About the Site
This Event Registry enables ASU to gather information needed to plan for and support safe participation in in-person gatherings (“events”) and compliance with applicable policies and laws. The Registry connects event planners directly with safety collaborators who assist in planning for successful events and identify any approval requirements
What Events Must Be Registered?
Event Registration is not required for:
- Academic classes
- Approved activities as part of a course, field trip, or other academic instruction
- Student recitals or performances organized by an academic unit
- Sun Devil athletics team practices and competitions
- Sun Devil Fitness and Wellness programming and activities
- Departmental or interdepartmental meetings held in conference rooms, meeting rooms, or classrooms available for department use, unless members of the general public are invited to attend.
All other 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.
An “in-person gathering” is when people gather in the same physical space to engage in a shared activity. Examples include speeches, lectures, seminars, conferences, informational fairs, celebrations, memorials, banquets, concerts, theatrical performances, art exhibits, athletic contests, and festivals.
When Should an Event be Registered?
The Event Registration should be submitted as early as possible in the planning process so that any necessary review and approval may be completed prior to the event and so that adequate plans can be made to support the event. A minimum of 14 days’ notice is required unless the Executive or Senior Vice President authorized to approve the event approves an exception. However, more notice, especially for events that are large or complex or occur at busy times of the year, is preferred and appreciated. Events with permit requirements may have specific time requirements.
If event plans change after the initial submission, or if all information is not available when the event is first registered, the event organizer must update the information to reflect the new, additional, or different information.
What About Spontaneous Events?
The Event Registry requirement does not prohibit spontaneous expressive activity occurring in outdoor spaces on the university campus that are available for expressive activities. A spontaneous expressive activity is an expressive activity that takes place without advance notice or planning. If the event is planned prior to it taking place, then an Event Registration should be submitted to permit planning for safe participation.
Regardless of whether an Event Registration is submitted, individuals participating in such activities are subject to all applicable university policies, including the Arizona Board of Regents’ Code of Conduct (ABOR Policies 5-301 to 5-307) and Student Code of Conduct (ABOR Policy 5-308).
What Information Is Required?
The Event Registry gathers information that is relevant to planning for safe and successful events and to the laws and policies that apply to events. This includes information about who is planning and paying for the event, where and when the event will take place, who will be invited to participate, what activities are planned, and what plans have been made to address safe participation.
All requested information should be provided as soon as it is available and updated when changes occur.
Event organizers must submit complete and accurate information about their event and must promptly update submitted information if it changes after submission and prior to the event. Failure to submit complete and accurate information to the Event Registry may result in cancellation of the scheduled event and disqualification from reserving space or hosting events in the future.
What Approvals Are Required?
Event Registry submissions will be reviewed by relevant university departments to ensure that all necessary approvals and permits have been obtained, that the event complies with applicable policies and laws, and that any safety considerations will be addressed. Event organizers may be required to alter their plans as needed to address compliance and safety issues.
Additional approvals may be required depending on the specific plans for the Event, especially if there are any associated safety considerations. For that reason, event organizers should register as early as possible in the planning process so that any necessary review and approval may be completed prior to the event. If event plans change after the initial submission, the event organizer must update the registration to reflect the new, additional, or different information.
Events that take place on university property, events that are open to the general public, and events that are expected to have more than 250 individuals in attendance all must be approved by an Executive or Senior Vice President or their designee. Because the event may not proceed without approval, the Event Registry should be completed well in advance to permit sufficient time for review and approval.
Events that are open to the general public or expected to have more than 250 individuals in attendance also must have a university representative on site for the entirety of the event. If the event is organized or sponsored by a student organization, one of the student organization’s faculty advisors must be present for the event.