Meeting & Event Facilities

Phone: 870.972.2056 / Fax: 870.972.3133

 Reservation Office Hours of Operation:
MONDAY – FRIDAY
8:00am – 5:00pm

 

 The Student Union and Pavilion offer programming space, meeting rooms, banquet facilities and conference capabilities. Scheduling for space may be conducted either by phone or in person, in advance of the event. Cancellation for a meeting room requires a 24 hour advance notice; cancellation of  Centennial Hall requires a two week advance notice. Registered student organization use of the Student Union Auditorium and/or Centennial Hall will be limited to no more than two times per semester. Appropriate fees for reserved space will be applied if the RSO is charging admission or fees for their event. The office of the Student Union reserves the right to review and change its policies as necessary.

 

Meeting and Event Spaces Currently Available for Reservation in the Student Union

 

LEVEL TWO

 

Board Room – Meeting room with fixed set-up of conference table and 12 chairs.

 

LEVEL THREE

 

Mockingbird Rooms (East and West) – Two meeting rooms that may be used separately or together.

 

East Room – Has electronic smartboard.

                         Lecture style set-up for 50.

                         Banquet/Meal set-up for 30.

                         Class Room set-up (tables and chairs) 40.

                      

West Room - Lecture style set-up for 50.

                         Banquet/Meal set-up for 30.

                         Class Room set-up (tables and chairs) 40.

 

East and West Combined – Lecture style set-up for 100.

                                                    Banquet/Meal set-up for 60.

                                                    Meeting Room set-up (tables and chairs) 80.

 

Pine Tree Room – Meeting and event space.

                                   Lecture set-up for 30.

                                   Banquet/Meal set-up for 16.

                                   Meeting Room (tables and chairs) for 14.

 

1909 Suite – Meeting and catering event space with fixed set-up of conference table with 16 chairs.

 

Heritage Plaza Lounge – Space open to reserve, for receptions only. Capacity of 250 (standing room only), with over flow into the Diamond Lounge, capacity of 60.

 

Auditorium – Fixed seating for approximately 318 plus disability spaces and standing room. State of the art audio-visual system featuring 20 foot screen and cinema surround sound.

 

Centennial Hall - Meeting and event space.

                                 Lecture set-up for 1000.

                                 Banquet/Meal set-up for 640.

                                 Class Room set-up for 600.

 

Alumni Lounge - Space open to reserve for receptions only. Capacity of 250 (standing room only), with over flow into the choctaw meeting room.

 

Osage Room -     Meeting and event space.

                                Lecture set-up for 60.

                                Banquet/meal set-up for 30.

                                Class Room set-up for 20.

 

Choctaw Room - Meeting and event space.

                                 Lecture set-up for 60.

                                 Banquet/meal set-up for 30.

                                 Class Room set-up for 20.

 

Chickasaw Room - Meeting and event space.

                                  Lecture set-up for 100.

                                  Banquet/meal set-up for 80.

                                  Class Room set-up for 60.                             

 

The Student Union has the following equipment available for events and meetings within the Student Union:

• Dry Erase Boards

• Flip Charts

• Microphones (Cordless and Wired)

• Portable Sound System

• Televisions

• VCR/DVD Players

• Podiums and Lecterns

• Overhead Projectors and Screens

• Digital Projector Unit with Large Screen

• Easels

 

EVENT GENERAL GUIDELINES

 

Dear Valued Customer and Guest:

 

Welcome to the Student Union at Arkansas State University, the premier conference site in Jonesboro, Arkansas.

 

We, at the student Union understand your needs. We have devised this event planning guide to help you produce your most successful event. Answers to many of your questions concerning your event and this facility are contained in the following pages. It will help to alleviate the guesswork on your part, and more importantly, eliminate surprises.

 

The Student Union is a facility owned by Arkansas State University. Our management philosophy is based on “SERVICE”. From your initial contact with our office to post-event reviews, our goal is to provide you with the highest level of service and personal attention. The resources of our event services department will be available to you throughout your event planning and implementation stages. Furthermore, our commitment to service will be extended to your exhibitors and attendees, ultimately reflecting in the success of your event.

 

Our experienced staff will lend additional information and guidance throughout the planning stages of the event. We encourage you to communicate with our staff directly, as often as necessary. Keeping these doors of communication open will help ensure the success of your event.

 

We are very pleased that you have selected the Student Union to host your event, and we look forward to serving you each step along the way to its successful conclusion.

 

Sincerely,

 

Shane Copeland

Assistant Director

Student Union

 

STUDENT UNION MISSION STATEMENT

 

We provide a facility that offers a variety of programs, activities, and services to foster a sense of community life, which enhances a diverse learning experience.

 

Our mission statement extends the ideas and mission statements of the University and the Division of Student Affairs listed below:

 

UNIVERSITY MISSION STATEMENT

 

We pursue and share knowledge within a caring community that prepares students in diverse and challenging ways to become more productive global citizens.

 

STUDENT AFFAIRS DIVISION MISSION STATEMENT

 

We assist students in eliminating obstacles that interrupt their educational progress and broaden students’ opportunities for personal, social, cultural, and intellectual development within the campus environment.

 

EVENT MANAGEMENT AND COORDINATION

 

Following the execution of the agreement of the event, the Event Coordinator will work with you on the event planning and implementation. The Event Coordinator will be in contact and remain as the primary ASU and Student Union liaison through the conclusion of the event.

 

The major function of the Event Coordinator is to gather all event information and disseminate that information to the areas that will be involved in your event. This includes event staff, housekeeping, electrical, telecommunications, catering, and other services as needed.

 

It is important to remember that the facility is a diverse, multipurpose facility. We may have simultaneous events in the building. The Event Coordinator will rely on the information given to coordinate public areas for multiple events. By receiving this information in advance, the Event Coordinator will ensure the smooth operation of your event. Your reservation remains tentative until you provide our office with all required information, contract, and deposit if noted. As soon as you do, we will send written confirmation. All reservations are subject to the Student Union operating and rental policies as described in this guide.

 

Reservations are subject to space, room, and equipment availability. The Student Union reserves the right to reassign rooms to serve the greatest number of programs and services. The Event Coordinator will provide notification of changes to reservations promptly via email, phone or fax.  

 

RESERVATION RATES

 

There are three categories of rates. These categories are not based on event type, but rather on event sponsor. The three categories and their definitions are as follows:

 

UNIVERSITY DEPARTMENTS

 

A program qualifies as a university department event when an ASU-Jonesboro department or the University Foundation reserves the space, the department is actively involved in the planning of the event, and the program is charged to a university account. Facility charges will be in effect whenever participant fees are assessed.

 

REGISTERED STUDENT ORGANIZATIONS

 

The Student Union is pleased to offer its facilities and event planning services to all ASU-Jonesboro registered student organizations. A student group can become recognized as a registered student organization once it has completed all the necessary requirements by the Leadership Center. A program qualifies as a student organization event when a member of that organization reserves the space and the group is actively involved in the planning of the event. The Student Union facilities are available to all university registered student organizations at no charge when those events are free to the university and community. Facility charges will be in effect whenever participant fees are assessed.

  

NON-UNIVERSITY SPONSORED EVENTS

 

Programs, conferences, or other events that are utilizing the Student Union facilities, not hosted by other university departments or student organizations, are considered non-university sponsored events.

 

Rates include required set-ups, university supervision, and normal cleaning. Depending on your needs and the nature of your event, there may be additional charges, including fees for special equipment, security, set-up labor, operating beyond normal building hours, and other than normal clean up to restore facilities to pre-event condition.

 

All rental fees must be paid in advance. A deposit of 50% may be required in some cases.

 

Student Union

 Price Guide 2006

 

Price includes audio/visual equipment and staff, but is subject to availability.

 

Sponsored events of outside organizations by ASU departments will be charged the general public fee unless they are for faculty staff in-service or for students.

 

 

Designated Space	ASU Registered Organizations (RSO) & ASU Departments	Charging Admission or Conference Fee   ASU RSO’s or Departments 75% of General Public Price	General Public	25% Fee w/meals	Occupancy
Auditorium #3007	FREE	$525.00 $100 RSO only (4 hrs)	$700.00	$175.00	318 + 14 red chairs
Heritage Plaza Lounge	FREE	$37.50	$50.00	$12.50	250 (standing only)
Centennial Hall	FREE	$525.00	$1100.00	$275.00 ($700.00 Minimum Food Purchase)	600-1000
Cen. A #3023	FREE	$300.00	$400.00	$100.00	200-400
Cen. S #3024	FREE	$300.00	$400.00	$100.00	200-400
Cen. U #3025	FREE	$300.00	$400.00	$100.00	200-400
Alumni Lounge	FREE	$93.75	$125.00	$31.25	200
Board Room #2027	FREE	NA	NA	NA	12
1909 Suite #3020	FREE	$75.00	$100.00	$25.00	16
Mockingbird East/West	FREE	$225.00	$300.00	$75.00	50-100
Mockingbird E. #3015	FREE	$112.50	$150.00	$37.50	30-60
Mockingbird W. #3014	FREE	$112.50	$150.00	$37.50	30-60
Pine Tree #3013	FREE	$75.00	$100.00	$25.00	20-60
Osage	FREE	$75.00	$100.00	$25.00	20-60
Choctaw	FREE	$75.00	$100.00	$25.00	14-30
Chickasaw	FREE	$225.00	$300.00	$75.00	50-100
Chickasaw A	FREE	$75.00	$100.00	$25.00	14-30
Chickasaw S	FREE	$75.00	$100.00	$25.00	14-30
Chickasaw U	FREE	$75.00	$100.00	$25.00	14-30
Pavilion	FREE	$375.00 $100.00 (RSO’s) $150.00(Faculty/Staff)	$500.00	$125.00	100-300

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NOTE:  All groups are subject to an administrative fee of $50 per hour if an event ends after closing hours.

 

SODEXHO DINING & CATERING SERVICES

 

ASU and the Student Union maintain an exclusive food and beverage contract with Sodexho Dining Services. Sodexho Dining is prepared to offer the finest quality products and services for all functions. Gourmet coffee breaks, receptions, black-tie dinners, and theme parties are just a sample of the events they can cater for you. Sodexho Dining Services is located in the Student Union and may be contacted at 870-972-2059.

 

LOADING DOCK

 

To maintain safe and efficient operations, the Student Union requires all loading in and out of event materials to take place through the Union loading dock. The customer is responsible for all load in and load out of their materials. We will provide dollies and carts when reserved in advance.

 

 

DAMAGES

 

Notify the Event Coordinator of any damage that occurs throughout the course of the event. A damage report with photographs will be submitted to the Student Union Directors Office. The cost of the repair of damages is the customer’s responsibility. All repairs will be coordinated through the Student Union and Facilities Management.

 

FREIGHT DELIVERIES & EVENT STORAGE

 

Due to limited storage space, the Student Union will not accept advance freight deliveries or event supplies. All event supplies must be brought in by the customer upon the designated move in period. The Union will not be liable for the security of materials remaining at the conclusion of the move-out date. Materials left on the property will be disposed of at the customer’s expense. 

 

ROOM SET-UPS

 

Suggested capacities for meeting rooms are provided in the guide. Capacities will vary with the addition of staging, dance floor, audio-visual equipment, and food and beverage service. Contact the Event Coordinator to confirm room capacities prior to preparing room specifications.

 

SIGNAGE AND DECORATIONS

 

Signs, decorations, and related materials may not be taped, tacked, stapled, nailed, etc. to any surface in the Student Union. Banners are allowed in the Student Union, although there are restrictions as to what, where, when, and how the banners may be hung. Union staff will hang all banners. No exterior banners are permitted on the building. Chalking is not allowed on the Student Union Courtyard or Heritage Plaza.

 

 

STUDENT UNION

GENERAL POLICIES AND PROCEDURES

 

1.         Student functions will be given priority on a first-come, first served basis along with the University Community and other clientele.

2.         The Union reserves the right to alter priority of any event after they are scheduled, if in their estimation it is in the best interest of Arkansas State University.

3.         No group or individual may hold a standing reservation on a weekly basis. Customers are welcome to make three reservations at a time. Upon their last reservation date, that may then make three more reservations.

4.         The Student Union reserves the right to assess any group a fee for damages caused by the organization using our facilities. Note: The fee will be assessed through the Office of Finance and failure to comply will result in the forfeiture of future use of the facility.

5.         The Student Union will not assume responsibility for outside audiovisual equipment, seminar presenting equipment, etc. This includes delivery invoices, set-up, or testing.

6.         Arrangements must be made in advance for delivery and pick-up of event equipment.

7.         Any organization bringing food or drinks into the facility for event purposes will be assessed a fee of $5.00 per person attending the event.

8.         A representative of the organization requesting a reservation must meet with Sodexho Catering Services concerning the menu, cost, attendance, table arrangements, decorations, etc.

9.         The Alumni Lounge and the Heritage Plaza Lounge will not be used as meeting rooms. Their sole purpose is for teas, formal receptions, press conferences, etc. All use will be at the discretion of the Student Union Director.

10.       All individuals and groups meeting in the facility must comply with all University, local, and state laws, ordinances, and regulations.

11.       Use of any sound amplification systems within or around the Student Union must be approved by the Dean/Director of the Student Union. Sound levels will be monitored by Student Union staff. In the event sound levels are determined to be excessive, the organization will be asked to lower their sound levels. Music containing vulgar or derogatory language will not be allowed in or around the Student Union. Failure to comply with these request will result in the termination of the event.

12.       Any and all unsafe conditions or activities will be terminated immediately upon request. The Student Union will remove disruptive parties as necessary.

13.       Events will not be scheduled during periods when the university is closed.

14.       At no time will anything be permitted to be stuck on any window surface within the Student Union.

15.       Banners may be used to promote events held on campus. Banner space must be reserved through the Student Union Office. All banners must be professionally made to the dimensions of  2' ft. 8" in. x 10' ft. . Banners will be hung by the Student Union Office, and then removed at the end of the reservation. No hand written or painted banners will be hung in Student Union banner space.

 

REGISTERED STUDENT ORGANIZATIONS

 

1.         All reservations are on a first-come, first served basis.

2.         Scheduling will be according to the availability of the meeting rooms.

3.         Upon scheduling an event, the student representative must sign a Facilities Services Agreement, which must be approved by the Events Coordinator.

4.         In the event of a cancellation, the Student Union office must be given 24 hours notice prior to the event. Organizations who do not cancel their events and do not show for their reservations will be held accountable for their missed reservations. Organizations who miss three reservations without cancelling through the Student Union main office  will have their reservation privileges suspended.

5.         Use of the Auditorium and Centennial Hall will be limited to two times per semester.  

6.         Failure to comply with these policies and procedures could result in the loss of use of the Student Union.

7.         RSO's are allowed three reservations at a time. Upon the completion of the third reservation, three more reservations can be made.