Logistics

Planning an event involves careful consideration of various logistical items to ensure the smooth execution of the event. Remember that the specific logistical items required can vary based on the type and scale of the event. It's crucial to create a detailed event planning checklist and timeline to ensure that all logistical aspects are covered. Here is a list of items to consider:

Venue Selection

• Choose an appropriate venue based on the event size and type.
• Consider accessibility, capacity, and technological facilities.
• Possible locations and contact details
  • Barrett Complex and Vista Reservations
    • Classrooms/Student Center/Theater: Barrett Tempe Request Form (Deans' Office)
    • For outdoor locations including visit Barrett Outside Room Request
    • Gold Dome
  • Off-campus site
  • Memorial Union: MU Reservations
  • Sun Devil Fitness Complex: Request a Reservation | SDFC
  • Poly locations: Poly Room Request
  • West locations: EOSS Request a Reservation
  • Downtown locations
    • Student Center @ DPC Reservation
    • Student Unions and Centers Reservation Request Form
  • Innovation Institute spaces: Entrepreneurship & Innovation website

Permits and Regulations

Obtain any necessary permits or licenses for the event.

• When completing the Special Events Registry Form, the ASU Fire Marshal are notified of the event. If a permit is required, then the event planner will need to work through the payment process.
• Some items require special permits or approval such as Food Trucks.

Audio-Visual and Technical Setup

• Review the types of AV equipment that will be used
  • Lighting
  • Project/screen
  • Mics
  • Speakers
  • On-site A/V tech
  • Video
  • Captions
• Streaming: verify with BTO what items are needed to stream the event.
• Movie screenings - verify that viewing is allowed with BTO as it relates to copyright.
• For Barrett AV items submit a ticket to Desktop and Mobile Device Support (ServiceNow)
• For off-campus or other non-Barrett locations, work with venue for specific needs.

Registration and Ticketing

Set up a registration system for attendees. There are a couple of systems that can be used to manage attendees.

• Stova
• Google Sheets
• EventBrite (if a foundation event)

Parking and Transportation

• Verify parking and transportation needs for the attendees.
• Guest map for directions
• Arrange transportation
  • Preferred Transportation Vendors
  • ASU Parking
    • View options on Parking & Transit site
  • To use Lyft, please work with Business Operations to set up rides.

Security and Safety

• ASU Department of Public Safety (ASU DPS) officers are available to assist university departments, groups and organizations hosting university-sponsored or sanctioned special events in providing security. We recommend that you contact the Police Services Division Special Events Coordinator 480-965-6902 for assistant. For more information visit their website.
• You can request Safety Escort Service for your event by contacting their office on the Tempe Campus 480-965-1515 or on another campus after hours 480-965-3456. You can reserve Safety Escort reservations online.
• University Fire Marshal’s Office has brought on the Emergency Medical Services division which was the former Student Emergency Medical Services, SEMS group. EHS EMS will have staffed Emergency Medical Technicians, EMT’s that can be requested for your Events for an additional fee.
• An a vendor can also be contracted for security: Unarmed security services

Waste Management

• Order trash cans from Moving and Event Services
• Recycling request

Promotional and Gift Items

• Promotional items can be ordered through a licensed ASU vendor.
• Gifts cannot be ordered on ASUs and have to be processed through the ASU Foundation
• Trophies and plaques can be ordered through
  • Trophy Den
    • Phone: (480) 966-2945 
    • Email: trophyden@trophyden.com

Sponsorship and Partnerships

• Coordinate with sponsors and partners, if applicable.
• Ensure their branding and contributions are properly integrated.
  • Will there be a program and will they have materials included in it?
• For funding commitments, work Business Operations for the correct process on how to process transfers.

Physical Event Set Up

• Flowers are a restricted purchase with ASU funds and have to be paid through the ASU foundation unless it meets the criteria on the ASU restricted list. Barrett uses Campus Flowers for most of our flower needs and will direct bill an order.
• Barrett has a membership with Costco so certain items can be ordered through them. At Tempe, event planners should work with Dean’s Operations to place an order.
• Order decorations through Amazon, allow for shipping delays - use Workday (ASU Purchasing through MyASU)
• Balloons
• Pipe and Drape: ASU Sunmart > Event Rentals and Catering

Scheduling supplemental staff

• Barrett volunteers (call for support)
• External volunteers (complete volunteer form)
• Rental company

Photography

Submit a ticket through Trello to request a photographer for your event.

Securing Music

Utilizing music in a live event can play a vital role in creating the desired atmosphere and energizing your audience. However, it's crucial to ensure that you possess the necessary rights and licenses when incorporating music into your events. Regulations and legal statutes are rigorously upheld, and it is imperative for units to adhere to the established agreements. Event planners should review the guidelines at ASU Marketing Hub.

Travel

For events that require travel, please see travel process.