Event Agreement
This contract is made and entered into at Jonesboro, Arkansas this_____ day of _________, ______ by and between the Arkansas State University Alumni Association (ASUAA) and ___________________________________________________________________(Renter).
1. ASUAA grants permission to the Renter to hold the following event at the Cooper Alumni Center (CAC): ___________________________________________________________.
2. Renter will have access to and full use of the following areas/rooms for this event ____________________________________.
Renter will have access to and use of these areas/rooms on _________________ from _____a.m. /p.m. until_____ a.m. /p.m. for setup and on ______________ from_____ a.m./p.m. until_____ a.m./p.m. for the event and tear down.
3. The fee for this event shall be $____________. A staff member will be available throughout your event to assist you and provide access to other services you may require while at the CAC.
4. To confirm this contract Renter will:
(a) Return a signed copy of this agreement to ASUAA no later than 90 days prior to the event.
(b) Provide cash/check for a facilities deposit of fifty (50%) of the total fee + a $200 cleaning deposit upon execution of this agreement. Checks should be payable to: ASU Alumni Association, P.O. 1990, State University, AR 72467-1990. The facility address is: Cooper Alumni Center, 2600 Alumni Blvd., Jonesboro, AR 72401. If the Renter cancels this contract earlier than 30 days before the event is scheduled to begin, ASUAA shall refund the entire deposit to the Renter. If the Renter cancels this contract 29 days or less before the event, the facilities deposit shall be prorated and only a portion returned to the Renter. Cancellation 48 hours or less; no refund of deposit will occur.
(c) Total balance is due (less deposit) within seven (7) days prior to the event.
(d) Cleaning deposit will be refunded within 14 days of the event if the terms of the contract are met by the renter.
5. In regards to the event, Renter will:
(a) Be solely responsible for all costs and expenses incurred in connection with
supplying, preparing and serving food and beverages. If alcoholic beverages are to be served, a separate addendum is required. All caterers must be approved by ASUAA.
(b) Use the following guidelines during setup for the event:
• Set-up and tear-down of tables and chairs belonging to ASUAA shall be performed exclusively by AA representatives unless prior arrangements are made in advance.
• No taping, tacking, nailing, gluing, or stapling signs, posters, or banners to anything in the Cooper Alumni Center;
• No glitter, confetti, balloons or ribbons may be used for decorations inside or outside.
• Candles will be permitted; however, all candles MUST be displayed in an appropriate container to reduce the probability of damage due to wax or fire.
(c) Confirm the number of actual guests in attendance.
(d) Ensure compliance with Cooper Alumni Center no smoking policy. No smoking is permitted in the building or on the grounds of the Cooper Alumni Center. Please initial _____.
6. ASUAA reserves the right to require Renter to provide, at Renter’s expense, uniformed security for the Event.
7. Other than caterers, service personnel and ASUAA staff, the Event shall be limited to Renter’s invited guests. Renter shall not allow members of the general public or otherwise uninvited persons to attend the Event.
8. Renter shall reimburse the ASUAA for the cost of repairing any damage to the Cooper Alumni Center or to any property of ASUAA located therein which is caused by Renter or any of Renter’s guests or invitees, normal wear and tear excepted. This includes, but is not limited to missing items owned by the ASUAA, excessive clean up required following the event, failure to enforce the no smoking provision.
9. Renter agrees that ASUAA shall not be liable for damages, loss, or injury to the person or property of Renter or Renter’s guests or invitees in and upon the Cooper Alumni Center property, including ingress and egress to the property. Renter agrees to indemnify and hold harmless ASUAA, its officers, agents and employees, for any and all liabilities, claims, demands, damages or injuries to person or property, including the payment of all attorney’s fees and costs, arising out of the use of the Cooper Alumni Center by Renter or Renter’s guests or invitees, including ingress and egress to the property, or arising out of Renter’s breach of any of the terms or conditions provided herein.
10. ASUAA may terminate this agreement immediately and remove all attendees of the Event if Renter or any of Renter’s guests, employees, agents or contractors uses the Property for any unlawful activity, damage the Property, or act in such a manner to endanger or disrupt others or otherwise breach the terms of this agreement. In the event of termination pursuant to this section, Renter shall remain liable for all license fees, payments and damages due under this Agreement. Termination shall not extinguish or limit any other remedies available to ASUAA in law or in equity arising out of the underlying breach.
11. In the event of inclement weather, the ASU Alumni Association, Inc. will contact the renter to discuss the options of holding the event. You will be responsible for notifying your guests.
12. Renter agrees to indemnify, defend, and hold harmless ASUAA and its agents, directors,
contractors, and employees from any and all claims, demands, suits, liabilities and/or losses of any kind whatsoever, include reasonable attorney’s fees; where applicable ASUAA reserves the right to select its own attorney for purposes of the provisions of this paragraph. Furthermore, Renter assumes full liability and full financial responsibility for the acts and/or omissions of its guests, employees, contractors, and other persons on the premises of the Cooper Alumni Center for its event. Renter is liable for and will be billed accordingly for damage to ASUAA property during the event, preparation and/or take down time.
13. This agreement is made and shall be interpreted according to the substantive law, and not the laws of conflicts, of Arkansas. Should litigation arise from this agreement, venue shall be in any court of competent jurisdiction in Craighead County, Arkansas.
14. Should a court hold or declare that any one or several parts of this agreement are null, Void or unenforceable, such holding shall not affect the balance of the agreement, which will remain in full force and effect.
15. This writing reflects the entire agreement of the parties. No agreement, promise, or representation not contained in this writing shall be enforceable. Any modification to this agreement must be in writing and signed by both parties and their representatives to be enforceable.
___________________________ ____________________
Renter Date
___________________________ ____________________
ASUAA Staff Representative Date
____________________________ _____________________
Executive Director Date
Revised May 25, 2017