Meeting Services - Conference Information

Aztec Center facilities and Scripps Cottage may be reserved for conferences by AS Council, Boards and appointed committees, official University functions, registered SDSU student organizations, SDSU departments and off-campus organizations. Reservation priority is determined in the following order:

  1. AS Council, Boards and Appointed Committees (receive priority one year in advance).
  2. All Official University Functions (receive priority one year in advance).
  3. SDSU Student Organizations (receive priority six months in advance).
  4. SDSU Departments (receive priority five months in advance).
  5. Off-Campus Organizations (receive priority three months in advance).

Waiving Reservation Policies

In some circumstances reservations for conferences may be made earlier with Facilities Board approval. To petition the Board, the conference organizer must submit a letter to the Meeting Services Office clearly stating the compelling reasons why the reservation policy should be waived. In some circumstances the conference organizer will be required to attend the Board meeting. Requests are considered based on the following factors:

  1. Date submitted
  2. Number of students affected by the conference
  3. Interest of conference to the University at large.
  4. Comparison of facilities requested with those available elsewhere.
  5. Preference is given to annual conferences for which plans must be made months in advance.

No organization may reserve space on behalf of another organization/customer. Organizations/customers may not sell, sublease or transfer reservations to another individual or organization. The organization/customer reserving the space must be the primary organizer of the conference. Organization members/customers must be present at the conference to assist in conference management and coordination. Organizations/customers violating this policy may be subject to applicable rate charges and/or suspension of facility reservation privileges.

Reservation Confirmation Deadlines

  1. Signed Reservation Confirmation is due two days after reservation is initially made.
  2. Event Approval Form is due two days after reservation is initially made.
  3. Confirmed conference schedule and basic room setups are due one month in advance of conference.
  4. Finalized conference details including all A/V equipment needs are due two weeks in advance of conference.
  5. Purchase Order/Payment is due two weeks in advance of conference.

Reservations requiring Alcohol Permits, Catering Waiver Approval Forms, Event Approval Forms and special parking needs are considered tentative until all appropriate documents for event approval are submitted. Supporting documents for final approval are due no later than one month prior to the conference. Reservations are subject to automatic cancellation if supporting documents are not submitted by the deadline date.

To ensure adequate staffing levels and equipment availability, conference details must be submitted before the deadline. Failure to provide information regarding special conference needs may result in the equipment not being available (ex: assistive listening devices, sign-language interpreters, etc.). Failure to provide significant information regarding about events may result in the activity or special event not being permitted at the time scheduled (ex: dances, banquets, concerts, etc.).

Reservation Cancellation & Changes In Room Assignments

Reservations must be cancelled no later than two business days in advance (Monday through Friday). Reservations cancelled within one business day or on the day of the event will be charged the direct expenses for setting up the rooms including the full conference rate.

The Aztec Center reserves the right to change room assignments if necessary to fulfill our obligation of serving the greatest number of customers. The Aztec Center reserves the right to cancel an event or modify the extent of services provided in the event of utility interruptions, campus emergencies, threat of imminent danger or acts of supreme beings such as God, Buddha, Jehovah, Allah or Mother Nature. Thank you.

Event Set-Up

Please provide Meeting Services with a copy of your Conference program no later than two weeks prior to the conference including physical set-ups. Any special arrangements must be finalized at this time (ex: complex audio/visual requirements, audio/visual technician, production technicians, etc.). Meeting rooms will be set up once per day; room configurations may be changed for each day of your conference, but not throughout the day. A $50 late charge plus labor charges will be incurred if changes are requested less than 24 hours prior to the event (depending on the extent of the change).

Decorations, Signs, Posters & Flyers

Decorations must be approved in advance by the Reservations Supervisor or Meeting Services Manager. No confetti, glitter, rice, oil lamps or open flames of any kind are allowed. Candles may be used provided the candle and flame are enclosed in proper holders. ALL decorations involving candles must be approved by Meeting Services and are subject to inspection. Decorations may not obstruct entrances or fire exits. All decorations must be constructed of non-flammable materials.

Conference organizers are responsible for removing all decorations. Failure to do so will result in an additional cleaning fee. Organizers may also make advance arrangements to pay applicable cleaning fees for Associated Students staff to remove decorations. Any damages to the facility as a result of decorations will be billed directly to the conference organizer.

Posters or other materials may not be displayed on the walls of any meeting room in the Aztec Center. Customers will be held responsible and charged for any damages to meeting rooms as a result of the posting of the materials. To arrange for signage in the Aztec Center Walkway, please complete a Sign Request Form with Meeting Services at least four days prior to your conference.

Concessions & Merchandise

The Associated Students/SDSU retains exclusive rights to concessions and merchandise sold in Aztec Center facilities including the Open Air Theatre and Scripps Cottage. A vending fee of $25/table will be charged for all sales of merchandise, food and beverages within Aztec Center or any other AS facility.

Conference Rates & Fees

Conference fees apply to reservations when the sponsoring organization is charging a registration fee or if the event occurs in more than one room simultaneously; or utilizes one or more rooms on more than one consecutive day. Applicable labor, overtime, cleaning and A/V equipment rental fees will be charged in addition to the conference fees listed below:

Student Organizations

The total conference fee rate of $1 per currently enrolled SDSU student per day (plus $6 per non-student per day if applicable) versus the base room rental rate - whichever is greater. Documentation of student participation is required within two business days after the event (student name and social security number).

SDSU Departments

The total conference fee rate of $6 per person per day versus the base room rental rate, whichever is greater. If the conference is open to currently enrolled SDSU students, $1 per student will be charged. Documentation of student participation is required within two business days after the event (student name and social security number).

Off-campus Customers

The total conference fee rate of $6 per person per day versus the off-campus room rental rate, whichever is greater.

A Reservation Confirmation will reflect an estimate of charges. The charges noted as estimates only. All SDSU departments/divisions reservations will require a Purchase Order number from their respective accounting departments. Actual billing to the purchase order will follow upon the conclusion of the event. A deposit or pre-payment may be required for events that require outside equipment rentals or labor expenses are covered in advance.

Parking

The current visitor parking rate at SDSU is $1 per hour. Organizers may make advance arrangements for designated group parking with AS Meeting Services at the rate of $3.00/vehicle. For more information about parking, call University Parking Services 619.594.6671.