November 27, 2014

UACCB Operating Procedure

710.1.1 Room Reservations Request Form

Event Information

Space required for Event (Please mark all that apply):

Organizational Information

Food Service Information

Please Note: UACCB is under contract with PepsiCo Inc. Any beverages served (including bottled water) during an event on UACCB campus must be a Pepsi product. Coffee and Tea are exceptions.
Please note: All meals and/or refreshments MUST be provided through a UACCB approved caterer. It is your responsibility to coordinate the meal(s) for your event. You must contact the UACCB Food Service Manager (870-612-2118) to coordinate these services. These services include but are not limited to all catered events, refreshments/snacks, and the need for coffee service or ice, even when provided by an outside source. Also note that not all approved caterers deliver to UACCB. If they do not deliver, you will be responsible for picking up the food/refreshments. A list of UACCB approved caterers is located in the links above. If the caterer you would like to use is not listed, their documentation must be review by the UACCB Food Service Manager and approved PRIOR to your event. Select the caterer you will use from this list:

Event Setup Requirements

UACCB has round banquet tables, rectangular tables and banquet chairs available for use. The contact person for the event should work with the Events Coordinator for Independence Hall regarding set up for the event. UACCB does not supply table linens, china, or flatware. Any use of incense, fog machines, pyrotechnics, and/or open-flamed candles must be listed below and must be approved in advance of the event. If approved, drip-less candles with sleeves or holders must be used. At no time will the fire alarm, smoke detectors, or any other safety system be disarmed or de-activated for the purpose of using this type of equipment. Additional items UACCB can provide are listed below.
Please include name and phone number of technician.

Liability Insurance Information

Liability insurance is required from third parties wishing to use College facilities for non-sponsored meetings, conferences, seminars, or other special events. This requirement can be satisfied by providing a certificate of insurance from the user’s insurance company with the University of Arkansas Community College at Batesville named as an additional insured. The liability coverage shall not be less than one million dollars ($1,000,000) for any one occurrence. The insurance policy shall insure the State of Arkansas, the Trustees of the University of Arkansas System, UACCB, and the officers, employees, volunteers, and agents of each of them as additionally insured. Proof of liability insurance must be submitted within 10 business days of the scheduled event.

Facilities Usage Agreement

I have read the UACCB Facilities Operating Policies and Procedures, and I agree to be bound by them. I, or the organization I represent, accept full financial responsibility for any damage to UACCB facilities caused by me, other sponsors of the event or representatives of the organization sponsoring the event, or those attending the event for which facilities are being reserved. The event sponsor assumes liability for accidents occurring on the UACCB campus. I understand that UACCB will not be held liable for accidents occurring on the UACCB Campus. UACCB will not be held liable for personal items which are lost or stolen while the College facilities are being utilized. I also understand and agree to enforce UACCB’s Tobacco Free Policy.

Completion of this form SHOULD NOT be considered confirmation of any request. The event sponsor will receive a formal confirmation within 3 business days after this form has been submitted and then reviewed by the Events Coordinator for UACCB, provided the requested event is in the current UACCB fiscal year. If you have any questions, feel free to use the Contact Events link above.