This Carl R. Reng Student Union Use Agreement is made and entered into on the approved date of this event by and between Arkansas State University-Jonesboro (ASUJ) and the sponsoring organization listed on this event request form for the use of certain room(s) (Facility) in the Student Union for the purposes indicated on the Event Name and Event Description sections of this event request form.

ASU-Jonesboro agrees to provide the Facility and services as listed below and the Customer agrees to compensate ASU-Jonesboro for the Facility and services in accordance with the following terms and conditions:

DATE AND TIME OF USE

The approved event date and reservation start and end time listed on the approved event request form.

CATERING SERVICES

If ASU-Jonesboro Catering Services is used, contact Sodexo Catering at (870) 972-3859 or email at catering@astate.edu. Catering charges are not included in this Agreement. ASU-Jonesboro has an exclusive food and beverage agreement with SODEXO. No outside food or beverages are allowed to be served at events held at the Reng Student Union. Any group not in compliance with this agreement will be billed (market price) for the food items not purchased from Sodexo.

3. COMPENSATION

If client is responsible for compensating ASU-Jonesboro for the Facility, a $50 non-refundable deposit is due at the time of booking. The Balance is due no later than ten (10) working days before the Event.

Failure to pay the remaining balance at least ten (10) days before the Event may result in the cancellation of this Agreement, at the sole discretion of ASU-Jonesboro. Deposits are not returned if event is canceled, rescheduled, or if you fail to reserve security before the deadline. There are no additional costs for the room reservation including utilizing vendors, charging registration, etc.

4. RESTRICTIONS ON USE OF PREMISES

a) Nothing may be attached on walls or ceiling; any decorations or signage must be free standing.

b) The presence or use of lit candles are absolutely prohibited.

c) The use of confetti, rice, glitter, silly string, foam, paint, shaving cream, chalk, or other items as designated by ASU-Jonesboro are prohibited.

d) All decorations must be removed immediately following the event. This includes inflated/deflated-balloons, flowers or any other items. Failure to do so will be considered an extension of the scheduled time and will lead to additional charges being incurred. The facility is to be left in the same condition as it was prior to the Event.

e) ALCOHOLIC BEVERAGES OF ANY TYPE ARE PROHIBITED ON ALL ASU-Jonesboro PROPERTY.

5. REMOVAL OF OBJECTIONABLE PERSONS

ASU-Jonesboro reserves the right to remove any objectionable person(s) from the Facility. If that person(s) is affiliated with your Event, you will be held responsible for damage incurred from such removal.

6. INDEMNIFICATION

The Customer assumes all risks of and accepts full responsibility for any personal injury, property damage, or other loss sustained by ASU-Jonesboro in connection with the Event or by any person attending or participating in any way with the Event. Customer releases Arkansas State University, its employees, officers, and agents from any and all claims for personal injury, property damage, or other loss which may occur in association with this event. Customer accepts full responsibility for organizing, supervising, and conducting all activities associated with this Event. Customer agrees to indemnify and hold harmless Arkansas State University, its employees, officers, and agents from any and all damages, losses, costs, including attorney’s fees, expenses, actions, causes of action, claims, or damages to either person or property that relate to or arise from any activities connected to this Event. It is further understood and agreed that, if the Customer hires any employees or subcontractors to perform work for the Customer in connection with the event, the Customer shall take such action at Customer’s sole risk, expense, and liability and Customer further hereby assumes all liability for any negligent act or omission or intentional act by such employee or subcontractor.

7. NONDISCRIMINATION

During the entirety of this Agreement, the parties will not discriminate against any person on the basis that person’s membership in a protected class including: race, color, religion, national origin, sex, age, disability, veteran status, “or other legally protected class”.

8. ADVERTISING AND PROMOTIONAL MATERIALS

Promotional materials for Arkansas State University-Jonesboro sponsored and co-sponsored events must give appropriate credit to ASU-Jonesboro. A draft of the promotional materials for all ASU-Jonesboro sponsored or co-sponsored events must be submitted to the Special Events Coordinator for approval before printing. All advertising and promotional materials for events that are not sponsored or co-sponsored by ASU-Jonesboro clearly state that sponsorship of the Event resides with Customer. All promotional materials for the Event must list phone numbers of the Customer. The Customer agrees to assume full responsibility for complying with the federal copyright laws.

9. TERMINATION OR MODIFICATION OF AGREEMENT

All cancellations and/or changes must be confirmed three (3) business days prior to the event. Office hours are Monday through Friday, 8:00 a.m. until 5:00 p.m. Any event that is not canceled 72 hours prior to the event will be considered a “no show”, and no refund shall be given. In the event that the Event is cancelled more than three (3) business days before it is scheduled, a refund of the money paid by Customer for the use of the Facility, less the non-refundable deposit amount and processing fee $25, shall be made to the Customer. Abuse of reservation policies may result in withdrawal of reservation privileges, with such determination to be made in the sole discretion of ASU-Jonesboro.

10. GOVERNING LAW

The parties agree that this Agreement is governed by and shall be construed under the laws of the State of Arkansas. For the purposes of the Agreement, the parties agree that venue lies solely in the State of Arkansas. Customer understands and agrees that in the event Customer seeks monetary damages against ASU-Jonesboro, venue shall lie solely in the Arkansas State Claims Commission.

IFC Meetings

Event Description: