Student Services Manual (SSM)

[horizontal rule]

Effective: 9/1/1984

Revised: 11/6/2008

[horizontal rule]
[ASU logo]

SSM 802–01: Scheduling Outdoor Campus Activities Areas

[horizontal rule]

Purpose

[horizontal rule]

To manage the use of outdoor space at ASU under the administration of Educational Outreach and Student Services

[horizontal rule]

Source

[horizontal rule]

Educational Outreach and Student Services

[horizontal rule]

Policy

[horizontal rule]

ASU has a limited amount of outdoor space (“Space”) under the administration of Educational Outreach and Student Services that may be reserved for use. ASU does not make space available to individuals or non-ASU organizations for private use. Non-ASU organizations may participate in a scheduled event or activity using space if it is sponsored by an ASU-registered student organization or ASU department and is conducted in accordance with applicable ASU policies and requirements. A fee may also be charged for such use.

In order to protect the health and safety of ASU students, employees and guests, non-ASU organizations may be required to obtain and provide proof of insurance prior to the proposed use. Insurance requirements may be waived if the non-ASU organization:

  1. agrees to cooperate with the university risk manager in planning the event

    and

  2. agrees to enter into an indemnification agreement or other alternative to insurance agreement prior to the proposed use.

Available Outdoor Areas

Memorial Union:

Space, as defined in this policy, includes the following areas: Hayden Lawn, Student Services Lawn, and dedicated spaces surrounding the Memorial Union. These spaces may be reserved on a first-come, first-serve basis. Because of limited availability, only one space per day may be reserved. Special requests may be made for more than one space per day and will be considered based on availability of the spaces. A space may be reserved up to ten days at one time, except that space 6 (Hayden Lawn) and space 3 (north of the MU) may only be reserved once per month by the same group, and space 41, twice per month by the same group.


Reservation Procedure

Memorial Union

To reserve space:

  1. Complete and submit an Outdoor Event Request Form to Event and Meeting Services in the Memorial Union (MU), Room 182. Forms are available from Event and Meeting Services or at the Student Organization Resource Center on the third floor of the MU.
  2. Submit a completed request for space a minimum of one week in advance. Two weeks’ advance notice is required for events needing special requirements (e.g., security, equipment, food, or amplification).
  3. Display space confirmation at the event at all times. The notice is available from the MU Event and Meeting Services office.
  4. The nature of the use of the space may require further consultation with ASU Environmental Health & Safety (EHS) prior to use to ensure compliance with applicable health and safety requirements.

Use of Outdoor Areas for Sales

  1. University departments or registered student organizations are permitted to use and reserve space to sell purchased or donated items at their own tables. Trademark approval is required for any ASU items.
  2. Registered student organizations are permitted to use and reserve space to sponsor a non-ASU organization whose purpose is to sell or promote goods/services for ten days each semester to raise money for the sponsoring student organization. The non-ASU organization must complete the Sales/Solicitation Agreement, as specified on the web site, or the event will be denied or terminated.

Use of Outdoor Areas for Education, Recruitment, or Expressive Activities by Non-ASU Organizations

University departments or registered student organizations sponsoring non-ASU organizations whose goal or purpose is to recruit employees/volunteers and/or educate and inform the ASU community on matters of public concern are permitted to use and reserve space for such purposes. The sponsoring university department or registered student organization would follow the reservation procedure above.

Insurance requirements may be waived if the non-ASU organization:

  1. agrees to cooperate with the university risk manager in planning the event

    and

  2. agrees to enter into an indemnification agreement or other alternative to insurance agreement prior to the proposed use.

Prohibited Conduct

The following conduct is not permitted:

  1. unauthorized entry into, or occupation of, a private office, work, or activity area
  2. failure to maintain clear passage into or exiting from any part of a university building, campus mall, work, or activity area
  3. conduct that interferes with normal activities or traffic in a building, work, or activity area, including failure to vacate upon normal closing time
  4. causing physical harm, or reasonable apprehension of such harm, to any person on the university campus or at a university-sponsored activity
  5. substantially interfering with the freedom of expression of others on the university campus or at a university-sponsored activity
  6. violation of any federal law, state law, Board of Regents policy, university rule or regulation, including the American with Disabilities Act of 1990
  7. prohibited conduct as specified in the Student Code of Conduct.

Disruptive Events

Event and Meeting Services in the MU is responsible for scheduling the use of the Mall Area. If a Memorial Union staff member finds that an individual or group is interfering with the discipline or normal activities of the university, he or she will determine whether the activity is in violation of this policy and whether the activity will be allowed to continue or should cease.

If it is determined that the activity must terminate, participants will be informed by a Memorial Union staff member:

  1. the reason why the activity is being terminated
  2. that the activity is to cease and participants are to disperse and/or leave university property
  3. that the Student Code of Conduct may be invoked if the activity does not cease.

If, after being notified, the participants do not cease the activity and disperse, Memorial Union staff will consult with the ASU Police Department (ASU PD) to determine whether there is a threat to the safety or well-being of the ASU community or property. If so determined, ASU PD will again instruct participants to disperse and/or leave university property. Failure to comply will result in the invoking of Arizona Revised Statutes (ARS) 13-2911 (“Interference with Peaceful Conduct of Educational Institutions”) and/or other statutes that may apply.

[horizontal rule]

Cross-References

[horizontal rule]

For information on scheduling events on Palo Verde Main lawn, see:

  1. SSM 1001–04, “Use of Residence Hall Facilities by Outside Agencies for Programming Events”

    and

  2. SSM 1001–05, “Use of Residence Hall Outdoor Common Areas for Programming.”

skip navigation bar
SSM manual | ASU policies and procedures manuals | Index of Policies by Title | Educational Outreach and Student Services Web site

Back to Top

Valid HTML 4.01 Transitional