A new Special Event Registry form must be submitted for any event or meeting if it includes any of the following and is held on any ASU Property, regardless of campus/city:
- More than 100 guests are expected.
- The event is open to the general public.
- The event will be outdoors, in a lab space, or an area that is not designed or intended for the function.
- Food will be served.
- Alcohol will be served.
- Media will be present.
- Event set-up includes:
- Tents
- Canopies
- Stages
- Platforms
- Inflatables
- Carnival rides
- Barricades or fencing
- The event includes safety concerns, such as:
- Hazardous materials
- Fireworks/pyrotechnics
- Electrical generators
- Cooking (including food trucks)
- Other safety concerns
- The event programming includes controversial topics (media might cover it, protesters might attend, security may be needed)
- VIPs, elected officials, donors, anyone who travels with a security detail, or dignitaries will be invited to the event.
Tips and tricks from the Fulton Schools events team
This form must be completed for every event you hold on ASU property. This includes the Memorial Union and Student Pavilion.
If you are holding a meeting that includes catering and/or moving furniture around, you would need to submit the form, regardless of how many people attending.
Once the form is submitted, it will be reviewed by different risk management entities for any safety concerns. Depending on the scale and scope of the event an inspection may be needed (think Homecoming, conferences, Convocation, etc.)
Once your form has been reviewed and any needed inspections have been completed, an event permit will be issued with an associated fee (learn more about permit levels and associated fees).
The only way to avoid this form and the subsequent permit is to hold your event, meeting, conference, workshop, luncheon or other event or meeting off of ASU property.
If you choose to intentionally not submit the form in an attempt to avoid the fees and the University Fire Marshal’s Office finds out, you will be charged a fee and follow-up education will be provided.
“When in doubt, fill it out”: If you aren’t sure if you need to submit the form, submit it anyway. If your event/meeting does not require a permit, as deemed by the University Fire Marshal’s Office, then one won’t be issued and you will have no associated fee to pay.
Visit the Special Event Registery website to learn more.
Questions? Contact Elizabeth Cross at elizabeth.cross@asu.edu.
