USI 802–01: Scheduling Outdoor Campus Activities Areas

To control and ensure effective use of outdoor campus activity areas on the Tempe campus

Memorial Union

University community members may schedule activities in outdoor campus activity areas on the Tempe campus, including:

1. Cady and Orange Mall dedicated spaces
2. Tyler Mall and Palm Walk dedicated spaces
3. Hayden Lawn

   and

4. the Student Services Lawn.

These areas are dedicated on a first-come, first-serve basis for use by campus departments, student organizations, or community members sponsored by one of these affiliated groups. Groups are allowed to reserve one zone per day, 10 days at one time. To use these areas:

1. Submit an Outdoor Event and Sales Request Form to Event and Meeting Services in the Memorial Union (MU), Room 182. Forms are available from Event and Meeting Services, the Student Organization Resource Center on the third floor of the MU, and on the Web.
2. Submit a completed request for space a minimum of one week in advance. Two weeks advance notice is required for events needing special equipment, food, or amplification.
3. Display space confirmation at the event table at all times. Confirmation notices may be obtained from Event and Meeting Services.
4. Consult with the proper ASU departments (e.g., ASU Police Department, Facilities Management, Environmental Health & Safety, etc.) to ensure compliance with ASU policies if the event requires extra equipment, special effects, or if a large attendance is expected.
5. Limit the decibel level to a maximum of 85 at 30 feet. Amplification may be used at Hayden lawn, Student Services lawn, and the north side of the Memorial Union between 11:30 a.m. and 1 p.m. only, unless special permission is granted when classes are not in session. Use of electric instruments and/or drums requires approval from a representative of Event and Meeting Services. An event using amplification may be limited or restricted if it disrupts or has the potential to disrupt the immediate area.
6. Purchase food (if applicable) through an approved caterer or complete a food waiver request form, which must be approved by the Campus Health Service Office of Environmental Health and a Memorial Union representative. The approved form must be displayed at all times during the event.
7. Confine activities to the assigned area. Groups are responsible for any damage to tables and must dispose of any trash.

1. Student organizations are permitted to sell purchased or donated items at their own tables. Trademark approval is required for any ASU items.
2. Student organizations are permitted to sponsor a vendor for 10 days each semester to raise money. Vendors’ requirements, as listed below, must be met or the event will be terminated.

1. Vendors and other third parties sponsored by student groups must first be approved by submitting proper fees, insurance, and paperwork to the MU Event and Meeting Services office. See vendor/third-party information at the Student Organization Resource Center Web site.
2. An approved vendor/third party must complete a facilities use agreement in conjunction with a registered student organization.
3. The student organization must complete an Outdoor Event/Sales Request Form and submit it to Event and Meeting Services a minimum of two weeks before the requested event date(s). The student organization is responsible for providing the vendor/third party with a copy of the confirmation to display at its booth. Vendors/third parties are required to stay in their assigned spaces, which are clearly marked, and to furnish their own tables and chairs.
4. Vendors/third parties may drive vehicles on the mall for the sole purpose of unloading and reloading their vehicles. The following restrictions apply:
   
   1. vendors/third parties must get proper mall permits from Parking and Transit Services
   2. vendors/third parties must not park their vehicles on the mall

      and

   3. vehicles are prohibited on Cady and Orange Malls between 7:30 a.m. and 3 p.m.

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

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

   and

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

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