(MS Excel Format)
|
Arkansas State University Convocation Center Rental Rates |
|||
|
Meeting Room Rates |
|||
|
Individual Rooms / Single Session |
7:30 a.m. - 12:00 p.m. |
$100.00 |
|
|
12:00 p.m. - 6:00 p.m. |
$100.00 |
||
|
6:00 p.m. - 11:00 p.m. |
$150.00 |
||
|
Price includes one (1) podium, head table and table & chairs to accommodate requested set-up for event. If multiple day sessions require a major change in set-up, an additional fee of $50.00 will be assessed for each change. |
|||
|
Beauty / Style Show Rates |
|||
|
Rate includes Auditorium and Meeting Room "A". |
7:30 a.m. - 11:00 p.m. |
$450.00 |
|
|
A cleaning and equipment deposit of $200.00 will be required. Rental rates must be paid in advance of the show by cash, cashier's check or money order. |
|||
| Pageant Rates | |||
| Rate includes Auditorium, Meeting Rooms A, B & C; two (2) ushers and one (1) uniformed security officer. |
7:30 a.m. - 12:00 p.m. |
$550.00 |
|
|
12:00 p.m. - 6:00 p.m. |
$550.00 |
||
|
6:00 p.m. - 11:00 p.m. |
$650.00 |
||
|
A cleaning and equipment deposit of $200.00 will be required. Rental rates must be paid in advance of the show by cash, cashier's check or money order. |
|||
|
Prom Rates |
|||
|
Rate includes Meeting Rooms A, B & C. |
7:30 a.m. - 11:00 p.m. |
$375.00 |
|
|
A cleaning deposit of $100.00 will be required. |
|||
|
Auditorium Rates |
|||
|
Single Session |
7:30 a.m. - 12:00 p.m. |
$100.00 |
|
|
12:00 p.m. - 6:00 p.m. |
$100.00 |
||
|
6:00 p.m. - 11:00 p.m. |
$150.00 |
||
|
Auditorium Rate includes one (1) podium, two (2) 8' skirted tables, chairs and a maximum of two (2) microphones. |
|||
|
Arena Rates* |
|||
|
Entire Arena |
7:30 a.m. - 11:00 p.m. |
$2,500.00 |
|
|
1/2 Arena |
7:30 a.m. - 11:00 p.m. |
$1,350.00 |
|
|
Mezzanine (East or West) |
7:30 a.m. - 11:00 p.m. |
$750.00 |
|
|
Mezzanine (North or South) |
7:30 a.m. - 11:00 p.m. |
$600.00 |
|
| Individual Lobby (Red, Blue, Yellow or Green) |
7:30 a.m. - 11:00 p.m. |
$350.00 |
|
|
Move in / Move out (1/2 day) |
7:30 a.m. - 11:00 p.m. |
$1,250.00 |
|
|
*Rental rates for ticketed events will be Rental Rate vs. 12% gross ticket sales. |
|||
|
Set-up / Clean-up Rates |
|||
|
Arena Events |
$750.00 |
||
|
Basketball Floor Removal / Installation |
$1,500.00 |
||
|
Overtime Rental Rates (per hour charge) |
|||
|
Arena |
$150.00 |
||
|
Meeting Rooms |
$50.00 |
||
|
Auditorium |
$50.00 |
||
| Holiday Rental Rate | |||
| Events booked on days deemed holiday, either Federal, State or by the University, will be charged double regular rental rates. | |||
|
Event protection of 30-90 days on either side of an arena event will be provided based on the type of event held. Final approval for dates and rates to be charged will be at the discretion of the Convocation Center and negotiated at time of rental agreement. |
|||
|
|
|||
|
Amenities* |
|||
|
Courtesy Phones |
|||
|
Room rentals include the use of the courtesy telephones, located in the hallway off of the main lobby. If additional telephone lines are needed in the meeting rooms, it is the responsibility of the renter to contact Southwestern Bell Telephone and make arrangements for additional lines. All SBC charges, plus a $75.00 per telephone line charge will be the responsibility of the renter. |
|||
|
Equipment Rental Rates |
|||
|
Item Description |
Advance Rental Rate |
Day of Show Rental Rate |
|
|
A/V Cart |
$5.00 |
$6.00 |
|
|
A/V Operator (hourly, 4 hr. minimum) |
$10.00 |
/hr. |
$15.00/hr. |
|
Cassette / CD Player |
$30.00 |
$40.00 |
|
|
Chair |
$2.00 |
$3.00 |
|
|
Copies (per page) |
$0.20 |
$.20 |
|
|
Cue Comm |
$15.00 |
$20.00 |
|
|
Dance Floor |
$100.00 |
$125.00 |
|
|
Dance Floor Installation (Fowler Center) |
$50.00 | $75.00 | |
|
Drum Riser (6' x 8') |
$25.00 |
$30.00 |
|
|
Divider Wall (each section) |
$50.00 |
$60.00 |
|
|
Easel / Marker Board |
$20.00 |
$25.00 |
|
|
Electrician (hourly, 4 hr. minimum) |
$20.00 |
/hr. |
$25.00/hr. |
|
Electrical (per harness) |
$100.00 |
$125.00 |
|
|
Fax - received (per page) |
$1.00 |
$1.00 |
|
|
Fax - sent, local (per page) |
$1.00 |
$1.00 |
|
|
Fax - sent, long distance (per page) |
$2.00 |
$2.00 |
|
|
Flip Chart w/Accessories |
$20.00 |
$25.00 |
|
|
Forklift |
$125.00 |
$155.00 |
|
|
Forklift Operator (hourly, 4 hr. minimum) |
$20.00 |
/hr. |
$25.00/hr. |
|
Microphone, wireless lapel |
$15.00 |
$20.00 |
|
|
Microphone, wireless hand-held |
$15.00 |
$20.00 |
|
|
Mirrored Ball |
$25.00 |
$30.00 |
|
|
Patch Feed in Meeting Room |
$30.00 |
$30.00 |
|
|
Patch Feed in Arena |
$100.00 |
$125.00 |
|
|
Podium w/ PA System |
$25.00 |
$30.00 |
|
|
Pointer, Laser |
$20.00 |
$25.00 |
|
|
Projector, Overhead |
$15.00 |
$20.00 |
|
|
Projector, 80 slide capacity |
$15.00 |
$20.00 |
|
|
Projector, Multi-media |
$75.00 |
$100.00 |
|
|
Portable PA System |
$100.00 |
$125.00 |
|
|
RV Hook-up |
$15.00 |
$20.00 |
|
| Satellite Downlink (30 day notice needed) | $25.00 | $30.00 | |
| Set-up Change (major changes for multiple days or day of show) | $50.00 | $50.00 | |
|
Shore Power |
$25.00 |
$30.00 |
|
|
Spotlight, six (6) available |
$100.00 |
$125.00 |
|
|
Spotlight Operator (hourly, 4 hr. minimum) |
$12.00 |
/hr. |
$15.00/hr. |
|
Stage Pieces (each) |
$25.00 |
$30.00 |
|
|
Stanchion w/rope & two (2) poles |
$3.00 |
$4.00 |
|
|
Tables |
$5.00 |
$6.00 |
|
|
Table Cloth |
$5.00 |
$6.00 |
|
|
Table Skirt |
$10.00 |
$13.00 |
|
|
Telephone, Controlled Access |
$75.00 |
$100.00 |
|
| TV/VCR | $45.00 | $50.00 | |
|
Video Screen |
$15.00 |
$20.00 |
|
|
*Water service, notepads and assorted candies on skirted tables can be provided at a cost of $2.00 per person. |
|||
|
RULES FOR USAGE OF FACILITIES AND EQUIPMENT |
|
|
1 |
In the event that you are not able to operate within the contracted times and dates, additional fees will be assessed. |
|
2 |
Please refrain from attaching any items to interior or exterior walls. |
|
3 |
Please refrain from attaching any items to the ceiling or fire sprinkler heads. |
|
4 |
Please refrain from attaching any items to the windows, blinds or doors. |
|
5 |
Please refrain from painting on anything within the meeting rooms or arena. |
|
6 |
Food or drinks, not purchased through our approved food services provider is prohibited. |
|
7 |
ALCOHOLIC BEVERAGES OF ANY TYPE ARE STRICTLY PROHIBITED. |
|
8 |
All decorations MUST be free standing. |
|
9 |
All decorations, renter supplied equipment, displays and personal property must be removed immediately after the conclusion of the event. Failure to stay within the contracted rental times could result in overtime charges. |
|
PROPERTY RESTRICTIONS |
|
|
1 |
Keep all aisles, passages, doors, corridors, vestibules, trails, elevators and stairways free and clear of obstruction. |
|
2 |
Doors and all access to and from the facility must be kept free of obstruction at all times. |
|
3 |
The renter will not allow anything to be done that may interfere with the effectiveness or accessibility of any utility connections or services in or about the facilities, including electrical, water, sewage disposal, telecommunications, heating, ventilation or air-conditioning or any other related system. The renter will also prohibit any activity that would limit access to any sidewalk, passageway, doorway or other public use area. |
|
4 |
Make no alterations to any facility property |
|
5 |
Please refrain from using or allowing the use of any hazardous chemicals or materials, tissues or crepe paper, or other decorative material that could pose a potential fire hazard. |
|
6 |
Excluding those animals required to provide assistance to persons with specific limitations, no type of animal will be allowed in any of the carpeted areas of the facility. |
|
CATERING |
||||
|
1 |
A minimum firm guaranteed number of guests must be received three (3) days prior to the event. We will be prepared to accommodate 10% above the guaranteed number of guests, up to fifteen (15) plates. Unused food remains the property of Arkansas State University and may not be removed by the guests, and no refunds will be given. |
|||
|
2 |
All cancellation and / or changes pertaining to the menu, the guest count, or event arrangements must be confirmed two (2) business days prior to the event. Any event contracted on the Event Order Contract, that is not cancelled 48 hours prior to the event, will require full payment, excluding natural disasters. When placing a catering order, you must provide an estimated guest count. If a guarantee count is not confirmed two (2) business days prior to the event, service will be provided based on the estimate amount and billed accordingly. |
|||
|
3 |
Food service is available in the following categories: |
|||
|
|
Group Size: 1-100 |
Seated Banquet Service * |
||
| Group Size: 101-299 |
Seated Banquet Service or Buffet Style Service |
|||
|
|
Group Size: 300 + |
Buffet Style Service |
||
| *Buffet style service is available, but a minimum guarantee of 100 is required, regardless of the actual number of attendees. | ||||
|
4 |
Meals beginning after 7:00pm CST will incur an additional cost. |
|||
|
5 |
No alcoholic beverages of any type are permitted to be present, served or consumed on Convocation Center Property. |
|||
|
6 |
All food and drink served in the Convocation Center must be provided through the ASU Catering Department. |
|||
|
7 |
Flower arrangement on head tables and banquet tables will be provided. Other decorations may be available at an additional cost. Table items furnished by guests (i.e. Place cards, programs, decorations, ect.) may be placed on banquet tables by the customer provided that prior arrangements have been made to do so. |
|||
|
8 |
As a standard, we provide table cloths and table skirting for all food tables. Linens for guest tables are included only with full service meals of breakfast, lunch, dinner and theme buffets. If you would like linens to be placed on guest tables for receptions, breaks and box lunches, there will be an additional fee of $5.00 for each table cloth and $15.00 for each table skirt. The same rates apply for registration tables, nametag tables and any additional tables not directly used for food presentation. |
|||
|
9 |
If more than on e break table is required there will be a charge of $25.00 assessed for each additional break area. |
|||
|
*All above services and amenities and rental rates will be billed at a 7.125% tax rate. Tax-Exempt organizations will have to provide a copy of their exemption certificate. |
||||
|
**Event protection of 30-90 days on either side of the event date, based on the type of event. Final rates will be negotiated at the time of rental. |
||||
