will
be made based on the provision of personnel resources. For example, a program that is using University facilities
but is largely planned and/or conducted by non-Arizona State University personnel will be identified as Category
II or III and will be billed accordingly.
Base Rental - Base rental charges apply to Category I, only when there is a registration fee, conference fee,
admission charge, or donation received for the event. If fee or charge to Category I attendees is to cover food
costs only, and the university food service is utilized, no base rental charges will be assessed. Base rental
charges apply to Categories II and III under all conditions, unless otherwise waived as provided in
paragraph 4 below.
Direct Costs - All groups that are required to pay base rental charges will be responsible for all direct costs
incurred in servicing the event. Such costs will be typically incurred when the event requires audio visual
equipment, reconfiguration of rooms or special setup, tear-down, cleaning, and/or the rental of special furniture
and equipment.
Waiver of Base Rental Charges - Base rental charges may be waived if the event of activity is of an educational
or cultural nature, or provides an opportunity to enhance the visibility of and/or increase support for the campus.
Such waivers will be made only upon approval by the Vice Provost for Administrative Affairs.
Insurance - Category II and III groups will be required to present evidence of insurance with appropriate limits
of coverage for each event held on University premises.
Compliance with University Policy - The event or activity must be conducted in compliance with all applicable
laws and university policies and procedures.
All parties not insured by State Risk Management shall provide a $1,000,000 insurance policy covering
liability for bodily injury and property damages, naming Arizona State University at the West campus
as an additional insured at least ten (10) working days prior to an event.
ASU at the West Campus Requirements
Arizona State University at the West campus shall maintain adequate insurance through the State's Risk
Management Division, which is a self-insured program, to cover any liability arising from the acts and
omissions of Arizona State University West employees participating in the program. The University shall
not be responsible for maintaining insurance coverage for liability arising from the acts and omissions
of requesting party employees or agents.
Pertaining to the Use of Alcohol at Special Events
Any group wishing to serve / sell alcohol on the University campus shall be required to provide the ASU
Risk Management with a Certificate of Insurance demonstrating:
Commercial general liability - bodily injury, death, and property damage (combined single limit: $1,000,000 per occurrence)
Liquor liability (combined single limit: $1,000,000 per occurrence)
Automobile liability - bodily injury, death, and property damage (combined single limit: $1,000,000 per occurrence)
Workers' compensation insurance (statutory limits) and employer's liability insurance (minimum limit of $1,000,000)
The State of Arizona, the Arizona Board of Regents, and Arizona State University shall be named additional insureds for commercial general liability, liquor liability, and automobile liability coverage noted above.
Additional coverage may be necessary for special circumstances or large events.
The certificate holder shall be:
ASU Department of Risk Management
PO Box 875505
Tempe, AZ 85287-5505
Phone: (480) 965-1823
Fax: (480) 965-0736
Vehicles can park for 20 minutes in the marked spaces adjacent to and west of the University Center
Building (UCB), and in the UCB loading dock, being careful not to block the entry or egress of other
delivery vehicles. After unloading, the vehicle must be moved to the parking area designated by
Parking Services for the event. See the campus
parking map.
Prior to release and / or publication, all materials / press releases distributed to the public
which make reference in any way to Arizona State University West must be reviewed by the Events
Coordinator Senior for Auxiliary Services
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