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FACILITY RESERVATION REQUEST (Cossatot Community College of the University of Arkansas)

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FACILITY RESERVATION REQUEST
Facility Reservations Office
1558 Highway 371 West
Nashville, AR 71852
Ph: 870-584-1321/Fax: 870-845-3509
reservations@cccua.edu
FORM 718-1-1
EVENT DATE & TIME:** Start Date: _____________ End Date: _____________
Start Time: _____________ End Time: _____________
**Include time before and after the event for setup and clean up. College personnel must be present at all times the facility is open.
Is this a recurring event? £ Yes £ No If yes: £ Daily £ Weekly £ Monthly Until _________________
EVENT TITLE or DESCRIPTION: __________________________________________________________________
Expected number of attendees: ____________ Are you charging admission? £ Yes £ No
Are you conducting any of the following? £ Sales £ Training
RENTER INFORMATION
Name: _______________________________________ Business/Organization: ________________________________
Mailing Address: ___________________________________________________________________________________
Billing Address: ____________________________________________________________________________________
Phone: ______________________________________ Fax: ________________________________________________
Email: _____________________________________
REQUESTED FACILITIES:
General Use Rooms: £ Ashdown £ De Queen £ Dierks £ Murfreesboro £ Nashville
Little River County: £ Civic Center (# Sections: £ 1 £ 2 £ 3; Kitchen: £ Yes £ No)
Sevier County: £ Amphitheater £ Amphitheater Green Room £ Concession Center
£ Bank of Lockesburg Gymnasium £ Lockesburg Conference Room
£ Weyerhaeuser Room
Equipment Requested: £ Wi-Fi £ PA System £ TV £ DVD Player £ Round Tables £ Rectangular Tables
Note: Equipment listed above is not available for outdoor venues.
PLEASE NOTE:
• Reservations are confirmed upon receipt of completed request form, $100 refundable deposit, and applicable rental. A signed
rental agreement is also used to confirm reservations for special use facilities. The deposit will be returned upon satisfactory
inspection of the facility by College personnel. Requests should be made no less than 30 days prior to the event.
• In accordance with state law, UA Cossatot maintains a policy that spaces on its campuses shall be free of tobacco use, including
electronic cigarettes and vaping devices. UA Cossatot also does not allow alcohol or other drug use on its campuses or grounds.
Therefore, renters shall ensure all attendees abide by these policies.
• Renters hosting an event that may have more than 500 persons in attendance must provide one certified security person for each
100 persons in attendance.
• The College reserves the right to accept or determine non-profit status or decline any reservation request.
___________________________________ ____________________
SIGNATURER OF REQUESTER DATE
FOR INTERNAL USE ONLY
Date Received: ____________ Facility Assigned: ____________________________________________________
Reservation Classification: ☐ For-profit ☐ Private Party ☐ Non-profit ☐ Partner of the College ☐ Employee
Rental Fee: $____________ N/A Facility Monitor Required? £ Yes £ No Date Deposit Received: __________________
_____________________________________________ _____________ Date Rental Fee Received: __________________
Facility Reservation Official Date
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UA-COSSATOT
FACILITY RENTAL
FEES
Normal Business Hours:
*Partners of the College
**Employees
Non-profit Organization
Non-profit w/ admission fee or
Fundraiser
For-profit Group/Business &
Private Parties
After Hours:
*Partners of the College
**Employees
Non-profit Organization
Non-profit w/ admission fee or
Fundraiser
For-profit Group/Business &
Private Parties
Sevier County:
General Use Room
No
Charge
No
Charge
No
Charge
$15/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Weyerhauser Room
No
Charge
No
Charge
No
Charge
$15/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Cossatot Amphitheater
No
Charge
No
Charge
No
Charge
$15/hr $100/hr
$25/hr
No
Charge
$25/hr $35/hr $200/hr
Amphitheater Green Room
No
Charge
No
Charge
No
Charge
$15/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Concession Center
No
Charge
No
Charge
No
Charge
$15/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Bank of Lockesburg Gymnasium
No
Charge
No
Charge
$25/hr $35/hr $50/hr
$25/hr
No
Charge
$35/hr $50/hr $100/hr
Lockesburg Conference Room
No
Charge
No
Charge
$15/hr $20/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Howard County:
Nashville Campus
No
Charge
No
Charge
No
Charge
$15/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Dierks
No
Charge
No
Charge
$15/hr $20/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Pike County:
Murfreesboro
No
Charge
No
Charge
$15/hr $20/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Little River County:
General Use Room
No
Charge
No
Charge
No
Charge
$15/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Barbara Horn Civic Center
(1st section)
No
Charge
No
Charge
No
Charge
$15/hr $25/hr
$25/hr
No
Charge
$25/hr $35/hr $50/hr
Barbara Horn Civic Center
(each additional section)
No
Charge
No
Charge
No
Charge
$5/hr $5/hr
No
Charge
No
Charge
$5/hr $5/hr $5/hr
Barbara Horn Civic Center
Kitchen
No
Charge
$50 $50 $50 $50
No
Charge
$50 $50 $50 $50
%--UA Cossatot reserves the right to accept or determine non-profit status.
PLEASE NOTE: $100 refundable deposit applies to all reservations, except for Partners of the College. The deposit is
refunded upon satisfactory inspection of the facility by College personnel.
*Partners of the College are defined as industry and public service groups that have demonstrated a long-term
commitment of resources to the college.
**Employees are not charged a rental fee for private parties provided they agree to serve as the facility monitor.
Employees are subject to the $100 deposit fee and the $50 Civic Center Kitchen fee.
FACILITY RESERVATION PROCEDURES
GENERAL INFORMATION
1. UA Cossatot encourages the use of its facilities by students, faculty, staff, alumni, and guests
whose purpose is to promote the educational process or contribute to the social, cultural, or
recreational life of the community. Priority is given to College-related classes, events, and
meetings. Reservation requests may be made by contacting the UA Cossatot Facility
Reservations Office:
UA Cossatot
ATTN: Facility Reservations
1558 Highway 371 West
Nashville, Arkansas 71852
Telephone: (870) 584-1321
Toll-free Telephone: (800) 844-4471
The College offers its facilities for reservation during the following days and times:
Normal business hours:
Monday-Thursday 8:30 a.m. to 8:00 p.m.
Friday 8:30 a.m. to 3:30 p.m.
**Normal business hours apply only when classes are in session during a regular fall,
spring, or summer semester, as defined by the College’s academic calendar.
After hours:
Monday-Thursday—8:00 p.m. to midnight
Friday—after 3:30 p.m. to midnight
Saturday—8:30 a.m. to midnight
College facilities will not be rented on holidays for which the College closes. If a qualified
entity desires to use College facilities on Saturdays, they may do so by prior arrangement and
providing they agree to pay the applicable deposit and rental fees.
2. Any request to use College facilities between midnight and 8:30 a.m. must be approved by
the Vice Chancellor of Facilities.
3. Requests should be made no less than 30 days prior to the event. Facility assignments will be
made based on availability at the time of request and granted on a “first-come, first-served
basis” upon receipt of a completed request form. A signed rental agreement and all
applicable rental fees, including the refundable $100 deposit, are due no later than 20 days
prior to the event in order to confirm the reservation. Failure to do so will result in the
cancellation of the event, and the facility will be made available for other events. The
deposit refund will be processed upon satisfactory inspection of the facility by College
personnel and provided the renter abides by all applicable portions of this procedure.
4. The rental fee and deposit will be refunded if the reservation is cancelled at least 10 days
prior to the event or in the case of unforeseen facility closure. No refund of rental fee or
deposit will be issued for cancellations within 10 days of the event, nor will rainchecks will
be issued for lack of attendance or inclement weather. Rental fees are calculated based on
the time renters arrive to setup for the event through the time the renters vacate the facility.
If the facility is not vacated by the time listed on the rental agreement, the renter will be
charged the applicable per hour fee for every portion of a half hour they remain on site.
5. It is the responsibility of the renter to remove all decorations, trash, food, or other remaining
material from all areas upon the conclusion of the event. All debris must be disposed of
according to the directions of the facility monitor.
6. The use of glue, permanent adhesive, nails, wood, staples, and tacks on any windows,
ceiling, podiums, lights, walls, flooring, or door frames is not permitted. Only masking tape,
scotch tape, and reusable adhesive (i.e., sticky tack), that will not stain or cause damage to
surfaces is permitted for hanging decorations. These must be removed immediately after the
event. The College is not responsible for any items left in the facility.
7. Partners of the College are defined as industry and public service groups that have
demonstrated a long-term commitment of resources to the College and are not subject to the
$100 deposit fee.
8. Employees are not subject to applicable rental fees when reserving a facility for personal,
non-profit/private party use provided they agree to serve as the facility monitor after normal
college hours. The standard fee structure applies to all other rentals. Employee rentals are
subject to the $100 deposit fee as well as the $50 civic center kitchen use fee.
9. Additionally, rentals requiring the services of the maintenance department (i.e. special room
arrangements or use of furniture/equipment not housed within the rented area) are subject to
a $25 per hour fee. Any request to personally move furniture or equipment not housed
within the rented area must be approved by the Vice Chancellor of Facilities.
10. All requests for an organization to host training on campus will be sent to the Director of
Public Services and Workforce Development for processing.
11. “UA Cossatot” is to be referenced as the location of an event when advertising to the public
and not as an endorsement of the event unless the College has entered into a sponsorship
agreement with the event host.
12. Facility reservations are automatically canceled when the college closes due to inclement
weather conditions or emergency situations.
13. No space owned or controlled by UA Cossatot may be used without the presence of a UA
Cossatot staff member(s) acting as a facility monitor.
GENERAL DISCLAIMER OF USE
UA Cossatot facilities are not to be used to facilitate or promote political activities in support of a
specific political action, person, or issue; promote a particular religion or philosophy of life; or
promote the degradation of any group of persons. However, elected officials are welcome to use
College facilities for the purpose of fulfilling their public duties, including public meetings. UA
Cossatot facilities are considered state buildings and fall under the purview of state statutes governing
their use and treatment.
UA Cossatot does not practice or in any way support the practice of discrimination against a person
or group of persons based on race, religion, gender, sexual orientation, age, or disability and does not
allow its facilities to be used to support such discrimination.
In accordance with state law, UA Cossatot maintains a policy stating that all spaces on its campuses
shall be free of tobacco use, including smokeless tobacco, chewing tobacco, electronic cigarettes, and
vaping devices. Additionally, UA Cossatot does not allow alcohol or other drug use on its campuses
or grounds. Therefore the renters shall be informed of this procedure and shall ensure all attendees
abide by these policies.
The College reserves the right to accept or determine non-profit status or decline any reservation
request. This procedure does not apply to College-sponsored activities.
PRIORITY USE OF FACILITIES
First Priority: Use of the facility by students and college staff serving students.
Second Priority: Non-profit organizations in the service area of the college that are organized to
enhance the quality of life for the communities of southwest Arkansas.
Third Priority: For-profit organizations that need a space for training their employees, for
serving the public, or for offering a product or service to the public.
GENERAL USE ROOMS
General use rooms are designed for a traditional class setting, group meeting, or small gathering.
General use rooms are located at the main campuses in Howard, Little River, and Sevier counties.
General use rooms are also located at Dierks, Lockesburg, and Murfreesboro; these facilities have
higher rates during normal business hours because UA Cossatot does not maintain a daily
administrative presence at these locations. Rental fees are calculated based on the time renters
arrive to setup for the event through the time renters vacate the facility.
Howard, Little River, and Sevier County Campuses:
Normal business hours:
Non-profit or Partners of the College No Charge
Non-profit with admission fee/Fundraiser $15 per hour
For-profit or Private Parties $25 per hour
Dierks, Lockesburg, and Murfreesboro:
Normal business hours:
Partners of the College No Charge
Non-profit $15 per hour
Non-profit with admission fee/Fundraiser $20 per hour
For-profit or Private Parties $25 per hour
After hours (all General Use rooms):
Non-profit or Partners of the College $25 per hour
Non-profit with admission fee/Fundraiser $35 per hour
For-profit or Private Parties $50 per hour
Employee Use:
Employees are not charged a rental fee for private parties provided they agree to serve as the
facility monitor. Employees are subject to the $100 deposit fee.
SPECIFIC COLLEGE FACILITIES DESIGNED FOR PUBLIC USE
UA Cossatot has developed four facilities to provide unique spaces for public use and to serve the
needs of the college for large group convocations. These facilities are: The Barbara Horn Civic
Center inside the campus in Ashdown, Arkansas, the Bank of Lockesburg Gymnasium in Lockesburg,
Arkansas, and both the UA Cossatot Amphitheater and UA Cossatot Concession Center located on
the campus grounds in De Queen, Arkansas. All are owned by UA Cossatot and maintained at the
expense of the College. No funds are provided by state or local governments to operate these
facilities. Therefore, the following procedures must be followed to maintain order, preserve the
facilities for future use, and serve those activities that are designed to enhance the quality of life in
southwest Arkansas.
Contract for use of the facility by a non-college group or organization:
1. A written agreement shall be signed by the organization and the college specifying a
contractual arrangement and the conditions thereof. The contractual agreement will include
the elements of this procedure and any other conditions deemed appropriate for a particular
use of the facility.
2. Organizations or individuals hosting an event that may have more than 500 persons in
attendance must provide “certified security personnel” at the event at its expense. Certified
Security must be trained in crowd control, emergency first aid, and event security. There
must be one “certified” security person for each 100 persons in attendance, and certified
security must wear a distinctive uniform. Parking attendants may also be used, in addition to
security personnel, to assist in traffic control provided the parking attendants wear clearly
marked patches, arm bands, or uniforms.
3. The college will provide clearly marked signs indicating that the College is not responsible
for harm or damage to any person or equipment used by the organizations while using the
facility.
4. It is the responsibility of the organization to inspect the facility for appropriateness of use,
and pre-existing damage with the Vice Chancellor of Facilities or their designee and note, in
writing, any damage for which the organization cannot be held responsible.
BARBARA HORN CIVIC CENTER:
The Barbara Horn Civic Center consists of three (3) rooms, which can be rented individually or
in any combination. Each room has a capacity of 100 people. Total capacity is not to exceed
350. The Civic Center also has a commercial kitchen available to use in conjunction with events
for an additional $50 fee, which covers the cost of required, specialized cleaning after the event.
Partners of the College are not subject to the kitchen use fee. Rental fees are calculated based
on the time renters arrive to setup for the event through the time renters vacate the facility.
Normal business hours:
Non-profit or Partners of the College No Charge
Non-profit with admission fee/Fundraiser $15 per hour for the 1
st
section
$5 per hour per each additional section
For-profit or Private Parties $25 per hour for the 1
st
section
$5 per hour per each additional section
Kitchen $50
After hours:
Partners of the College $25 per hour
Non-profit $25 per hour
$5 per hour for each additional section
Non-profit with admission fee/Fundraiser $35 per hour for the 1
st
section
$5 per hour for each additional section
For-profit or Private Parties $50 per hour for the 1
st
section
$5 per hour for each additional section
Kitchen $50
Employee Use:
Employees are not charged a rental fee for private parties provided they agree to serve as the
facility monitor. Employees are subject to the $100 deposit fee and the $50 kitchen use fee.
BANK OF LOCKESBURG GYMNASIUM:
This historic gym in Lockesburg, AR, constructed in 1953, has a basketball court, stage, green
room at stage-right, and classroom at stage-left. Maximum capacity of the gymnasium is 1,000
guests, with a maximum of 700 guests in the bleachers and 300 on the court. Private restrooms
are available under the bleachers and in the green room at stage-right.
The gym has a separate, rentable conference space downstairs at the rear of the building. The
conference room includes a refrigerator and sink, as well as counter space on which to stage pre-
prepared food. Use of the conference room is included with the rental of the gym space. There
are no restroom facilities in the conference room. Maximum capacity of the conference room is
60 guests. Rental fees are calculated based on the time renters arrive to setup for the event
through the time renters vacate the facility. The gymnasium has been designated as a historic
building by the U.S. Department of the Interior. In order to preserve the historic look and
integrity of the gymnasium, placement of signs, banners, artwork, advertisements, etc… on any
wall by renters or patrons is strictly prohibited.
Normal business hours:
Gymnasium:
Partners of the College No Charge
Non-profit $25 per hour
Non-profit with admission fee/Fundraiser $35 per hour
For profit or Private Parties $50 per hour
Conference Room only:
Partners of the College No Charge
Non-profit $15 per hour
Non-profit with admission fee/Fundraiser $20 per hour
For profit or Private Parties $25 per hour
After hours:
Gymnasium Space:
Partners of the College $25 per hour
Non-profit $35 per hour
Non-profit with admission fee/Fundraiser $50 per hour
For profit or Private Parties $100 per hour
Conference Room only:
Non-profit or Partners of the College $25 per hour
Non-profit with admission fee/Fundraiser $35 per hour
For profit or Private Parties $50 per hour
Employee Use:
Employees are not charged a rental fee for private parties provided they agree to serve as the
facility monitor. Employees are subject to the $100 deposit fee.
COSSATOT AMPHITHEATER:
The UA Cossatot Amphitheater has a 2,730 square foot stage and lawn seating for 3,000 guests.
Climate-controlled, backstage amenities include a 520 square foot green room with a kitchen and
two dressing rooms with restrooms and shower. Access to two large, climate-controlled guest
restrooms and an outdoor, handicapped viewing area, located at the top of the seating bowl
opposite the stage, is also included with amphitheater rentals. This venue will be coordinated
with the College and the City of De Queen Sportsplex Director. Rental fees are calculated based
on the time renters arrive to setup for the event through the time renters vacate the facility.
Normal business hours:
Non-profit or Partners of the College No Charge
Non-profit with admission fee/Fundraiser $15 per hour
For-profit or Private Parties $100 per hour
After hours:
Non-profit or Partners of the College $25 per hour
Non-profit with admission fee/Fundraiser $35 per hour
For-profit or Private Parties $200 per hour
Employee Use:
Employees are not charged a rental fee for private parties provided they agree to serve as the
facility monitor. Employees are subject to the $100 deposit fee.
CONCESSION CENTER:
The Concession Center, located at the top of the seating bowl opposite the stage, has a 702
square foot, full-service, climate-controlled kitchen featuring four serving windows. Access to
the covered patio adjoining the serving windows and two large, climate-controlled guest
restrooms is also provided with Concession Center rentals. This venue will be coordinated with
the College and the City of De Queen Sportsplex Director. Rental fees are calculated based on
the time renters arrive to setup for the event through the time renters vacate the facility.
Normal business hours:
Non-profit or Partners of the College No Charge
Non-profit with admission fee/Fundraiser $15 per hour
For-profit or Private Parties $25 per hour
After hours:
Non-profit or Partners of the College $25 per hour
Non-profit with admission fee/Fundraiser $35 per hour
For-profit or Private Parties $50 per hour
Employee Use:
Employees are not charged a rental fee for private parties provided they agree to serve as the
facility monitor. Employees are subject to the $100 deposit fee.
AMPHITHEATER GREEN ROOM:
This venue will be coordinated with the College and the City of De Queen Sportsplex Director.
Rental fees are calculated based on the time renters arrive to setup for the event through the time
renters vacate the facility.
Normal business hours:
Not-for-Profit or Partners of the College No Charge
Non-profit with admission fee/Fundraiser $15 per hour
For Profit or Private Parties $25 per hour
After hours:
Non-Profit or Partners of the College $25 per hour
Non-profit with admission fee/Fundraiser $35 per hour
For Profit or Private Parties $50 per hour
Employee Use:
Employees are not charged a rental fee for private parties provided they agree to serve as the
facility monitor. Employees are subject to the $100 deposit fee.
The primary use of the Amphitheater Green Room is designated for college programs and
community programs. When an outside group uses the facilities the following procedure shall be
in force:
1. It is the responsibility of the organization using the Green Room to practice safe uses
of the appliances and equipment. Children under the age of 15 shall be allowed in the
Green Room with adult supervision only.
2. Safety instructions will be posted on all equipment. They must be followed.
3. There is to be no “horse play” in the Green Room.
Procedure Updated:
08-27-2018
10-09-2017
02-01-2017
09-27-2013
01-11-2011
09-01-2001
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FACILITY RESERVATION REQUEST (Cossatot Community College of the University of Arkansas)

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Completed 25 July 2020

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