Marketing & Communication Team Contact
Office location: Mercado C
Director of Strategic Marketing and Communications
Senior Communications Specialist
Senior Alumni Relations Coordinator
Rebecca Del Rincon
Digital Video Production Manager
Edson College Event Resources
Planning an event with Edson College? Get started here! On this page, you will find tools and resources to assist with your planning process. If you need additional assistance or want to talk through certain aspects of your event, please contact Lex Kirkpatrick directly at Alexa.Kirkpatrick@asu.edu to schedule a meeting. Get a head start by filling out this event consultation form ahead of time.
We are planning some exciting updates to this page over the coming months, so stay tuned! Our site relaunch will take place in time for fall 2023.
Event Planning Basics
Developing an event and planning timeline - You want to be sure to have enough time ahead of your event to not only secure the logistics for a great program, but also provide sufficient notice to your potential audiences. For some timeline examples on different types of events, please view this event tier guide.
Confirming your date and time - You’ll want your date and time to align with the goals of your event, as well as avoid scheduling conflicts with key university timelines, religious holidays or other large events at ASU. Check the following calendars before confirming your date and time:
Creating a checklist - Putting on a great event means getting all of the smaller details confirmed on time. Use this template to get started – copy to your own Google drive and use as-is or make it your own by adding columns. Here is a full example to use as a reference.
Registering your event with ASU - Many — but not all — events will require you to enter program details into the ASU Events Registry. Events that are 100% online, designed for internal audiences, do not have catering scheduled, will not involve executive guests or speakers, or will not be held on ASU property will not need to be registered. If you are unsure about this process or registration criteria, please contact Lex at Alexa.Kirkpatrick@asu.edu.
Building RSVP forms - One of the most important front-end event details is gathering information about your participants. You need information about how many guests will be attending as well as their contact information to send out important event reminders, updates or cancellations if needed. Here are a few options for you to build as simple or as complex of a RSVP form that is needed for your event:
Aventri(transitioning to “Stova”)
Promoting your event
Building a marketing toolkit - Having a marketing plan that incorporates a variety of methods is essential to generating public interest in your event. It is highly recommended that you consult with the Edson College Marketing and Communications team if you need any help with building and strategizing your content. Fill out the Marketing Request Form to get started.
Collateral and giveaways - The Marketing and Communications team has an inventory of giveaway items for Edson College colleagues to use for events. Shop our inventory here, or email email@example.com for advice and ideas on other giveaways.
ASU campuses - Convenient and close to students and faculty alike, it’s always a great idea to start on a campus location when scouting for event spaces. View the list of campus locations for ideas on where to host your next event.
ASU-affiliated locations - Though not tied to specific campuses, there are a handful of ASU-owned buildings that can support your event located across the Phoenix metropolitan area:
J. Orin Edson Entrepreneurship + Innovation Institute (Scottsdale, Phoenix and Mesa) - Find a space and make reservations here.
ASU Health Futures Center (North Phoenix) - Email Erica Bowen for scheduling details.
Parking and transportation - Parking for any event location can vary widely in accessibility and quantity of spaces. Be sure to determine the following ahead of time:
Will parking be available for guests to use at their own expense or is your unit providing free parking through validations? Be sure that whichever option you choose, guests are aware of what to expect upon arrival to the program.
For reserving a large number of spaces on any campus, fill out a reservation form from Parking and Transit Services.
Offer alternative options for transportation whenever possible, such as local transit by bus or shuttle.
Food and beverages
ASU-contracted caterers - ASU has established partnerships with certain caterers, such as Aramark and Atlasta. These entities have more resources and in-house support to put together comprehensive catering packages for any event on campus.
Approved food vendors list - ASU has partnered with a number of off-site caterers and businesses which can offer food services to your event. See the Approved Food Vendors List here.
Alcohol at events - There is an extensive process involved with gaining approval to have alcohol at your event, and it should be noted that permission to have alcohol is not guaranteed. To begin this process, you will indicate on the ASU Events Registry Form, under the “Food & Alcohol” tab, that you plan to serve alcohol at your event. This will kickstart the process and inform the necessary parties at ASU that your event needs a review. If you have any questions about the permitting process, please feel free to contact Lex at Alexa.Kirkpatrick@asu.edu.
Important reminder - Alcohol cannot be purchased with local ASU accounts. Check with Business Services on options for paying for alcohol.
Equipment rentals - Depending on the needs of your event, you may find it useful to request equipment that otherwise would not be included in your venue reservation. Consider if you may need additional or different tables than the venue provides (rounds instead of rectangular, for instance), added chairs or trash cans.
ASU facilities - Request event assistance from ASU facilities on this form. They will work with you directly to confirm event details and set your equipment reservation.
External vendors - You may find that your event set up needs more complex support and equipment to bring your vision to life. This can include additional lighting, tenting, table covers, water stations, decorations and more. View the list of approved vendors for rentals here.
Important reminder - Flowers and other live plants cannot be purchased with local ASU accounts unless it is for an official ASU event. For help in determining if your event meets this requirement, contact Business Services.