Frequently Asked Questions

All events on campus are required to obtain approval through 25Live before they can be promoted or space can be confirmed. All student organizations must be approved by The Office of Student Engagement before being approved for facility use by the Events Office.

Use 25Live to Request an Event, and the University Events scheduling software, to book space on campus. Within this system, internal clients can search for available spaces and request additional services (IT needs, setup, custodial, etc.) External clients will contact the Events Office directly at 229.500.2885 or events@asurams.edu to reserve event space.

To find who the Facility Coordinator is for a specific building, email events@asurams.edu.

Event approval processing time can vary depending on the time of year (peak season is August – October and February – April), the complexity of event details, the type of facility requested, and the amount of details provided by the event organizer/requestor.

• The University defines ‘catering’ as food that is prepared, delivered, AND served by a vendor. If your event involves a catered meal, the ASU contract food service provider, Aladdin, must be utilized for all catering needs. Should the Regional District Manager determine the needs cannot be met for the event, an outside vendor may be selected, with proper documentation completed and signed by all parties.
• Food and catering must follow existing university contracts. Catering in dining facilities is restricted to Aladdin. Coca-Cola is the official beverage company of the university. All university-sponsored events must comply with the pouring rights provisions of the Coca-Cola agreement.
• Food provided by the event sponsor and not a caterer may have additional restrictions to reduce the risk of foodborne illness. In consultation with the Dougherty County Health Department, food handler cards, food service permits, handwash stations, ware wash stations, temperature regulations, and PPE may be required by the Events Office.

Bake sales are defined as baked food that does not require refrigeration or temperature control but that may include eggs or dairy ingredients. For instance, moon pies, pound cakes, cookies, and brownies. Bake sales must be submitted in 25Live requesting the needed space and are required to be submitted at least 72 hours in advance.

ASU dining services, Aladdin, has the first right refusal for food trucks on campus. The Events Office will contact ASU dining to obtain approval for a food truck.

Events on campus can have alcohol at their event if the event complies with the University’s Alcoholic Beverage Policy, exhibit G of the Rental Agreement. Your Events Coordinator will work with you to obtain approval for your event and ensure proper documentation is received before the event.

• Permit Holder shall be responsible for obtaining any necessary licenses and permits for the use or performance of copyrighted works at the Event(s). Permit Holder further shall be responsible for the full payment of any and all copyright royalties that may be required for the Event(s). All required licenses and/or permits shall be presented to the Owner prior to the Event(s).
• Certificate of insurance (COI) requirements will have standard requirements:

1. • Permit Holder shall, at its own cost and expense, obtain and maintain Commercial General Liability Insurance (2013 ISO Occurrence Form or equivalent) not inconsistent with the policies and requirements of O.C.G.A. § 50-21-37, which shall include, but not be limited to, coverage for personal and advertising and contractual liability. The Commercial General Liability Insurance shall provide the following limits:

• • Permit Holder shall also provide a Commercial Umbrella Liability Insurance Policy to provide excess coverage above the Commercial General Liability (CGL) coverage with minimum limits of $2,000,000 per occurrence.
  • Permit Holder shall, at its own cost and expense, obtain a special event liability policy with a combined single limit of no less than $1,000,000.

• The above policies shall cover the period of Permit Holder’s occupancy and use of the premises, such insurance to be obtained from a responsible insurance company legally licensed and authorized to transact business in the State of Georgia and name the officers, agents, and employees of the Institution and the Board of Regents as additional insureds, but only with respect to claims that are not covered by the Georgia Tort Claims Act (O.C.G.A. Section 50-21-20 et seq.).
• Permit Holder shall furnish Owner with a copy of the policy and evidence of full payment of the premium thereon at least forty-eight (48) hours prior to occupancy and use of the premises, and said policy shall have a clause showing that the insurance is in force and non-cancelable prior to the occupancy and use of the premises by the Permit Holder in the absence of ten (10) days prior written notice by the Insurer to Owner prior to the occupancy and use of the premises by Permit Holder pursuant to this Agreement. Permit Holder’s failure to obtain and furnish evidence of the required insurance shall constitute default.

• In general, you should be prepared to pay fees for:
  • Facility Rental Fees
  • Catering
  • Event Staffing, i.e., IT staff, setup crew, facility coordinator, custodial, and security
  • Parking Permits
  • Event Equipment, i.e., tables, chairs, tablecloths, etc.
  • Certificate of Insurance (if required)

• Depending on the specific needs of your event and the location on campus you are hosting your event, some or all of the above fees may not apply.

• A deposit of one-half of the rental fee is due within twenty (20) business days of approval of the activity by the institution. No reservation is guaranteed until the deposit has been paid and cleared.
• The balance due must be paid one (1) week prior to the start date of the event. If the event is scheduled so that there is not sufficient time to follow this time schedule, the full amount will be due upon arrival of the rental activity. Invoices not paid in full by the event start date will be canceled.
• Invoices sixty (60) days past due shall be subject to a service charge of one and one-half percent (1 ½%) per month, constituting an annual rate of simple interest of eighteen (18%).

The Events Office is located in the Student Center, 1^st Floor, C-108 on the West Campus. The Events team can be contacted at 229.500.2885 or by e-mail at events@asurams.edu.

For questions, contact Shannon Watson at parkingservices@asurams.edu and provide your event confirmation number.

• Contact the Events Office at 229.500.2885 or e-mail events@asurams.edu.
• Changes made 72 hours prior to the event are more likely to be accommodated. Please ensure all requests are confirmed at least 72 hours prior to the event start date to ensure accommodations can be made. Last-minute requests will NOT be accommodated. NO EXCEPTIONS!

All students, faculty, and staff can connect using their ASU credentials. Guests may log in to the Visitor WiFi by creating an account with ASU when prompted.

To request the President for your event, please visit the Office of the President website to complete the President’s Event Request Form.

• Some services can be requested directly through 25Live whereas others may require the event organizer to contact the service provider directly.
• The following service can be requested through your 25Live submission: Setup needs, IT requirements, Custodial, and Event Signs.
• The following services require the event organizer to contact the service provider directly AFTER submission of your request: Catering and Parking (Transportation Services) – Catering requests should be directed to Aladdin Catering at sims@aladdinfood.com and Parking/Transportation requests should be directed to Shannon Watson at 229.500.2886 or parkingservices@asurams.edu.
• If you have any additional requests and are unsure how to obtain them, please contact the Events Office at 229.500.2885 for assistance.

• Image of the year sign
• Location(s) the yard signs will be posted (Maps are great for this)
• The date the yard signs will be placed and the date the yard signs will be picked up
• All yard sign requests are reviewed and approved by the Events Office for external clients. Requests should be sent directly to the Events Office for review and approval.
• External client shall not conduct any business activities within the premises without the Events Office’s prior written permission.

• The status of the requests submitted through 25Live can be checked at any time.
• Internal clients:
  • Step 1: Log in to 25Live
  • Step 2: through the home dashboard, review ‘Your Upcoming Events
• External clients will receive an email confirmation of their requests.

Requests can be submitted via desktop computers, laptops, tablets, and mobile devices. However, the website may appear different on mobile devices and tablets.

• The required fields can sometimes be difficult to see. Error messages will appear in red. Here are the most often missed steps that cause this error:
  • Missing a question under custom attributes – Multi-select questions can be tough to see in 25Live. Review all questions and make sure an answer is entered for all questions.
  • Terms and Conditions not checked – At the bottom of the page there is a check box for the policies associated with the form you are using. This box must be checked before you can select save.

Each web form has booking rules that limit the requests when other requests already exist. If the location does not allow you to book them, it is because they are either already booked for another event or it is within 72 hours of the event start date which is deemed a last-minute request and not an allowable request.

• Clients that operate events which provide for the care, custody, or control of minors shall take precautions to assure the safety and well-being of minors and institution property, and to release the Owner and Institution from any liability in conjunction with use of the facility. At any time, the Institution may request, and must be promptly provided with, copies of all pre-screening and training verification.
• Events, where non-student minors are present, must be registered within the University’s Program Serving Minors Registry. The Events Coordinator will assist external clients in this process. Internal clients must complete the registry, which is sent to you via email when you complete the 25Live request.

The Event Organizer should contact the Central Dispatch of the ASU PD at 229.430.4711. In the event of a life-threatening emergency, dial 911 immediately. The secondary contact is the Events Coordinator at 229.500.2885 or e-mail events@asurams.edu.

Yes. Albany State University reserves the right to modify, cancel or reschedule any event due to health, natural disasters or other emergency situations that are beyond the control of the University. Attempt will be made to contact the permit holder within a reasonable amount of time.

Yes. Albany State University reserves the right to change or amend events schedules based on university priorities. The University will work with the permit holder to reschedule the event as soon as possible.

Yes. Albany State University reserves the right to modify all policies and procedures set forth in the rental agreement at any given time without notice.