Frequently Asked Questions

No. Azusa Pacific University is a dry campus. Alcoholic beverages are not permitted on campus at any time.

Events are scheduled on a first-come, first-served basis, so we encourage you to submit your Event Inquiry Form as early as possible.

At a minimum, event requests should be submitted at least three (3) weeks before your desired event date. Please note that certain events and campus locations require additional approval from other university departments, which may extend the processing time.

University facilities are designed primarily for Azusa Pacific University students, faculty, and staff. Therefore, off-campus organizations may only reserve university spaces after internal university needs have been met.

Events may be booked up to one year in advance, after the University’s academic, athletic, and internal event schedules have been confirmed.

All faith-based events must be approved by leadership prior to confirming your event. Your group must be supportive of the purpose and mission statement of Azusa Pacific University, and your mission statement and event purpose will be required upon request.

No. Your event must end at the time listed in your contract. Our Event Services team schedules work based on the approved event times, and additional time affects both staffing and setup for the next event. We ask that all guests, vendors, and staff fully vacate the space by the contracted end time so our team can reset the venue and ensure the next event starts on schedule.

If you anticipate needing extra time for setup or cleanup, please notify your Event Services Manager at least two (2) weeks prior to your event so the appropriate arrangements can be made. Events that exceed their scheduled time may incur overage fees based on the location.

Please contact your Event Services Manager for any event changes or updates. They will help determine if adjustments can be accommodated and ensure all campus partners are notified of the revised details. If your Event Services Manager is unavailable, you may also contact Event Services at [email protected] for assistance.

Yes! The group contact person should submit an insurance certificate no less than 90 days prior to your arrival. This certificate is evidence of liability insurance coverage for all of the group’s members, including not less than $1,000,000 bodily injury coverage and $3,000,000 property damage coverage, or single-limit coverage of not less than $1,000,000, and must include coverage for sexual molestation and abuse.

APU should be named as an additional insured; the dates of coverage should be the dates of your event including early arrival for your staff. An insurance rider can usually be provided through an existing business/organizational policy. The group contact person must provide APU immediate notice of any cancellation or modification of the required coverage.

If you need to cancel your reservation, notify APU in writing within five (5) business days of your decision. Because cancellations limit our ability to rebook space, liquidated damages will apply based on how close to the event the cancellation occurs.

Cancellation Schedule:

Notes:

The “Total Use Fee” is the contracted facility rental fee (taxes may apply).

Payments are due within 30 days of cancellation.

Provided that written notice and timely payment are made, APU will not seek additional damages beyond the amounts listed above.

APU does not charge for parking. Ample parking can be found in close proximity to event spaces. Observe the “restricted” and “no parking” signs posted throughout the campus. Event Services is not responsible for any and all parking violations or damages that occur during your stay.

Yes! The city of Azusa enforces a curfew of 10 p.m. for persons under 18. In addition, APU requests that quiet hours be observed from 10 p.m.-7 a.m., in deference to the members of your own group and other groups that may be on campus with you, as well as the surrounding community.

No. All events require full payment of the appropriate fees two (2) weeks prior to the event and must follow the payment schedule accordingly.

 

Please refer to our Event Services Handbook for all policies regarding minors.

Event Services does not provide tablecloths, but they can be ordered through the APU Catering website.

Last-minute requests can disrupt the flow of pre-scheduled work and impact other events taking place on campus. While our team will do our best to accommodate urgent needs, we strongly encourage you to plan ahead and confirm all equipment and resource needs well in advance.

Please note that requests made within three (3) business days of the event date are subject to a $25 late processing fee and may not be guaranteed based on staff and equipment availability.

The standard and recommended number is eight (8) chairs per round table.

All food, trash, and materials must be properly disposed of in the designated trash cans located at your event site. If you anticipate generating more waste than the venue can accommodate, please contact Event Services in advance to request additional trash cans. This helps ensure the space remains clean and ready for the next event.

Yes, but these are rented from an off-campus rental company, and any costs will be applied to your Event Services order. Let us know how many you will need, no later than two (2) weeks prior to the event, and we will contact the rental company and coordinate all the details for you. Note that rental items are not guaranteed and are based on availability.

When decorating, please follow these guidelines:

• Do not attach objects to any APU property using nails, screws, or tape. Only painter’s tape or Command Strips are allowed.
• Do not move or remove furniture or equipment. Only APU Event Services staff are authorized to rearrange furnishings. Not all locations allow furniture to be moved. For classrooms, rearranged items will incur a $50 reset charge per room.
• Do not tamper with the sprinkler system. Setting off or damaging sprinklers may result in further action.

No. Due to insurance concerns (the possibility of personal injury, or damage to equipment and locations), as well as access to some equipment storage locations being restricted, we do not allow customers to set up or take down equipment.