Agreement
This rental agreement is between the Board of Trustees of the University of Arkansas, acting for and on behalf of the University of Arkansas Community College at Morrilton (hereinafter called “the College”) and the approved renter (hereinafter called “Renter”). In consideration of the mutual promises contained herein the parties agree to enter into the rental agreement, and to be bound by the terms and conditions in accordance with the provisions contained herein and pursuant to the conditions set forth in the following:
Compliance with Laws
Renters must use and occupy all College facilities in a safe and careful manner. All renters, officers, agents, employees, participants, guests, users, and invites thereof must comply with all municipal, state, and federal laws, and rules and regulations as prescribed by the fire and police department and other governmental authorities, as may be in force and affect during the term of the agreement. It is Renter’s responsibility to pay and deliver to the proper governmental agency, any and all taxes/licenses required to be paid in connection with the Renter’s use of the leased facility. All such collections and payments are in addition to rental and additional fees provided for herein. Renter must obtain all local permits required in the execution of the Agreement and abide by all local, state, and federal law and ordinances governing the Event. The College is not responsible for the payment of any taxes arising out of or connected with the Event or use of the Leased Facility by the Renter.
Indemnification
Renter hereby undertakes and agrees to indemnify and hold the College, the Board of Trustees of the University of Arkansas, their officers, employees, and agents; harmless from and against any and all liability, claims, suits, demands, damages, costs, and expenses, including attorney’s fees for the defense of such suits, claims or demands, by Renter, its employees, agents, invites or others arising out of this Usage Agreement. Included in the indemnification is the use of the facilities or any act or omission of intentional or negligent conduct attributable to Renter, its officers, representatives, employees, agents, invites or others. Further, Renter will assume all costs arising from the use of patented, trademarked franchised or copyrighted materials, devices, processes or dramatic rights used or incorporated in the Event. Renter further agrees to indemnify, defend and hold harmless the College, the Board of Trustees of the University of Arkansas, agents, employees and/or staff, from any and all claims, losses or expenses incurred with regards to injuries to persons attending the Event, or their personal property. The College assumes no liability whatsoever to any person(s) either directly participating in the Event or indirectly in attendance at the Event and/or their personal property.
Rates
Regular hours of operation and workdays are defined as Monday through Friday, 8:00am-4:00pm, official state holidays excluded. After-hours of operation include Monday through Friday 4:00pm-10:00pm and Saturdays, 8:00am-10:00pm. Renter may access no earlier than 7:30am and must exit the building by 10:00pm. All facility reservations are automatically canceled when the college is closed due to inclement weather, emergency situations and any other unforeseen closures. Unforeseen facility closures by the college may be the only acceptable means for a raincheck.
- Tyson Training Hall: $100 per hour (two hour minimum); $200 deposit – required
- Conference/Meeting Room: $25 per hour (two hour minimum); No deposit required
- Classroom(s): $25 per hour per room (two hour minimum); No deposit required
- Computer Lab(s): $50 per hour per room (two hour minimum); No deposit required
- Fine Arts Gallery & Kitchenette: $25 per hour (two hour minimum); No deposit required
- Fine Arts Auditorium – No food or drink: $100 per hour (two hour minimum); $200 deposit – required
The College reserves the right to update the fee chart at any time.
Event setup is included in most rental request, include setup of tables and chairs as requested by the Renter and standard audio-visual equipment for speaker access; determined by location.
A Cleaning List will be provided to renters as a guideline as how the facility should be left at the conclusion of their event
Additional security fees may apply for after-hours events, as deemed necessary by the College, due to, but not limited to, anticipated number of attendees and age of anticipated attendees.
Requests for Event Changes
Renters must request in writing any changes in their events or conferences no later than three business days prior to the start of any event. Changes could include but are not limited to: number of attendees, facility setup, audio-visual requirements and additional security needs.
Changes requested after this deadline may not be able to be accommodated based on available space, staff and equipment.
Damages
The Renter assumes responsibility for loss or damage of equipment, furnishings/fixtures, buildings and grounds, and are responsible for any financial losses. Renter agrees to pay costs of repair or replacement for any and all damages to the college premises, buildings, equipment and outside grounds of whatever origin or nature which may occur during the term of this Usage Agreement or which is attributable to any intentional or negligent act or omission of the Renter, its officers, agents, employees, participants, guests, or invitees.
The Renter may forfeit the return of a deposit and/or be billed any costs that would exceed the deposit as a result to cover any additional costs related to replacements and/or repairs precipitated by any such occurrence during the rental period(s).
The Renter will also be responsible for paying any additional custodial costs if the facility is left in a manner not correlating with the facility checklist.
The Renter will hold the College harmless at all times from any claim(s) or damage(s) on account of injury to anyone using the facilities and grounds in connection with the function sponsored or operated by the Renter and/or resulting from their use an occupancy of said facilities and grounds or through any defect in said premises, including the sidewalks, adjoining the same and use of operation thereof.
Decorations
All decorations must have prior approval from the Community and Campus Event Coordinator. The renter is responsible for removal and disposal of all decorations, food products, trash and any other debris immediately after the event. Any decorations left onsite after the conclusion of your event, without given consent by the Community and Campus Event Coordinator, will be seen as abandoned property and is subject to be discarded.
- Fresh flowers or similar centerpieces are welcome.
- Open flames and pyrotechnics are strictly prohibited.
- Fog/smoke machines are prohibited without prior approval.
- Temporary structures or signs will require prior approval.
- Non-marking tape or reusable adhesives are the only permitted means for hanging decoration.
- Decorations may not be suspended from light fixtures, or curtains.
- Any object that may puncture walls, woodwork, tables, or chairs is prohibited, including staples, nails and tacks.
Kitchen
Renters are solely responsible for all catering charges.
Renters are solely responsible for obtaining food-service permits required to prepare food in the kitchen; documentation should be filed with the Community and Campus Event Coordinator 10 business days prior to the event. The kitchen and all equipment must be utilized in an appropriate manner and cleaned after each use, failure to do so could result in additional custodial charges.
All utensils and materials for serving refreshments, including but not limited to storage needs, must be furnished by the Renter.
A Cleaning List will be provided to renters as a guideline as how the facility should be left at the conclusion of their event.
Auditorium
Rehearsals, staging, or other related activities must be done during the scheduled rental period. Technical equipment in the theatre must be operated by College employees or approved technicians. The Community and Campus Event Coordinator serves as the lead technician at all events. The Renter agrees to accept responsibility for the cost of repairs due to any damages to the building, equipment therein, or outside grounds and compensate the College for any and all damages during the use of the facility.
Food or drinks is not allowed in the Fine Arts Auditorium. The Renter is responsible for the enforcement of the “no food or drink” policy.
Outdoor Campus Areas
Outdoor campus areas are open for use by college entities such as students, administrators, faculty, staff, and their invited guests without a reservation. However, if the college entity is hosting an event that requires any set up (tabling, booth, etc.) a reservation must be made by completing the Facilities Usage/Rental application.
All requests for use of outdoor campus areas by a non-college entity should be requested by completing the Facilities Usage/Rental application. There are no charges for use of outdoor areas, except in cases deemed necessary by the Campus and Community Events. Coordinator.
Free Speech and Expressive Activities
College or non-college entities wishing to engage in free speech and expressive activities must follow the UACCM policy on Free Speech and Expressive Activities, which includes contacting the Campus and Community Events Coordinator to determine if a reservation request is required.
Personal Property
Any personal property brought onto the College property is kept at the risk of the person bringing it thereon. The College shall not be liable for any damages to said personal property or the renter or anyone using the facilities and grounds in connections with the function sponsor or operated by the renter arising from the accident or neglect of any other person whatsoever.
Advertising/Marketing
When advertising for an event hosted on campus, UACCM should be referenced only as the location of the event. There should be no implied endorsement of the event unless the college has entered into a sponsorship agreement with the renter. In which case all sponsorships and drafts for publications must be submitted at least 30 business days prior to the event to the Director of Marketing and Public Relations for approval before publication. Use of the logo in any advertising should also be submitted for approval to the Director of Marketing and Public Relations.
Scheduling
Priority of available facilities will be given to college-related classes, courses, events and meetings. Thereafter facilities availabilities are assigned in order the submitted facilities request(s) are received.
Requests should be submitted electronically, via the Facility Request, at least 30 days prior to an event and are not to exceed 1 year prior to the event.
The College reserves all rights to substitute facilities for another space(s), should the need arise, with notification to the Renter no later than 5 business days to the event.
Rental deposit and signed facility usage agreement are required 10 business days prior to the event.
Rental fees may be waived for educational activities performed for the benefit of UACCM as deemed by the college.
Computer Usage/Access
The Renter may not move the computer(s), podium or adjust the projector settings in any room without prior approval from the appropriate UACCM official.
The Renter may not connect any computer to the College’s equipment other than through WiFi.
If the Renter requires PowerPoint or computer access other than through WiFi, a written computer access request must be made within one week of the usage date.
Security
Facility security and video surveillance is under the control the College and rental activities are open to inspection from College officials at all times. The College will have one security personnel on campus during regular hours of operation and can require additional security if deemed necessary by the College. A security fee may be extended for all events held outside of regular hours of operation and/or for additional security. The Renter agrees that the final decision regarding all matters related to security, public safety, public conduct, and decorum rests with the College.
The Renter must be at least 18 years of age to rent a facility; in the case of a youth-based organization an advisor over the age of 25 should sign the required Facility Usage Agreement.
If insurance is required, the Renter agrees to obtain insurance, the must provide a certificate of insurance issued by companies authorized to do business in the state of Arkansas and the College must be named as an additional insured on the policy. The policy must cover personal injury from all causes.
All required permits should be obtained by the Renter, with sole responsibility and filed with the Community and Campus Event Coordinator at least 10 business days prior to the event.
Parking, Regulations and Permits
All persons parking vehicles on the UACCM campus must register their vehicle, and must properly display their visitor parking permit when parking on campus. This permit must be displayed on the dash of the vehicle and visible for Campus Police to identify the visitor permit. Weekend and after-hours events may not require parking permits.
- Vehicles must be parked within the boundaries of a single marked parking space.
- No parking is permitted on the lawn, sidewalks, driveways, loading zones, or areas which are not marked for parking.
- Double parking and parking on the wrong side of the street are violations at all times.
- If a vehicle is improperly parked, attended or unattended, the driver is in violation.
- Without a proper permit, parking in a handicapped space or other marked, reserved parking space is a violation.
- Vehicles in violation of parking regulations are subject to being towed at the owner’s expense.
- All vehicles belonging to faculty, staff, and students parking on the UACCM campus must be registered with the Department of Public Safety.
- All vehicles must be operated in a safe manner at all times.
- The College assumes no responsibility for private vehicles or contents left in vehicles.
Service Animals
Service animals, as defined by the Americans with Disabilities Act, are allowed in rental facilities. Non-service or support animals/pets may be allowed only with prior must receive approval. Such allowance lies within the sole discretion of the College.
Other Renter Information
The College prohibits discrimination based upon race, color, religion, national origin, service in the uniformed services (as defined in state and federal law), veteran status, sex, gender identity, sexual orientation, age, pregnancy, physical or mental disability or genetic information. All renters must comply with the College’s nondiscrimination policy in regard to the use of all College facilities.
Youth and/or children must be supervised at all times by the Renter.
The Renter shall not permit any waste upon or to the facilities or engage in any activity that is unlawful or constitutes a nuisance or that disturbs the students, employees or invitees of UACCM.
Rental of UACCM Facilities is subject to UA Board and UACCM policies on the University facilities and should be compatible with the College’s mission of fulfilling its broad educational objectives and fostering economic development and community involvement.
Any renter or user of UACCM facilities will agree to comply with all rules related to use by signing the required Facility Usage Agreement. The Facility Usage Agreement will be signed by both parties as a contractual agreement, including the elements of the revised Facility Usage and Guidelines, and must be completed in advance of the event.
Non-compliance, misconduct or misuse could result in immediate termination of use, forfeiture of all fees and prelusion of use in the future. It is the renter’s responsibility to pay for and provide required licenses and insurance proof before the facility is leased. Any additional required payments, such as taxes from sales held, at the event are at the sole responsibility of the renter.
Any additional fees, as deemed by the College, will be billed to the renter within 30 business days of vacating the leased facility.
The College may revoke approval for use of College facilities in case of an emergency, when facilities are misused, or when any regulations are violated. The facility request/agreement will not be renewed when revoked for misuse. Perpetual events will not be permitted.
The Renter is responsible for all attendees and event staff compliance with this policy.
Cancellations and Fees
Cancellation of a rental agreement should be made at least 10 business days prior to the event.
Renters who cancel their event 10 or more business days prior to their event pay no cancellation fee.
Cancellation made after the no fee cutoff date are subject to the following cancellation fees:
- Renters who cancel their event 6-9 days prior to their event pay a 25% cancellation fee.
- Renters who cancel their event 3-5 business days to their event pay a 50% cancellation fee.
- Renters who cancel their event less than three business days prior to their event pay a 100% cancellation fee.
None of the cancellation fee/deposit may be applied to a future rental.
Any unpaid fees may preclude future facility rentals.
All facility reservations are automatically canceled when the college is closed due to inclement weather, emergency situations and any other unforeseen closures. Cancellations made by the college are eligible for raincheck or full refund of deposit.
Items Prohibited Include:
Smoking
In accordance with ACT 734- Clean Air on Campus Act of 2009, The UACCM Campus and related property is completely smoke-free. Smoking is prohibited on or in college real property and personal property, including buildings, grounds and parking lots. This policy includes all forms of tobacco including e-cigarettes.
Alcohol
Illegal Substances
As defined by the state of Arkansas
Weapons
The College, in compliance with state and federal law, -prohibits the unauthorized of weapons on campus. A weapon is defined as a firearm, knives with a blade of three and one-half inches or greater, sword, bomb or any substance or device designed or intended to inflict harm.
Terms
The Facility Usage and Rental Agreement, found on the next page, is a continuation of these guidelines. By signing this document, you certify that you have read, understand and agree to be bound by the guidelines detailed in the document.