Meeting & Events Policies

ASU SkySong I 1475 N. Scottsdale Rd., Ste. 200, Scottsdale, AZ 85257, USA I corporate.asu.edu/skysong I +1 480-884-1860

GENERAL RESERVATION POLICY

• All tentative reservations will be released after two weeks

without having received a 50% non-refundable deposit of

the total rental contract.

• All tentative reservations will be considered a request

of contract.

• Reservations can only be made up to one year

in advance.

• Weekend and afterhours reservations require a 10 day

advanced notice prior to event date.

• All weekend reservations require a 4 hour minimum

• It is requested that rooms be reserved only for occasions

ﬁtting the nature of the conference rooms.

• ASU SkySong reserves the right to decline any requests

from any groups and/or users for any reason.

• Contracting Deposits and Rental Payments.

• All contracts reservations that are reserved for 4 days or

more prior to the event day are required to pay a

non-refundable deposit equal to 50% of the total rental

in order to conﬁrm all rental contracts.

• If a contract reservation is reserved within 3 days or less

of the event date, then the full amount of the rental is due

at the time of contracting and is non-refundable.

ASU Departments

• ASU departments and operating units may request

conference room reservations at ASU SkySong for their

internal staff meetings at a discounted rate. The ASU

department would pay an amount equal to 50 % of the

published public hourly rate for conference room usage.

For events outside of ASU SkySong’s normal business

hours, Monday through Friday, from 7 a.m. – 6 p.m. (MT),

an additional $50/room/hour stafﬁng fee will be charged

and added to the reservation contract. Discounted ASU

rates only apply to reservations made up to six months in

advance of the meeting date.

• Reservations made greater than six months in advance

and up to one year of the room request date, will be

booked at ASU SkySong public hourly rates.

• If ASU departments are requesting conference rooms for

events including non-ASU personnel, in conjunction with

a non-ASU company or organization, and/or as a host or

sponsor, the ASU discounted rate does not apply.

Payment policy

Room rates apply to general public use, and a credit card is

required to conﬁrm a reservation. Payments may be made by

credit card only (Visa, MasterCard, American Express or

Discover). Cash payments are not accepted. Payment may

be made by calling 480-884-1860 or in person at the ASU

SkySong second-ﬂoor reception desk. Please provide cost

center and project/gift/grant information and email with

approval of reservation.

Cancellation policy

Cancellations for the Synergy I or II rooms received less than

30 days and more than two weeks prior to the event date pay

a fee equal to 50 % of the room rental balance remaining after

the initial booking deposit. Cancellations received within two

weeks of the event start time pay 100% of the room rental

balance remaining after the initial booking deposit.

Cancellations for all other conference rooms received less

than two weeks and more than three days prior to the event

date pay a fee equal to 50% of the room rental balance

remaining after the initial booking deposit. Cancellations

received within 72 hours of the event start time pay 100%

of the room rental balance remaining after the initial

booking deposit.

Clients with reservations for 3 or more rooms on the same

date that cancel less than two weeks out will be assessed

a fee equal to 50% of the reservation rate after initial

booking deposit.

All “no shows” are treated as cancellations less than 72 hours

before the event.

Room conﬁguration changes made within 72 hours of the

event start time may result in a $100 reset fee.

ASU SkySong is a quintessential setting for meetings, conferences and special events since the facility is ideally located, currently

offers seventeen meeting rooms, and provides event amenities. ASU SkySong serves as a primary meeting center for SkySong-based

companies, ASU units, as well as for government and community organizations.

Meeting & Events Policies

ASU SkySong I 1475 N. Scottsdale Rd., Ste. 200, Scottsdale, AZ 85257, USA I corporate.asu.edu/skysong I +1 480-884-1860

Equipment and Conferencing

If you have booked a videoconference, you are required to

arrange a time prior to your meeting to do a test connection.

The test should be done several days before the meeting or

event, and the date and time must be pre-arranged with the

Meeting and Events department. No client-provided equipment

may be connected to SkySong systems unless approved by

the SkySong IT and Meeting and Events department. Clients

requiring a more elaborate setup, videotaping or technical

support will be required to hire an outside company to

support their event. Laptops, CD players and MP3 players

may be used in conjunction with the Synergy conference

room sound equipment.

Parking

Free parking is available in the uncovered parking lots located

north of SkySong Building I and south of SkySong Building

III. Parking is limited to two hours in the area between the

buildings and is prohibited in reserved covered spaces.

Catering/Alcohol Policy

Any caterer may be contracted to provide menu options for

meetings and events. Once a caterer has been selected,

the client agrees to inform ASU SkySong of the caterer’s

name and contact information. The client must be on site to

accept the catering delivery. Arrangements should be made

for caterers to pick up any equipment or extra food upon

completion of the scheduled event. If needed, it is suggested

to schedule an extra half hour after the meeting for cleanup.

ASU SkySong is not responsible for any catering items left by

the caterer. Any caterer needs beyond drop-off/pickup must

be arranged with the Meetings and Events department at least

two weeks prior to the event, including: preparation area and

vehicle parking.

• Food and beverages may be served in the conference

rooms, The ASU SkySong alcohol policy applies for all

rooms and spaces.

• A staging area may not be available for use by

catering staff.

• Catering staff and/or event hosts are responsible for

cleaning up. Failure to do so will result in the assessment

of a service and cleaning fee of $100 to the department

/organization reserving the room.

Please contact 480-884-1860 with any questions.

Alcohol

Alcohol may be served at SkySong only with prior approval

from the Meeting and Events team. For any alcohol served at

ASU SkySong, insurance documentation must be provided

and must be served by a licensed bartender, and a copy of the

bartender’s license is required. The sale of alcohol or a cash

bar is prohibited at SkySong under any circumstances.

Insurance requirements include commercial general liability

insurance in the amount of $1,000,000 per occurrence and

$2,000,000 in the aggregate. If a company vehicle is driven

onto the site, automobile liability is required in the amount of

$1,000,000 combined for property damage and bodily injury.

Workers’ compensation coverage is required per the statutory

limits. For reservations within ASU conference rooms/space,

an ACORD certiﬁcate naming SkySong-1 LLC and Plaza

del Rio Management Corp. as additional insured is required.

When using the patio under the shade structure, in addition to

SkySong-1 and Plaza del Rio Management Corp., SkySong

Owners Association, Holualoa Scottsdale Ofﬁce LLC & ASUF

Scottsdale LLC must be named as additional insured.

Indemniﬁcation

Clients agree to indemnify, defend and hold harmless ASU

SkySong and its employees, agent’s independent contractors,

ofﬁcers, directors, members and/or managers for any injury,

property damage, liability claim or other cause of action arising

out of or related to Clients’ Rental Event, unless caused by

the gross negligence or willful misconduct of ASU SkySong.

Clients agree to indemnify and hold harmless ASU SkySong

and its employees, agents independent contractors, ofﬁcers,

directors, members and/or managers for any injury, property

damage, liability, claim or other cause of action arising out of

or related to the consumption of alcohol by Clients and/or their

guests at the rental event.

ASU SkySong I 1475 N. Scottsdale Rd., Ste. 200, Scottsdale, AZ 85257, USA I corporate.asu.edu/skysong I +1 480-884-1860

CONTRACTS WITH VENDORS AND OTHER PARTIES

Clients understand and agree that ASU SkySong’s role is to

provide rental space.

Clients shall be responsible for making the actual selections

of all vendors for the event (herein “Vendors”). ASU SkySong

shall have no authority to represent itself as an agent of

clients, nor to assume or create any obligation on behalf

of Clients. Clients shall contract directly with all vendors

and other persons who may provide services, goods or

accommodations in connection with the event. Clients shall

be responsible for and shall satisfy all obligations owed to

such vendors or other persons in connection with the services,

good or accommodations they provide. ASU SkySong is not

responsible for the acts or omissions of any vendor.

GENERAL MEETING ROOM

POLICIES & CONDITIONS OF USE

1. The event organizer is responsible for monitoring the

length of the event and ensuring that it ﬁnishes at the

scheduled time. Groups that exceed the scheduled

time may be asked to conclude their meeting and/or be

charged additional rental fees.

2. Clients may be asked to limit their recurring meetings to

no more than three rooms per week.

3. Meeting rooms are not designed to host events that need

space for physical activities.

4. Clients holding large events or events that require

complicated or unusual setups will be required to attend

a pre-event meeting with the Meetings and Events

coordinator a minimum of two weeks prior to the event

to ensure that clients are aware of all policies for use of

pace and all information is received. At least one person

responsible for and who will be attending the event will

need to be present at the pre-event meeting.

5. Signs may only be placed in areas pre-approved by the

SkySong staff and must be placed on sign stanchions

or other approved holders.

6. No items may be placed on walls, windows or doors or

hung in the conference rooms. The use of glitter and

confetti is prohibited. Lit candles and incense are not

permitted. Decorations may be placed on sign holders or

tables. Taping decorations to walls is prohibited.

7. If damage occurs in a room and/or there is a loss of

equipment, the responsible group/party will be assessed

a fee reﬂective of the cost for replacement/repair.

8. SkySong may charge a setup fee when the needs

for any space exceed a standard setup or include

unusual requests.

9. All room set-up changes must be received via email at

[email protected] at least 72 hours prior to

the start of the event. Room conﬁguration changes made

within 72 hours of the event start time will result in a

$100 reset fee. A room conﬁguration change is the

addition, subtraction or adjustment of furniture in the

conference room.

10. Lessee will be required to set up and remove its own

equipment and personal property at its own expense.

Lessor shall not be responsible for damage to or loss

of any equipment or property left in the Facility by

Lessee or Lessee’s guests or invitees.

11. Lessee agrees that all broadcasting and telecasting

privileges are reserved for Lessor and Lessee shall not

broadcast or telecast or permit to be broadcast or

telecast in any way from the Facility without the written

consent of Lessor. The ﬁlming or photography of event

activities or of the facility for commercial purposes

requires prior written approval from Arizona State

University and will require an Arizona State University

ﬁlming agreement and compliance with the

ﬁlming/photography agreement.

12. The use of space outside of the conference rooms,

including lobbies and hallways, must be approved at least

two weeks in advance. This includes the use of space for

registration signage and catering needs.

13. The Lessee may not sub-let any portion of the Facility,

regardless of whether or not for monetary gain.

14. Smoking is prohibited in the Facility.

15. Weapons are prohibited on property.

16. ASU SkySong reserves the right to refuse reservations

for groups that have three or more instances of any of the

following during the calendar year:

a. Non-payment

b. Conference room cancellations with less than

two weeks’ advance notice

c. Conference room “no-shows”

d. Conference room conﬁguration changes with

less than 72 hours’ written notice