Guidelines for In-Person Events and Meetings

Updated August 15, 2024

In-person gatherings (“events”) on university property, as well as off-campus gatherings that relate to university business or are paid for using university funds must be registered with the Special Event Registry in advance. (Certain academic, performing, athletic, and departmental gatherings are exempt; a list is available here.)

Additional Updated Policies effective immediately

• FAC 115: Use of University Property and Facilities
• Free Speech at ASU    

The Special 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 Special 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, 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 Special 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).

Additional guidelines for student organization events:

Refer to the Student Organization Handbook for additional event guidelines.

Enforcement of guidelines:

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 Special Event Registry may result in cancellation of the scheduled event and disqualification from reserving space or hosting events in the future.

If you have any questions regarding these guidelines, please contact University Events & Protocol.