The Concho Room

Please fully complete the reservation form.

Reservations may be requested as early as 12 months in advance but no later than 2 weeks prior to the event. Requests will be scheduled in the order in which they were received and based upon availability. Approved requests will be notified via a calendar (Outlook) invite and unapproved requests will be notified by email. Please allow 1-2 business days for processing all reservation requests.

It is highly suggested for first-time users to schedule a walk-through prior to their event. Please contact Enrique Zaldivar at Enrique.Zaldivar@asu.edu to request an appointment or to share questions or concerns.

Temporary Holds

A meeting organizer may request a room hold for up to 24 hours. A completed Reservation Form is required to hold the reservation beyond 24 hours, to avoid cancellation.

Cancellations

It is the responsibility of the meeting organizer to notify the Concho Room staff of cancellations by email at Enrique.Zaldivar@asu.edu.  Simply cancelling or deleting an approved Outlook calendar appointment does not communicate an event cancellation to the staff. No call/no shows from outside organizations will not be eligible for refunds. ASU affiliates may be assessed up to a $100 fee for no call/no show bookings.

Trusted User Agreement

ASU Affiliates within the Watts College may sign a "Trusted User Agreement" to use the space at no charge.

Cleaning, damage and laundry charges (for use of linens) remain as necessary. Staffing charges (up to $25/hour) may be assessed to those who do not adhere to the agreement, as well as up to a $100 fee for no call/no show bookings.

Food and beverages are allowed in the Concho Room through ASU-approved vendors.  Alcohol is not permitted with approval of the Dean's office. 

Please review the list of ASU approved catering vendors. Organizations are responsible for making their own catering arrangements. 

It is the responsibility of the requestor to meet all deliveries (catering, materials, etc.). Delivery and pick-up times must fall within scheduled event hours or an after-hours fee will be assessed. Organizations are required to notify Concho Room Staff of all delivery and pick-up times. 

Aramark (Sun Devil Dining)
Downtown Phoenix Campus

Email:
ASUCateringDowntown@aramark.com

Phone:
602-496-6707

• ASU reserves the right to deny an event outside of normal business hours. 
• Events should not be advertised until an official event confirmation is received from ASU.
• ASU reserves the right to deny permission for facility usage if the requesting organization and/or event has needs that exceed the ability to execute without impacting Westward Ho residents and/or neighbors.
• ASU reserves the right to end an event if fire code or other laws are being broken, and/or if facility conditions pose a threat to those in attendance.
• ASU reserves the right to deny permission for facility usage and to cancel and/or move an event in the case of an emergency.
• Sponsoring organizations and individuals are responsible for the conduct and actions of individuals attending events and activities, and agree to hold ASU harmless from their actions.  In the case of excessive damage or repairs, the sponsoring organization and/or individual will be responsible for all costs associated with cleaning, fixing, and/or repairing the facility and/or equipment. 
• Taping, nailing or tacking items on walls or on premises are prohibited.
• Use of bubble machines, fog machines, confetti cannons and glitter cannons is prohibited.
• Open flames and non-battery candles are prohibited.
• ASU is a tobacco-free campus.  Smoking, e-cigarettes, vape pens and any illegal drugs are prohibited in all campus facilities.
• Proof of insurance may be required from the host organization and/or individual for event approval.
• ASU-affiliates only: It is the responsibility of any ASU-affiliate organization to complete an ASU Special Events Registration form online in advance of the event, as well as pay any associated fees or permit costs. ASU Environmental Health and Safety requests Special Events Registrations be completed no later than 10 days prior 

  The meeting organizer or designee is responsible to ensure the conference room is clean.  A $150 clean-up fee will be assessed to any users if trash is not placed in provided in-room trash bins, and/or spills, or other related messes are found. If there is damage to the space or a surface within the space, the repair or replacements costs will be forwarded to the event host. Below is the post-event checklist of items that need to be completed prior to departing.

  1) Trash: removed and placed in provided trash receptacles. All catering cleared. Please work with your caterer to ensure timely pickup.

  2) ASU-affiliates must remove trash from the building to the dumpster on the north side of the building (exceptions for after-hours events).

  3) Tables/Chairs: wiped down, folded and stacked in the far southwest corner of the room. Non-ASU affiliate organizations, and for those organizations paying fees to use the Concho Room, are not required to re-set the room post-event.

  5) Audio-Visual Equipment: turned off (projector, microphones, etc.)

  6) Lights: turned off

  7) Door: Concho Room door closed upon exit. Building front door closed and locked. (If being used after-hours.)