Use of Mullins Library's Event Space Rooms

The Mullins Library Event Space main room is available to reserve by library personnel, all University of Arkansas- Fayetteville administrative and academic units, and registered student organizations (RSOs).

The Event Space’s smaller attached meeting room is available to reserve by library personnel and University of Arkansas-Fayetteville administrative and academic units only.

View Mullins Library’s Event Space Fee Schedule.

All Event Space questions, including tour requests, can be sent to libevent@uark.edu.

General Policies

• Event organizers and their participants are responsible for abiding by university regulations as well as Federal, State, and Local laws.
• All patrons are responsible for adhering to the Use of University Facilities and Outdoor Space policy (UAF Policy 708.0).
• Additionally, students are expected to abide by the University policies outlined in the Student Handbook.
• University Libraries events and meeting spaces are not intended for use by regularly scheduled academic classes.
• University Libraries reserve the right to include related promotional materials for the libraries in all events and meeting spaces.
• As pursuant of both University and Libraries policies, use of an open flame of any type is strictly prohibited at all times.
• University Libraries reserves the right to change, modify, add, or remove portions of these terms at any time without notice at our sole discretion, and, unless otherwise indicated, such changes will become effective immediately.
• Patrons may not block doors or deny University Libraries personnel access to event or meeting spaces under any circumstance.
• Event organizers are responsible for ensuring that their events are accessible to all participants.  If special accommodations are requested, event organizers are responsible for arranging all reasonable accommodation requests.
  • Event organizers may contact the Office of Accommodation and Accessibility Services by email at access@uark.edu or by phone at 479.575.6208 with any questions about whether an accommodation request is reasonable or general questions regarding accessibility requirements at events.
  • For further information on accommodation requests and accessibility services, including information on accessible event planning, please visit the Office of Accommodation and Accessibility Services website at https://accessibility.uark.edu/.
  • University Libraries should be notified by event organizers of all accommodation requests as soon as possible.

Reservations

• Reservations are first come, first served; however, library sponsored events will take precedence over external requests. Exceptions to this are at the discretion of University Libraries administration.
• Reservation requests must be submitted at least three weeks prior to the event using the desired room’s request form.
• University Libraries reserve the right to move or adjust reservations as required to optimize the best use of its facilities.
• Reservation requests are not approved until patrons have received an “Approved” confirmation email.
• RSO reservation requests must include the name of a faculty or staff sponsor who assumes all responsibility for space use
• Each reserving unit must provide one designated point of contact who will be responsible for communicating with library personnel and ensuring policy compliance.
  • If the main contact becomes unavailable, an alternate contact must be provided to University Libraries as soon as possible.
• Either the event organizer or a representative from the reserving unit must be present for the entirety of the event reservation, including set-up and clean up. University Libraries personnel are not responsible for accepting or overseeing event deliveries or vendor pick-ups post-event.
• If organizers are not using a preconfigured room arrangement option, University Libraries staff will consult with organizers to ensure all other proposed room arrangements are feasible within the space.
• Promotional materials intended for public display or wide distribution must be reviewed for approval, especially if hosted by or in collaboration with external entities. Materials will be reviewed and approved by the Director of Public Relations for the libraries.

Event Space Billing

• All Event Space reservations will fall into one of three billing categories: University Libraries, RSOs, and UA-Fayetteville Units/Departments. See Mullins Library’s current Event Space Fee Schedule.
• Daily room fees are calculated by when a reservation starts and ends. This includes time for setting up before the event and time for teardown/clean up after an event ends. Additional fees may apply if the event exceeds the time reserved.
  • Organizers are prohibited from setting up, including drop-off or delivery of items, before the approved reservation start time.
• Billing information must be provided when completing your request form. If information needs to be updated after a request has been approved, please email libevent@uark.edu.
• A 50% deposit is required one week before the event. Failure to pay the deposit will result in reservation cancellation.
• Payment of invoices for remaining charges will be sent after events have concluded and is due within 30 days of billed date.
• Failure to clean the room and return it to its original condition may result in an excessive cleaning fee.
• A pre-event and post-event walk-through with library staff may be required to document the room condition.
• Reserving parties agree to pay all applicable charges for use of facilities, equipment, and services.

Cancellation & Refunds

• Please notify Experiential Learning staff as soon as possible if there is a cancellation.
• All deposits are non-refundable except in cases of closure for weather or emergencies.

Room Amenities

• The Event Space’s main room rentals include the following amenities, as requested by patron: 60” L x 30” W tables, chairs, projection screen, microphones, podium, and catering prep area. Audiovisual needs will be discussed during the reservation process.
  • While our system allows UARK affiliates to log into the built-in computer, patrons may also connect their own laptop, if preferred.
  • A platform stage is available for setup in the Event Space main room at the request of the reserving party for an additional fee.
• The attached smaller meeting room amenities include table, chairs, and display monitor. Reserving units can use the display’s built-in computer features or they may connect their own laptop via HDMI or wireless connections.
• Both Event Space rooms have the capability to conduct hybrid virtual meetings.
  • Please note that holding a hybrid/virtual meeting requires the use of the built-in computer in order to utilize the cameras and audio equipment in the rooms.

Room Capacities

• The main room’s maximum capacity is dependent upon the furniture used. Below are the maximum occupancy numbers based on using the furniture provided by University Libraries.
  • Tables and Chairs: 80 people maximum
  • Chairs only: 140 people maximum
  • Open Floor (no tables or chairs): 160 people maximum
• If event organizers intend to use furniture from an outside vendor, maximum capacity limits may be different, and organizers will need to consult with library staff to determine the appropriate capacity limit before placing any vendor orders.
• The attached small meeting room has a seating capacity for 13 people.
  • The meeting room can be reserved in conjunction with the main room, for an additional fee, or by itself.
• Patrons must adhere to the stated capacity limits.

Parking

• Event organizers are responsible for informing their vendors and attendees about campus parking regulations as well as parking options available. All vehicles must comply with University parking policies.
• Any pre-made parking arrangements for vendors or attendees is the sole responsibility of event organizers. For questions related to guest and vendor parking, please visit http://parking.uark.edu or contact University Parking by email at parking@uark.edu or by phone at 479-575-7275.
• Vendor delivery logistics will be discussed with event organizers during the reservation confirmation process.

Food & Beverages

• The Event Space’s catering prep area is equipped with a sink and metal countertops. If both the main room and the meeting room are reserved concurrently by different parties, the catering prep area will be available for use by the reserving party of the main room only.
• All catering arrangements are the responsibility of the reserving party/unit. Logistics for catering set up and tear down can be discussed during the reservation process.
• Organizers are allowed to use their catering vendor of choice. Please note all vendors and caterers are required to carry insurance and may be required to provide their certificate of insurance prior to the event.
• If event organizers intend to serve alcohol at their event, they must abide by all rules and processes outlined in the Alcohol Policy for University Special Events (UAF Policy 700.5) for campus. This includes submitting a separate request to the Office of Engagement. University Libraries reserve the right to deny the serving of alcohol at its discretion.

Noise & Behavior

• University Libraries staff reserve the right to request that volume levels be reduced if disruptive to library operations or other events.
• Event organizers are responsible for the conduct of all attendees. Inappropriate behavior may result in event termination and/or future booking restrictions.

Cleaning

• Reserving parties are expected to clean up after themselves and to leave the spaces in the condition they arrived to. Failure to properly clean up may result in an excessive cleaning fee being assessed.
• All decorations are required to be removed by the reserving party during clean up, including balloons and floral arrangements.
• The event organizer, or designated representative, must be present during clean up and vendor pickups. This includes any vendor pick up occurring the next day following the event’s conclusion.

Prohibited Items

• Items not permitted in Mullins Library Event Spaces include but are not limited to:
  • Adhesive decorations
  • Confetti, glitter, paint, shaving cream, etc.
  • Nails, tacks, or anything that may damage the facility
  • Open flames or incense
  • Any signage or decorations that could damage walls, ceilings, or floors
• If you have questions on if an item or material is allowed, please contact  libevent@uark.edu.

Damage

• Patrons are liable for all damage to Mullins Library’s Event Space rooms and equipment.
• Neither the University of Arkansas nor University Libraries are liable for lost or damaged goods.
• No adhesive decorations or supplies are allowed.
• Anything that could damage the facility, including but not limited to painting, taping, gluing, confetti, nailing, and glitter are strictly prohibited.
• Failure to clean the room and return it to its original condition may result in an excessive cleaning fee.
• A pre-event and post-event walk-through with library staff may be required to document the room condition.
• In the event of equipment failure, safety concerns, or damages, please notify University Libraries staff immediately so action can be taken to resolve the situation.

Signage

• Information on events will be posted by University Libraries staff on the event day. No additional signs may be used without approval by University Libraries. No signage that could damage floors, walls, ceilings, or any part of the building is permitted.

Photography & Video

• While photography and/or filming inside the Event Space during an event is permitted by reserving units, filming or photography of other library spaces and other library patrons is strictly prohibited.
• University Libraries reserve the right to photograph or film events for informational or promotional purposes through social media or other outlets and uses.

Lost & Found

• Any items found in the Mullins Library event and public meeting spaces will be turned over to the User Services department to be held for one week. After one week, all unclaimed items will be transferred to the central Campus Lost and Found unit.

Inclement Weather & Emergencies

• In the event of a closure for inclement weather, campus incident, or other emergencies, all reservations in the Mullins Library Event Space will be cancelled automatically. Any payments made prior will be refunded.
• In the event of an early closure and delayed start due to inclement weather or other campus conditions, the Events Coordinator, in coordination with University Libraries administration and Director of Experiential Learning, will determine if events are to be cancelled or modified. If an event is cancelled, any payments made prior will be refunded.
• It is the responsibility of the event organizer to notify participants of event changes.

Feedback

• After an event, organizers may be asked to complete a short survey or provide direct feedback about the space and experience. Feedback helps University Libraries improve future services and offerings.

Acknowledgment of Policies

• All reserving parties will be required to acknowledge that they have read and agree to abide by these use policies in conjunction with all University and general library policies when submitting their reservation request.