Arizona Institute for Resilient Environment and Societies, ENR2 Room Reservation Policies
For All Reservation Requests
BUMP CLAUSE: Special, one-time events have priority over recurring events. AIRES reserves the right to bump with 72 hours’ notice a recurring (or, on occasion, other) event for a special, one-time event. If this occurs, we will attempt to find alternate space within ENR2 if at all possible. We will not bump regularly scheduled colloquia for building occupants (SNRE, SGD, Math).
FACILITIES MANAGEMENT NOTICE: If your event includes food/beverages at all, has more than 50 people attending, AND/OR falls on a weekend, you MUST fill out Facilities Management's Special Event Request form to notify custodial and, if necessary, specify other event needs. This will ensure your rooms are clean and the bathrooms are fully stocked and supplied. *Because custodial does not normally work on weekends, if you reserve a space on the weekend your event will incur charges via FM. Please reach out to us or Alejandra Zell on the FM Special Event team with questions about these charges.*
After filling out the FM Special Event Request form and receiving confirmation of submission, please attach confirmation to our online reservation request form or forward confirmation to firstname.lastname@example.org. If we do not receive this notification at least a week prior to your event, we reserve the right to cancel your event.
Event organizers are responsible for arranging all logistics. For assistance in configuring the space and obtaining additional tables, chairs, poster boards, etc., please visit fill out the Facilities Management Special Event Request form or contact the FM Special Events team with questions/concerns. Please put room back in the configuration in which it was found.
Limited technology is available in each room and specific technology varies. AIRES will coordinate with you to conduct a pre-event site visit, if requested, that includes an overview of the technology available. We do not provide laser pointers, clickers, adapters or on-site/day-of tech or A/V support during your event; however, for emergencies, please call Maya Patterson at (520) 626-9987.
Food and beverage are allowed in ENR2 meeting spaces, provided all university policies are followed. For university departments or student clubs/groups, Arizona Catering Company must provide all catering services valued at more than $750. If the catering costs are less than $750, the organizer has a choice of Arizona Catering Company or a caterer from the Approved Catering List.
Alcohol is allowed in ENR2, provided all university policies are followed. An Alcohol Permit Application must be submitted for all events where alcoholic beverages will be served on University of Arizona property. If approved, alcohol must be served by an approved licensed bartending service. Application form must be submitted at least two weeks prior to event date.
Room S120, the Café Commons, is only available outside café hours (after 5 PM, Monday through Thursday, after 3 PM on Friday and on weekends). DO NOT MOVE ANY FURNITURE OR TABLES without help from FM. Doing so may result in gouges in the flooring, for which event organizers will be held financially responsible.
Rooftop events must have UAPD security for the duration of the event if outside business hours (Monday through Friday, 9 AM to 5 PM).
Courtyard food and beverage is limited to one-sided buffet lines only, except directly in front of the Café Commons.
Additional Policies for University of Arizona Groups
No reservations will be accepted for classes (anything with credit) in any room, with the exception of SNRE in room S210.
Reservations are not confirmed until organizer receives a confirmation email from AIRES. Please allow 1 to 3 business days for your request to be processed.
Additional Policies for Community Groups
Reservations are not confirmed until AIRES receives the signed contract from the event organizer along with the deposit for the space(s).
The Certificate of Insurance MUST BE received PRIOR to the event, or the event will be canceled.
Weekend events will incur an additional custodial charge, as per the Facilities Management Notice.
AIRES will issue a final invoice a week after the event. The final invoice will include the rental fee, along with any additional charges or fees incurred during the event.