Special Event Registry entry form | Special Event Registry

Formerly the "Event Registration form," the Special Event Registry entry form has been re-organized and expanded. To ease navigation, the questions on the form have been divided into sections:

Event Info
Contact Information
Safety & Security
Food & Alcohol
Guests & Guest Services
Support Docs & Signatures

These sections are explained in detail below.

Event Info

The who, what, when and where of the event.

Event Description

These fields describe the event to the Safety Collaborators.

Event Producers

Who is producing this event? An ASU college, department, or unit? An outside or third-party partner? Is this produced by an ASU student organization?

Event Location

Select the ASU Property or Off Campus. Tell us the details.

Note: Only one (1) Building may be selected per Event Registry form. For an event in multiple buildings, we suggest using the Clone feature of My Dashboard.

Dates & Times

Does the event occur on a single day or multiple days?

For multiple day events, we recommend using the Add another item button for each day.

For Event Set-up and Tear-Down Times, you can be precise (ie 9:00 AM, 4:15 PM) or relative (ie 1 hour before; 3 hours after). Both options are available in the pull-down fields.

Audience Info

Tell us who you expect to come to the event.

Contact Info

We ask for the contact info of the event's key personnel.

ASU Event Coordinator

Who is the designated ASU person who will serve as the primary contact for the event? This person should be able to answer all questions regarding the event.

Some fields in this section assume the person submitting the form will be the Event Coordinator and are populated automatically with info from the ASU Directory. However, this is merely for convenience. Info in these fields can be changed by the person filling out the form.

Student Organizations

In addition to ASU Event Coordinator information, student organizations must provide contact info for one of the organization's officers and contact info for their advisor.

Event Requester or Sponsor

If the ASU Event Coordinator is serving on behalf of another ASU department, or with a non-ASU third party, provide the contact information for that organization here.

On-Site Event Coordinator

If the ASU Event Coordinator will not be on-site during the event, another ASU affiliate (usually an employee) must be designated as the On-Site Coordinator.

Safety Note

Either the ASU Event Coordinator or the On-Site Contact should have the authority to shut down the event in case of an emergency.

The Person Submitting the Form

Contact information for the person submitting the Registry form is automatically collected.

Safety & Security

The University Fire Marshal's Office requires that Events are registered and all supplemental information is received by the Fire Marshal's Office a minimum of 10 working days prior to the Event start date. Non-compliance could result in additional permit fees. Cancelled Events that have been processed by the University Fire Marshal's Office can be assessed a cancellation fee.

Security

Will the event hire private security?

Will the event be requesting Police services? Either ASU PD or local municipality PD.

Safety & Risk Management

A series of questions regarding particular safety and risk concerns.

Vendor Insurance

If an event is hiring a third-party vendor to supply or assist with any of the above Safety & Risk concerns, provide the names and contact info for those vendors. Risk Management will review and make sure the vendors have the appropriate insurance.

Vehicle Safety in Pedistrian Areas

Will the event have vehicles - yours or a vendor's - operating or parking in a pedestrian area on campus? You'll need a special permit.

Volunteers

Let Risk Management know if the event will be using volunteers.

Trash, Recycling and Clean-up

Consider if the event will generate trash or waste. If so, what's the plan for disposing of it?

Can the venue handle it? Or do special requests need to be made?

Food & Alcohol

Food

If the event will be serving food, the form makes it easy to tell us which ASU approved food providers, ASU approved food trucks, or other sources will be providing the food.

Alcohol

By answering a few questions, the Risk Management and ASU PD teams can assist you in securing the appropriate alcohol permits for your event.

Guests & Guest Services

Invited VIPs

Tell us who you have invited to participate in your event. The following types can be security, safety and/or risk management concerns:

Elected Officials
Government Officials
Domestic or Foreign
High Profile People, such as celebrities or news makers.

Parking & Transit Services

ASU Parking & Transit Services is ready to assist you with securing parking for your guests, or arrange parking for any buses, shuttles, or promotional vehicles your event may require.

Entertainment

Let us know if your event will have special entertainment.

News Media

Keep ASU Media Relations informed of any media that will be covering your event.

Support Docs & Signature

Support Documents

You may attach any documents you desire to assist the Safety Collaborators in reviewing your event.

Site Diagrams
Room Layout drawings
Agenda
Marketing Materials
Vendor Order Forms or Invoices

Maximum file size: 100 MB

General Comments

The name says it all. This is the place for any notes or information the Safety Collaborators should know.

Event Notices & Warnings

Certain answers on the form will trigger notices, reminders and/warnings. Those will be noted here. Complete information will be provided on the Event Profile after the event saved.

Signature

Sign your name and save the form - either as a Draft that you may return to later, or Published immediately to active status.