Aztec Center Reservation Process

SDSU Department Reservations

Thank you for your interest in reserving space at Aztec Center, Scripps Cottage and Scripps Patio. We look forward to working with your department. Aztec Center offers event planning and facilitation services to SDSU Departments at a discounted rate. SDSU Departments may not make reservations on behalf of student organizations. All communications will be held with the person who initially makes the reservation.

SDSU Departments may reserve space up to five (5) months in advance of the scheduled event date. For detailed information on reservation priority please refer to Aztec Center Reservation Priority Policy.

Making a Reservation
Deadlines to Remember
Event Production, Staffing and Security
Payment
Cancellation Policy
SDSU Department Rates (Room, Equipment, Staff)
Banner Requests

 

MAKING A RESERVATION

* SDSU Departments may reserve space up to five (5) months in advance of the scheduled event date.

  1. Come to Meeting Services prepared to discuss three possible event dates, basic event details (event duration, expected attendance, etc.) and preferred venue. Please consider a backup venue due to limited availability.
  2. Visit the Meeting Services office at Aztec Center a minimum three (3) weeks prior to your event date. All communications will be held with the person who initially makes the reservation. The Meeting Services office is located behind the University Information Center and is open Monday through Friday from 8:30 AM to 4:00 PM.
    1. SDSU Departments may not make reservations on behalf of student organizations.
  3. Upon making a reservation with Meeting Services, you will be given an event confirmation. This confirmation must be signed within two (2) business days and returned to Meeting Services. If not, your event is subject to cancellation.

IMPORTANT DEADLINES TO REMEMBER

*** Missing any deadline below can result in event cancellation

  1. Events at Aztec Center must be booked, at minimum, three (3) weeks prior to event date.
  2. A signed Aztec Center Event Confirmation must be turned in to Meeting Services within two (2) business days of receipt.
  3. To ensure equipment availability and appropriate staffing, details for Montezuma Hall events must be finalized at least two (2) weeks prior to the event date.
    1. Meeting Services reserves the right to enforce this deadline on events held outside of Montezuma Hall based on event scope.
    2. Special arrangements that entail complex audio/visual requirements, use of multiple rooms, event staffing/security, telephone/data lines and production technicians must be finalized, at minimum, two (2) weeks prior to event date.
  4. Changes in the physical set-up of the reserved space must be submitted to Meeting Services, at minimum, two (2) days prior to the event.
    1. Labor charges will be incurred (depending on the extent of the change) if changes are requested within two (2) days prior to the event.
    2. Changes are not guaranteed and are at the discretion of Meeting Services.
  5. Valid purchase order number to be received, at minimum, two (2) weeks prior to event date.

EVENT PRODUCTION, STAFFING AND SECURITY

  1. Event Production
    1. Aztec Center offers a wide variety of production equipment and a team of skilled technicians to meet your event needs. Audio/Visual requests should be communicated early in the event planning process. In the event Aztec Center cannot fulfill your requests, you will be referred to Viejas Entertainment. Your event will be subject to Viejas Entertainment rates and deadlines.
  2. Event Staffing and Security
    1. Event staffing and security may be required due to ticketed events, venue capacity limits, campus police requirements and/or artist requests. Staffing requirements are at the discretion of Meeting Services. Should your event require staffing, your organization will be given a cost estimate which will be included in your event confirmation. Staffing and security costs are to be paid by the sponsoring organization/individual. Event details should be communicated early in the event planning process to ensure staff availability.

PAYMENT

  1. Payment for SDSU Department events will be secured with a purchase order number. Purchase order requisition numbers will not be accepted. Personal checks, department checks, cash and credit cards will not be accepted.
  2. An estimate of charges will be submitted at the time a reservation is made contingent on details supplied.
  3. Reservations will be considered tentative and subject to cancellation until valid purchase order number is received.
  4. For events that involve ticket sales through the Aztec Center Ticket Office, expenses such as, room rent, cleaning, labor, etc. will be deducted from the gross ticket sales and the balance will be credited to the department.
  5. Valid purchase order number to be received, at minimum, two (2) weeks prior to event date.

CANCELLATION POLICY

  1. Reservations must be canceled two (2) business days in advance (Monday-Friday).
  2. Reservations canceled within one (1) business day or on the day of the event will be considered a NO SHOW.
  3. All NO SHOWS will be charged the direct expenses for setting up the room ($17.00 minimum) OR the loss of room rent.
    Reservations will be suspended until the account is paid.
  4. All standing reservations will be honored provided the department’s account is current.
  5. If the account is not paid within 60 days, reservation privileges will be suspended and all standing reservations will be canceled without notice.
  6. Reservations will not be accepted until the account is paid in full. Payment in full does not guarantee reinstatement of canceled reservations; reinstatement is subject to availability.

SDSU DEPARTMENT RATES
(ROOM, EQUIPMENT, STAFF)*

* Rental rates are for SDSU Departments. Rental rates are for daily use during operating hours and include set-up of furniture, basic custodial support and facility staffing.

Room Rental

Facility Overtime*

* Overtime fees apply outside regular operating hours. An additional one (1) hour before and after event time is assessed when event is not continuous with regular operating hours.

Audio-Visual

Lighting

Sound Systems

Staffing (Shift Minimums Apply for Staffing)

* Aztec Center equipment and staff are supplied ONLY within the Student Union facilities

BANNER REQUESTS*

  1. Please complete the Banner Request Form (link to PDF form), print and submit to Meeting Services, at minimum, 10 business days prior to reservation date.
  2. Banners hung in the Aztec Center Walkway require approval from the Meeting Services prior to Confirming Reservations. We reserve the right to refuse banners.
  3. All Banners must be exactly 3’ wide x 10’ long grommet to grommet. This size is required to hang banners in the Aztec Center. No exceptions will be granted.
  4. SDSU Department banners may be hung for one (1) week at a $40.00 hanging fee.
  5. The A.S. Meeting Services cannot guarantee display locations, as they will be placed on a space-available-basis. Meeting Services reserves the right to change Banner locations as needed.
  6. Banners that are political in nature will not be allowed during the week of A.S. Elections.
  7. Banners must be delivered at least one (1) week before the banner is to be hung.

* Banners must be picked up from the Meeting Services office within one (1) week of the final day of the reservation. After one (1) week, Meeting Services accepts no responsibility for the condition of banners not picked up within a one (1) week period. Banners not picked up will automatically be disposed.