Aztec Center Reservation Process

Student Organization Reservations

Thank you for your interest in reserving space at Aztec Center, Scripps Cottage and Scripps Patio. We look forward to working with your student organization. Aztec Center offers event planning and facilitation services to student organizations at a discounted rate. SDSU student organizations may reserve space up to one (1) year in advance of the scheduled event date. For detailed information on reservation priority please refer to Aztec Center Reservation Priority Policy (PDF)

In order to reserve space you must be a recognized student organization at San Diego State University. Please visit the Student Organizations page, to confirm your organization’s recognition status. If you are not currently recognized, please visit Start or Renew an Organization page for recognition procedures. For additional questions regarding recognition, please contact Student Life and Leadership at (619) 594-5221.

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

 

SDSU EVENT APPROVAL
(Student Life & Leadership)

An Event Approval Form will need to be completed and submitted to the Student Life and Leadership Office at least 2 weeks prior to event date for advising and final event approval. Without this signed form, your event cannot commence. For more information on the Student Life and Leadership event planning procedures, please visit the On-Campus Event Approval Process page.

The top 5 officers approved by Student Life and Leadership are eligible to make reservations in Aztec Center. No exceptions will be made.

For information on SDSU Student Organization conduct, policies and the handbook, please visit the Student Organization Handbook, Conduct, and Policies page

MAKING A RESERVATION

* Recognized SDSU Student Organizations may reserve space up to one (1) year in advance of the scheduled event date.

  1. Meet with your organization 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. Have one of the top five officers in your organization 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. Officer list must be approved by Student Life and Leadership and on file with Aztec Center Meeting Services.
  3. Upon making a reservation with Meeting Services, you will be given a Reservation Agreement. This agreement must be signed within two (2) business days and returned to Meeting Services. If not, your event is subject to cancellation.
  4. Take the signed copy of your agreement to Student Life and Leadership to begin the SDSU event approval process. You must meet with Student Life and Leadership and submit an Event Approval Form to them at least two (2) weeks prior to your event date. 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. The Event Approval Form must be turned in to Student Life & Leadership, at minimum, two (2) weeks prior to event date.
  3. A signed Aztec Center Reservation Agreement must be turned in to Meeting Services within two (2) business days of receipt.
  4. 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.
  5. 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.
  6. Payment 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. Meeting Services accepts Student Organization checks as payment. For payment in cash, credit or debit please contact Meeting Services. No Personal Checks will be accepted.
  2. All recognized Student Organizations have the benefit of two complimentary room rentals in Aztec Center per semester. The complimentary room rental does not include staffing or extra equipment costs.
  3. An estimate of charges will be submitted at the time a reservation is made contingent on details supplied.
  4. Reservations will be considered tentative and subject to cancellation until room rent is paid.
  5. 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 paid via check to the sponsoring organization.
  6. Payment 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.
  4. Reservations will be suspended until the account is paid.
  5. All standing reservations will be honored provided the student organization's account is current.
  6. If the account is not paid within 60 days, reservation privileges will be suspended and all standing reservations will be canceled without notice.
  7. 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.

STUDENT ORGANIZATION RATES (ROOM, EQUIPMENT, STAFF)*

* Rental rates are for currently recognized SDSU Student Organizations, A.S. College Councils and Sports Clubs for approved SDSU events. 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

TABLING RESERVATIONS

  1. Tabling on the Aztec Center Walkway is reserved for recognized Student Organizations with a minimum two (2) weeks notice.
  2. Reservations can be made in the Meeting Services Office at a maximum of two days per week throughout the current semester.
  3. An Event Approval Form must be completed and approved for tabling.
  4. Sales or distribution of any merchandise must be approved through Aztec Shops and listed on your Event Approval Form for approval.
  5. Sales of tickets or collection of donations must be communicated to your Student Life and Leadership Advisor for guidance in Safe Cash Handling practices.
  6. Pick-up one (1) plastic table and two (2) chairs at University Information Center on day of reservation.
  7. Aztec Center will not allow any free standing displays or extra furniture on the Aztec Center Walkway during a tabling reservation. Contact Meeting Services to discuss options.

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 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. Student Organization 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.