Facilities Use

General Guidelines for Rental of College Facilities

For more information, call 479-936-5172

General Policies

NWACC provides rental facilities for events which augment the College's role in providing community enrichment. Organizations may rent College facilities or campus grounds for events that provide educational or cultural enrichment or enhance the business climate for the greater good of northwest Arkansas. Private gatherings, such as weddings or parties; political rallies; and sales events do not meet these criteria.

Further, the College does not grant rental rights for educational activities that may be in direct competition with the College's current or potential offerings. Organizations planning to offer fee-based classes or seminars to persons outside of their organizations should coordinate with the College's Corporate and Continuing Education Division as a potential third-party educational provider.

Effective July 1, 2007:

Non-College-sponsored activities shall be charged a usage and/or rental fee for use of the grounds, facilities, equipment, and/or services. Each facility has a base fee that includes basic set-up and equipment. Any additional needs will be evaluated with the potential of additional fees.
2. Corporate rental rates are based on a minimum four-hour rental period or a day long rental period.
3. Because a deposit is not required, proper advance notice of cancellation is mandatory. If a rental is not cancelled 72 or more hours in advance, the entire rental amount will be due.
4. Upon review of the rental request, the College reserves the right to accept or reject any requested use of facilities and to impose additional requirements not listed in these guidelines. The judgment of the College Special Events Coordinator concerning usage and rules or regulations shall be final.
5. While the College is eager to accommodate all potential requests, not all College grounds, facilities, equipment, and/or services may be available for use or rent. Private offices, administrative offices, and workrooms are never available.
6. Events will be scheduled on a first requested - first reserved basis. Events may not be booked more than six months in advance, exceptions may be made for College sponsored events.
7. Certain College equipment is available for use and is limited to: computers (not all rooms have computers), digital projectors, TV/VCR systems, overhead transparency projectors, sound systems and flip chart stands. Some equipment may require pre-event training. Corporate groups will be assessed a Technology Fee of $25 per room for use of college owned equipment, even if that equipment is standard in the room. This includes projection screens. Non-profit groups will be charged a $15 Technology Fee.
8. The College's catering service shall be utilized when catering services are required for an event and reserves the right of first refusal. An additional $25 Custodial Fee will be charged to groups for clean up following catered events. Non-profit groups will be charged $15.
9. The College reserves the right to restrict the use or rental of grounds, facilities, equipment, and/or services at any time the College so determines. The College is generally closed for the following: Memorial Day Weekend, Fourth of July, Thanksgiving Weekend, Winter Break (through New Year's Day), Labor Day Weekend, and Martin Luther King Jr. Day.
10. Youth or children's groups must be supervised by responsible adults provided by the sponsoring organization.
11. All rates are firm and non-negotiable.

Specific Rental Regulations

1. Possession or consumption of alcohol or narcotics of any kind are prohibited on campus.
2. NorthWest Arkansas Community College maintains a smoke-free environment. Smoking is prohibited in all College facilities. Smoking is permitted only in such areas as designated by the College. Maps of designated smoking locations at Burns Hall and the Shewmaker center is available here in PDF format.
3. Users of College facilities may not remove or displace furniture, equipment or apparatus. College buildings and equipment must not be marred or defaced in any manner. No College-related signs, banners, posters, etc. may be removed from any walls or ceilings anywhere at any time, even if the intent is to replace them following the event.
4. No signs or other publicity materials will be permitted to be posted anywhere on campus without the specific approval from the designee responsible for postings. In the event any such sign is permitted, its prompt removal following the event will be the responsibility of the sponsoring organization. Signs may not be affixed to any College sign, building or property. The College's name and/or logo shall not appear in any advertising or promotional materials, without specific approval from the Executive Director of Public Relations or designee, except to indicate the location of the event.
5. Equipment may not be brought onto College grounds and connected to the electrical service without the prior consent of the Director of Maintenance or designee. By arrangement, special electrical hookups may be possible. The modifications to electrical service will be made by College electricians and charged to the sponsoring organization. The College does not lend or otherwise provide electrical extension cords, hand tools, ladders, etc. Equipment provided by the user of College facilities must be removed from the College promptly following the scheduled event so as not to interfere with College activities. If there is any delay, the removal may be made by the College at the expense of the sponsoring organization.
6. Computer equipment may not be connected to or make use of the campus network or of the College's internet connectivity without the prior consent from the Chief Information Officer (CIO) or designee. The connection and configuration of computer equipment will be done by a member of the Technology Services (TS) Department. Miscellaneous equipment such as power strips, cables, network cards, etc., may be provided based on availability and prior consent by the CIO. Provided equipment must be returned immediately upon the conclusions of the event. The user assumes all responsibility for the equipment that has been provided to the user.
7. Parking is limited to the designated parking lots. All cars illegally parked will be ticketed or towed at the owner's expense.
8. The number of occupants must be limited to the safe capacity of the room or facility as determined by law. The user of College facilities is required to limit attendance so as not to exceed the designated capacity of the requested facility.
9. First aid services, if needed, are the responsibility of the user.
10. For non-College-sponsored activities, it is required that a representative of the sponsoring organization who signed the facility usage agreement be in attendance and in charge at the activity at all times. That person will be identified to the College's Office of Public Safety.
11. Users must notify the College of any changes to the event schedule as stated in their written agreement at least forty-eight (48) hours prior to the start of their event. Any notification of schedule changes given less than forty-eight (48) hours prior to the start of their event may be implemented at the discretion of the Special Events Coordinator (SEC). Users shall not alter the event schedule outside of the time restrictions set forth in the written agreement without written consent from the SEC.
12. For food and beverage service, users are required to contact Food Service Director, Jackie Moore of Aramark, the caterer under contract to NWACC. All requests should be made directly to Aramark by e-mail at moore-jackie@aramark.com. If Aramark declines the offer to serve, the user may contact another caterer of their choice.
13. Users must arrange any special security needs through the SEC. Depending on the size or type of activity, additional security services may be required at an additional fee to the user.
14. Use of decorations, scenery, exhibits, banners, posters, bleachers, platforms, and any other equipment must receive prior approval from the SEC. No scenery, decorations, or combustible material may be brought onto College grounds without prior approval. Any device capable of producing an open flame is prohibited.
15. Users of activities for non-College-sponsored activities may be required to purchase private insurance to protect the organization from financial liability which may arise should an emergency develop.
16. Any user of College facilities which charges admission or conducts an activity which involves the payment of money from one to another shall be responsible for its own cash security and full compliance with the applicable federal, state and local statutes and ordinances.
17. Any user of College facilities must comply with all directions given by an authorized officer, agent, or employee of the College.
18. An authorized officer, agent, or employee of the College may eject or cause to be ejected from the College any person or persons causing a disturbance or interfering with the peaceful use of College facilities.
19. Any user of College facilities shall not obstruct the sidewalks, entries, passage vestibules, elevators, or access to restrooms or other public utilities.
20. The College reserves the right to require any user of College buildings, grounds, facilities or services to reimburse the College for any destruction, damage, defacement or loss (including extraordinary cleaning expenses) to College buildings, properties, facilities or services resulting from user's activities in such buildings, properties, facilities or services.
21. Any user with outstanding obligations for rentals/services will be refused use of College buildings, grounds, facilities and services until the obligations are satisfied.

The College, for public necessity or emergency use, may terminate a contract at any time.

Room rates are subject to City of Bentonville Hospitality Tax of 2%

Technology Fee: $25 per room will be assessed for use of any college owned technology, even if that equipment is standard in the room, this includes use of projection screens.

Custodial Fee: $25 will be charged to groups for clean up following catered events.

NorthWest Arkansas Community College
Facilities Rental Information
for Non-Profit & Tax Supported Groups

Each non-profit or tax supported group meeting at NorthWest Arkansas Community College will be charged a Minimum Room Fee of $25 per room. A Technology Fee of $15 will be assessed for use of any college owned technology, even if that equipment is standard in the room, this includes use of projection screens. If refreshments will be served, a $15 Custodial Fee will be charged.

Room rates are subject to a City of Bentonville Hospitality tax of 2%

Sponsored Groups: External non-profit groups that meet at NWACC, and who provide NWACC students the opportunity to take part in the activity for educational enrichment, may be entitled to a negotiated room rental rate.

Additional Forms

• Corporate Facilities Use
• Non-profit Facilities Use
• NWACC Rental Agreement

For questions/comments on this content, please contact Barbara McBride at bmcbride@nwacc.edu.

Updated June 2007