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ASCPA Conference Center
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Room |
Dimensions |
Seats |
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Baird Kurtz and Dobson Classroom |
20' X 43' |
33 Classroom Style |
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Russell M. and Jessie Brown Classroom |
40' X 38' |
63 Classroom Style |
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The ASCPA Conference Center |
60' X 43' |
105 Classroom Style |
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Board Room |
20' X 24' |
16 Conference Style |
All reservations and agreements are made upon and subject to the rental policies of the ASCPA Conference Center, hence referred to as the Conference Center, and the following conditions:
All functions must be sponsored by a person (the Patron or Contact) who must be directly responsible to the Conference Center for making all arrangements and for the billing thereof, and should be in attendance. If this person is unable to attend, there should be an on-site contact designated on the Event Order. These contacts will be the only people authorized to approve any changes from the specifications on the Event Order, including the number and times of breaks to be held.
An estimated maximum attendance must be given when the original booking occurs. All bookings may be confirmed up to 30 days in advance. The final guarantee must be specified 48 hours in advance. This number is the total number of people using the room including guest speakers, instructors, etc. Additionally, this number will serve as the basis for the minimum lunch and break charge and is not subject to reduction.
Any arrangements for special requests (i.e. special menus, break requests and audio visual equipment) should be made at least two weeks in advance. The Arkansas Society of CPAs (ASCPA) reserves the right to limit the occupancy of the Conference Center meeting rooms. If attendance exceeds the maximum occupancy for the booked room, the ASCPA reserves the right to enforce the maximum occupancy rules.
Rental space is allocated based on the expected attendance at the time of the booking by the Patron. The ASCPA reserves the right to change the space allocation dependent on the final guarantee of attendance. Should a group desire a larger meeting room than the group number commands, and we have space available, the additional room fee will be charged.
ASCPA’s normal rental hours are 7:30 a.m. to 5:00 p.m. Monday through Friday. Patrons should confirm availability beyond these hours with the ASCPA staff contact. Since ASCPA is not a hotel staffed 24 hours a day, arrangements must be made ahead of time for a staff person to be present. Patron will be charged at the rate of $20.00 per hour for any time beyond these normal rental hours.
As ASCPA often has many activities going on at the same time, please keep the door closed during the meeting and confine all meeting activities to the allocated meeting room.
If any excessive cleanup is necessary after the meeting, a $20.00 fee will be charged to the Patron. To avoid this, please make use of the trashcans provided throughout the building. If the cans are overflowing, an ASCPA staff person should be notified.
ASCPA functions are given priority in the allocation of the meeting facilities. Facilities will be rented accordingly. Therefore, ASCPA reserves the right to cancel any event order at any time, with or without cause, upon written notice to Patron. Any cancellation by ASCPA or Patron will be subject to cancellation penalties as stated in these policies and procedures.
ASCPA is a smoke free building. However, smoking is permitted outside the double glass doors located off of the break area.
The Patron must have prior approval for all details of the entertainment, music and/or special arrangements from the Conference Center. Special equipment that has not been approved by the Conference Center will not be permitted, including but not limited to any materials that are to be affixed to the walls. In the event this is done without our authorization, any damages will be billed to the Patron.
We have found that the most efficient use of the heating and cooling system is to leave the room temperature setting at 74 degrees in the winter and 72 degrees in the summer. Please check with your ASCPA staff contact if you need to adjust the temperature.
A staff person will be available to assist you with any needs that may arise. To receive assistance from a member of the ASCPA staff, please check with the receptionist at the front desk.
Although there is a phone bank available in the break area, we ask that guests limit calls to three minutes.
You are encouraged to check the registration desk located in the foyer during each break. If we receive a phone call for a group member it is our policy to take a message unless there is an emergency, in which case we will interrupt the meeting.
All breaks are held in the kitchen area. ASCPA will provide continuous refreshment service. (Please see Catering price sheet.) Please leave the break set-up in this area so that other groups may use them, and we can provide better service for you.
Audio visual requirements will be set up to your specifications and the appropriate fees will be added to your invoice. Requests for audio visual equipment should be made at least two weeks in advance. (Please see our Audio Visual sheet for available equipment and pricing.)
If our equipment is in use, we will order what you need from an outside supplier and add the fees to our invoice. Additional equipment can be arranged from outside suppliers for an additional fee.
You may bring audio visual or other electronic equipment subject to ASCPA approval. However, the ASCPA staff is not available to help with loading or set-up of outside equipment. Additionally, the ASCPA is not liable for damage or loss as stated in the “Damages/Security” section.
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LCD Projector |
$200.00 |
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TV/VCR (1/2” VHS Player w/Color Monitor) |
$100.00 |
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Lavaliere Microphone |
$100.00 |
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Overhead Projector |
$25.00 |
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Laser Pointer |
$25.00 |
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White-wall; markers/cleaner/cloth |
$20.00 |
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Table Top Podium |
N/C |
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Wall Screen |
N/C |
Audiovisual requirements will be set up to your specifications and the appropriate fees will be added to your invoice. Requests for audiovisual equipment should be made at least two weeks in advance.
If our equipment is in use, we will order what you need from an outside supplier and add the fees to your invoice. Additional equipment can be arranged from outside suppliers for an additional fee.
You may bring audio visual or other electronic equipment subject to ASCPA approval. However, the ASCPA staff is not available to help with loading or set-up of outside equipment. Additionally, the ASCPA is not liable for damage or loss as stated in the “Damage/Security” section.
The charge for photocopying is $.10 a simplex page. This will be added to your invoice. The Conference Center does not have the facilities or staff to do a large volume of photocopying. Therefore, we respectfully request that this service be used only in extreme circumstances.
The Patron agrees to be responsible for any damages done to the premises or any other part of the Conference Center by the Patron, his/her guests, employees or any other agents during the period of time such person(s) are under the Patron's control, or the control of any independent contractor hired by the Patron.
The ASCPA will not assume any responsibility for damages or loss of any merchandise or articles left in the Conference Center prior to, during or following the Patron’s function.
Patron’s material or equipment for presentations at the Conference Center may be temporarily stored at the Conference Center upon prior approval of ASCPA.
The ASCPA will direct bill for all functions to the address requested upon booking the Conference Center. All projected rental fees (room rental, audio visual, and catering fees) are due prior to the actual meeting date. ASCPA will release meeting space if the fees are not received 48 hours prior to meeting date. All miscellaneous charges will be invoiced after the date of the function and are due upon receipt. A 1.5% finance charge will be assessed monthly on all amounts not paid within 30 days of the invoice date.
Rental fees are subject to change without written notice, but will not be altered for a particular function once the patron and the ASCPA have confirmed in writing the booking of the Conference Center.
ASCPA would appreciate early notice of your group’s cancellation. The following cancellation penalties will be applied if the meeting cancellation is required by the Patron or the ASCPA.
Cancellations made:
More than 30 calendar days prior to the meeting – no penalty
30 calendar days to 1 week prior to the meeting – 50% of room rental
Within 1 week of the meeting – 100% of room rental
If ASCPA is not notified that the meeting has been cancelled, the group will be charged the full amount of the room rate, audio visual and catering fees. ASCPA reserves the right to cancel any booking, with or without cause, upon written notice to Patron.
By signing and returning the Event Order the Patron hereby agrees to these rental policies. Performance of this agreement is contingent upon the ability of the ASCPA to complete the same, and is subject to any causes, whether enumerated herein or not, which are beyond the control of the ASCPA. In no event shall the ASCPA be liable for the loss of profit or other similar or dissimilar collateral of damages, whether based on breach of contract, warranty or otherwise.
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Baird Kurtz and Dobson Classroom |
$200.00 |
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Russell M. & Jessie Brown Classroom |
$300.00 |
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ASCPA Conference Center |
$500.00 |
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Board Room |
$250.00 |
Food and beverage items may be ordered through caterers approved by ASCPA. Food and beverage items may not be taken away from the Conference Center. The only food and beverage permitted in the Conference Center is that which has been approved through ASCPA or that which is provided by an approved caterer. A $25.00 service charge will be added to your invoice when food is brought into your meeting area.
(Continuous coffee and beverage service
$3.75 per person)
This list is a sample of our approved caterers. Specific menus are available from each caterer upon request. The only food & beverage permitted in the Conference Center is that which has been approved through ASCPA or that which is provided by an approved caterer.
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Milford Track
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Jimmy’s Serious Sandwiches
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Jason’s Deli
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Corky’s Ribs & BBQ
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Scallions
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Ameri Suites |
La Quinta Inn |
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Courtyard by Marriott |
Premier Suites |
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Embassy Suites Hotel |
Residence Inn |
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Holiday Inn Select |
Studio Plus at Little Rock |
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