Rental Client Use Policies

Use of the Global Campus Rogers Facility

The Global Campus Rogers facility is available for use by all administrative and academic units of the University and by non-University organizations in cooperation with a unit of the University.

All programs conducted at the Global Campus Rogers facility must meet the following criteria:

  • The program being offered must have a clearly identifiable education component.
  • The program must be related to the teaching, research, and/or public service mission of the University.
  • The program must be sponsored, co-sponsored, or administered by an administrative or academic unit of the University.

Programs must fall into one of the following categories:

  • Sponsored Program – The primary responsibility for planning, conducting, and administering the program is held by a University administrative or academic unit.
  • Co-sponsored Program – A University administrative or academic unit is jointly responsible, along with a non-University unit, for planning, conducting and administering the program.
  • Hosted Program – A University administrative or academic unit is responsible for assuring that all University guidelines for such activities are met, but a non-University unit is responsible for planning, conducting and administering the program.

The Global Campus at Rogers is not only intended for use by regularly scheduled academic classes, but also by non-credit and other Continuing Education functions.  As a University administrative unit, the Global Campus at Rogers may serve as a program sponsor or host in accordance with University policies.


Facility Use Limitations

University facilities may not be used for the soliciting of political party membership or supporting or opposing political candidates, the raising of monies for projects not directly connected with a University activity, or for the conduct of private business. Commercial advertising, selling or solicitation of funds by outside agents or vendors is not permitted in University buildings or on University property. Religious services or the promotion of specific religious beliefs is prohibited. Materials (such as tapes, proceedings or books) that are related to the program being conducted may be sold at the Global Campus Rogers facility.  The sale of materials and items not related to a program is not permitted.


Room Amenities

All room rentals include tables, chairs, and whiteboard. All rooms (except Rm 403) also contain the following technology: computer, LCD projector and screen, document camera, wireless mic. These amenities are available to clients at no additional charge above or beyond the standard facility occupancy pricing.

Theater seating, round tables, or additional technology (such as conference phone, etc) are subject to additional fees. Tablecloths are also available for an additional charge and must be requested 1 week in advance of the event


Additional Charges

For events after 5:00pm, the after-hours fee is $40.00 an hour.

Theater seating, round tables, or additional technology (such as conference phone, etc) are subject to additional fees.

Tablecloths are available for an additional charge and must be requested 1 week in advance of the event.

Changes to technology and room set-up requested after a signed letter of agreement is in place are subject to availability. Changes requested within 48 hours of the event start date may be subject to additional labor fees.


Cancellation Policy

The Global Campus at Rogers requires a notice of cancellation of 5 working days. If notification is given 5 working days before an event, no cancellation fee will be incurred. If you must cancel with less than 5 working days notice, you will be subject to a cancellation fee amounting to 10% of your total charges, as stated in your Confirmation of Services.


Parking

Parking is available on the North, West and South sides of the World Trade Center building at no cost. Please avoid spots labeled ‘2 Hour’ or ‘Reserved’ and inform your participants of this policy.  


Reservations

Reservations are considered tentative until a Confirmation of Services has been signed and returned to GC Staff. To ensure quality, please designate one person to be the point of contact for your meeting arrangements. While every attempt will be made to reserve the space you request for your program, we may be required to reallocate space to make the best use of the facility. Information on your program will be displayed throughout the Global Campus. Your cooperation is requested in beginning and ending your program on time and in conducting your program in a manner that is not disruptive to other groups or academic classes.


Billing

Clients of the Rogers facility agree to pay all applicable charges for use of Global Campus facilities and services. Clients will be billed upon completion of the event. Payment of invoices is due within thirty (30) days upon receipt of the invoice.

Changes in Room Set-up

Changes to technology and room set-up requested after a signed letter of agreement is in place are subject to availability. Changes requested within 48 hours of the event start date may be subject to additional labor fees.  While every attempt will be made to reserve the space you request for your program, we may be required to reallocate space to make the best use of the facility.


Signage

Information on session locations will be posted by the 1st floor elevators and throughout the facility.  No additional signs may be placed in the Rogers facility without approval by GC Staff.  No signage will be permitted that could damage floors, walls, ceilings or any part of the building. If you need to hang or otherwise display instructional materials in a meeting room, please discuss appropriate display methods with Rogers Global Campus staff prior to your meeting.


Damage

The client is liable for all damages to the Rogers facility and to facility-owned equipment. The University of Arkansas will not be held liable for lost or damaged goods.


Food and Beverage, Kitchen Area

There is a Pepsi vending machine in Room 403 (Atrium). There are a variety of other food/beverage options available near the Global Campus, including the convenience of having Theo’s in our building. Carrabba’s, Grubs, Tropical Smoothie Cafe, Coldstone, and more are located in the business park or across the street. Jimmy John’s is also close by, and delivers to the Global Campus. In addition, a refrigerator, microwave, oven, and ice machine are available to in the Kitchen Area. You are welcome to have outside catering brought in for your event. In addition, a refrigerator, microwave, oven, and ice machine are available to clients in the Kitchen Area. You are welcome to have outside catering brought in for your event.


Inclement Weather

In the event of inclement weather, the Global Campus at Rogers will make decisions about conference operations in a manner that best addresses the safety and convenience of clients and attendees. Because the location of the Rogers facility is not in close proximity with the University of Arkansas in Fayetteville, the Rogers campus will follow Northwest Arkansas’ Community College (NWACC) inclement weather policy.  If NWACC is closed due to inclement weather, the Global Campus Rogers facility will be closed and will notify clients.  Clients are responsible for notifying participants.  If the university remains open but conditions warrant, the facility may delay opening, close early or close operations entirely.


Smoking

Smoking is prohibited in all areas of the building and within 25 feet of the facility.


Technology

A computer, LCD projector, screen, and white board are included amenities in all rooms (excluding Room 403- Atrium). Personal technology (ie. Laptops, iPads, etc.) may not be fully compatible with our system. Therefore, we encourage the use of a thumb drive or that presentations be sent via email to ensure proper functionality. Additional technology or set up may result in an additional charge.


Lost and Found

Any items found in the Global Campus Rogers facility will be retained at the front desk for 14 days.  After this period, items will be discarded.