Facility Rental

Rent our Facility

The Arkansas Society of Certified Public Accountants (ARCPA) is pleased to offer its Conference Center, with over 2,300 square feet of meeting space for your rental needs. Our facility is designed to accommodate 100 people classroom-style, or it can be divided by sound-proof walls into three classrooms. Each room is equipped for audio-visual presentation, including access to a state-of-the-art Bose sound system, overhead LCD projectors, a white wall, and a wall screen. All tables and chairs are on rollers, so the format style is unlimited. Conference tables seat two participants and are equipped with table-top electrical and USB outlets for easily charging personal devices. Special needs are easily met upon request, including one designated handicapped accessible seat per classroom.

Our unique set-up allows for unlimited coffee, tea, and soft drinks throughout your meeting. It is an ideal meeting place, with exceptional facilities, and can make your next meeting comfortable and convenient.

Nestled within Westlake Office Park, the facility is only minutes from West Little Rock’s hotels and restaurants. It is located near I-430 and I-630, with easy access to the Little Rock Regional Airport, as well as the downtown area.

The ARCPA Conference Center is an excellent option for industry seminars, sales meetings, product demonstrations, Board meetings, and much more. For more information, please contact Stephanie Tanner at 501-664-8739 or stanner@arcpa.org.

NOTE: ARCPA Members receive a $50 discount on room rental fees. The seating capacity listed is a classroom-style setup. For other configurations, please contact stanner@arcpa.org. 

Amenities

AUDIO/ VISUAL EQUIPMENT & RATES

• LCD Projector/Screen: $150 (per projector)
• Wireless Lavaliere Microphone: $50
• Flipchart/Markers: $30

UNLIMITED BEVERAGE SERVICE

ARCPA provides a non-optional unlimited beverage service to all Conference Center Rentals. Unlimited beverage service includes coffee, tea, water, and Coca-Cola products. For meetings and events of four (4) hours or more, ARCPA will add a charge of $4.50 per person to your invoice for this service. For meetings and events of four (4) hours or less, a charge of $2.50 per person will be added to your invoice. ARCPA beverages may not be taken from the meeting center.

FREE WIRELESS INTERNET

Wireless access comes standard with all Conference Center rentals, allowing your guests to stay connected during meetings

STAFF ASSISTANCE 

A staff person will be available onsite to assist you with any needs that may arise. To receive assistance from a member of the ARCPA staff, please check with the receptionist at the front desk.

BOOKING INFORMATION

To reserve the ARCPA Conference Center for your next meeting, contact Stephanie Tanner at 501-664-8739 or stanner@arcpa.org. Please note that a signed contract is required to hold space.

Rental Policies & Procedures

All reservations and agreements are made upon and subject to the rental policies of the ARCPA Conference Center, hence referred to as the Conference Center, and the following conditions:

SPONSORSHIP

All functions must be sponsored by a person (the Patron or Contact) who must be directly responsible to the ARCPA 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 onsite contact designated on the Event Order. These contacts will be the only people authorized to approve any changes to the Event Order.

GUARANTEES

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 beverage charge and is not subject to reduction.

Any arrangements for special requests (i.e., break requests and audiovisual equipment) should be made at least two weeks in advance. ARCPA reserves the right to limit the occupancy of the Meeting Center conference rooms. If attendance exceeds the maximum occupancy for the booked room, ARCPA 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. ARCPA 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.

PUBLIC SPACE

Regular rental hours are 7:30 a.m. to 5:00 p.m., Monday through Friday. Patron should confirm availability beyond these hours with the ARCPA staff contact. Patron will be charged at the rate of $90 per hour for any time outside these hours.

As ARCPA often has many activities going on simultaneously, we ask that meeting room doors remain closed during the meeting and that all meeting activities are confined to the allocated meeting room.

If any excessive cleanup is necessary after the meeting, a $25 fee will be charged to the patron. To avoid this, please use the trashcans provided throughout the building. If the cans are overflowing, an ARCPA staff person should be notified.

ARCPA functions are given priority in the allocation of the meeting facilities. Facilities will be rented accordingly. Therefore, ARCPA reserves the right to cancel any event order at any time, with or without cause, upon written notice to patron. Any cancellation by ARCPA or patron will be subject to cancellation penalties as stated in these policies and procedures.

ARCPA is a smoke-free facility. However, smoking is permitted outside the double glass doors located off of the break area.

BREAKS

All breaks are held in the kitchen area. Please leave the breaks set up in this area.

AUDIO/VISUAL

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. Please see the audiovisual section for available equipment and pricing.

You may bring audiovisual or other electronic equipment, subject to ARCPA approval. However, the ARCPA staff is not available to help with the loading or set-up of outside equipment. Additionally, the ARCPA is not liable for damage or loss, as stated in the "Damages/Security" section.

CATERING

Patron is responsible for setting up all catering arrangements.

DAMAGES/SECURITY/STORAGE

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.

ARCPA will not assume any responsibility for damages or loss of any merchandise or articles left in the Meeting Center before, during, or following the Patron’s function.

Patron’s material or equipment for presentations at the Meeting Center may be temporarily stored at the Meeting Center upon prior approval of ARCPA.

BILLING

ARCPA will direct bill for all functions to the address requested upon booking the Conference Center. All projected rental fees (room rental, audiovisual and beverage service) are due prior to the actual meeting date. ARCPA 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 percent 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 ARCPA have confirmed in writing the booking of the Conference Center.

CANCELLATIONS

ARCPA 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 ARCPA.

Cancellations made:

• More than 30 calendar day prior to the meeting - no penalty
• From 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 ARCPA is not notified that the meeting has been cancelled, the group will be charged the full amount of the room rate, and audiovisual and beverage fees. ARCPA reserves the right to cancel any booking, with or without cause, upon written notice to patron.

AGREEMENT

By signing and returning the Event Order the Renter hereby agrees to these rental polices. Performance of this agreement is contingent upon the ability of the ARCPA 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 ARCPA be liable for the loss of profit or other similar or dissimilar collateral of damages, whether based on breach of contract, warranty or otherwise.