Event Planning

Many variables must be considered to ensure the success of an event, most importantly — proper planning!

• Special Events Toolkit.

The resources we have assembled here will help guide you through the event process at University of Arizona College of Medicine – Phoenix. These tools were created to ensure that your event is successful. The resources below will allow you to reserve space, request events services and provide useful event planning timelines.

Guidelines

In-Person and Hybrid Events

• All internal in-person event requests must be made utilizing Astra Schedule.
  • After reserving your space in Astra, you will be taken to the event request form. When filling out this form please be as detailed as possible. Your event submission is what gets reviewed by Event Services.
• All external event requests should be made through the event request form.
• A two-week lead time is needed for all in-person event submissions.
• Please be advised: All submissions will be reviewed by Event Services. A submission does not guarantee that your event is confirmed.
• If your request falls short of the lead time, your event is subject to additional expenses or denial.
• All non-UA groups must complete a Facilities Use Agreement (PDF) and furnish a certificate of insurance providing $1 million general liability insurance and naming the State of Arizona, Arizona Board of Regents on behalf of the University of Arizona and the University of Arizona Foundation as additional insured for the event.

Virtual Events

• Please complete the event request form.
• Please be advised: All submissions will be reviewed by Event Services. A submission does not guarantee that your event is confirmed.