Outdoor Event and Sales Request

TAYLOR MALL SPACE USE REQUEST FORM 11/2011 Office of the University Vice Provost at the Downtown Phoenix campus Phone: 602.496.5119 E-mail: [email protected]

Requests must be made a minimum of two weeks prior to your event date. Please return completed form to [email protected] Organization/Department Name:

AD ASTRA Scheduling Designee and Department (As listed in AD ASTRA- Events will not be scheduled without this information):

Daytime Phone Number: Fax Number: Email Address:

On-Site Contact: On-Site Contact Phone Number:

On-Site Contact Email: Secondary Contact Secondary Contact Phone Number:

Event Date: Event Start Time: Event End Time: Before filling out the rest of this form, please make sure to read Taylor Mall Space Use information on the following page. Please use a new form for each date you are requesting. Please provide detailed description of the event. (Attach map and itinerary for outdoor events and larger events.) Also include any non-ASU entities that will be part of the event as well as indicate or provide a description of materials that you will be handing out.

Requesting: # of tables: ______Electrical boxes open: ⃞ Yes ⃞ No Fire Permit: Fire Permit Applications must be submitted two weeks prior to your event. Permit available for download: http://www.asu.edu/uagc/EHS/forms/special_event_request_permit.pdf Rentals: Will you be renting equipment that will need to be delivered? What is your delivery & pick up schedule? ⃞ Yes ⃞ No Rental Company: Delivery Time: Pick Up Time: Food: Will you be serving food at your event? If yes, a Temporary Food Service Permit must be obtained. ⃞ Yes ⃞ No Permit available for download: http://students.asu.edu/files/PermitFee_0.pdf Amplification: If amplification will be used please indicate source: 1) Speaker 2) Music 3) Other______The following is NOT permitted during your event: ► Sales ► Vendors (non-ASU affiliated entities) ► Amplification that exceeds reasonable standards ► Food and beverage must be served in compliance with safe food handling guidelines ► Heavy structures including staked tents PARKING: Paid visitor parking is available in University Center lot (UC-2). Parking is never permitted on the sidewalk for loading or unloading. All university and city parking rules and regulations must be followed. CHANGES TO REQUESTS: Changes must be received at least 48 business hours in advance.

Print Name: ______Today’s Date: ______

Signature – Organization/Department Representative Date

Office Use Only – Date and Time Submitted Authorized Signature

Approved & Confirmed Denied Need more information

TAYLOR MALL SPACE USE Please review the following information prior to completing your application. If you have questions after reviewing this information, please contact [email protected]

WHO CAN SCHEDULE EVENTS? To schedule any space at the Downtown Phoenix campus, you must be a scheduling designee in Ad ASTRA. If you are not one yourself, you must have your scheduling designee from your department submit this form. There are no exceptions.

WHEN CAN EVENTS BE SCHEDULED? Taylor Mall can be reserved between the hours of 9 a.m. and 5 p.m. Monday through Friday, excluding university holidays.

IS THERE A FEE TO USE TAYLOR MALL? There is no usage fee for space on Taylor Mall; however, the User incurs all permit fees, including fire and food permits as appropriate for your event. The User is also responsible for any rental costs.

TAYLOR MALL: Taylor Mall is the open space between University Center and the Cronkite Building. Use of this space is limited as it is a fire lane, therefore no permanent structures may be erected i.e. tents. All activities taking place on the Mall should be able to be quickly moved in case emergency vehicles would need to access the buildings. Staging is allowed in the concrete area near the old loading dock right near the exit of the garage. This is the only area in which stages are allowed. Though small “events” may be permitted, Taylor Mall is intended for tabling events.

FIRE PERMITS: Special events taking place on Taylor Mall require a fire permit. Fire permits are obtained through Environmental Health and Safety http://www.asu.edu/uagc/EHS/forms/special_event_request_permit.pdf. The completed application along with renderings of your event must be submitted to Jim Gibbs two weeks prior to your event. Please copy Rebeca Castillo, [email protected] on your submission.

FOOD PERMITS: If your event is open to the public, meaning it is not a “by invitation-only event,” you must secure a Temporary Food Establishment Permit. http://students.asu.edu/files/PermitFee_0.pdf . Please follow the directions on the form for submission.

VENDORS: Please refer to your own department’s guidelines on which vendors you work with on a regular basis. If you need catering suggestions for the downtown area, please visit http://www.asu.edu/xed/asudt/images/cateringlist.pdf.

RENTALS: The Downtown Phoenix campus is not equipped to provide much of the equipment needed for a special event. Therefore, it is up to the user to secure any and all needs, i.e. tables, chairs, podium, sound system, staging et al. Many ASU departments use Classic Party Rentals 602.232.9900; you are not required to use Classic Party Rentals, however they have done many events at the downtown campus and are very familiar with our facilities. Deliveries cannot be made earlier than four hours prior to your event and must be removed immediately following the completion of your event. Exceptions may be made for morning events.