Arkansas State University Mid-South (ASU Mid-South) is a state-supported institution of higher education, and its facilities are provided and designed to be used to further the College’s mission. All decisions regarding facilities usage are made at the discretion of our Chancellor.
ASU Mid-South is committed to equal opportunity in all of its programs and activities. Its facilities cannot be used in any way to discriminate on the basis of race, color, religion, gender identity, sexual orientation, national origin, age, sex, disability, genetic information, veteran status or marital status.
ASU Mid-South supports freedom of speech under First Amendment standards. However, expression that is unlawful, defamatory, threatening, harassing, or that infringes on the rights of others is prohibited. Additionally, reasonable time/place/manner restrictions may be applied, as allowed by Arkansas law, to preserve safety and ensure expression is not disruptive to the educational environment.
Facilities Usage by External (Non-University) Constituent Groups
ASU Mid-South’s primary purpose is to provide a planned and scheduled program of educational and extra-curricular activities for its students. At times when facilities and grounds are not required to support the regular programming of the college, the Chancellor may approve requests made by other organizations when such usage supports the educational, civic, cultural, and fiscal objectives of the college.
In support of community service, the college’s facilities and grounds may be made available to community non-profit organizations and other governmental agencies at no charge when events are scheduled within the normal operational hours of the college. For-profit organizations and those charging for events held on the ASU Mid-South campus are subject to facilities use fees.
Use of our facilities is a courtesy provided to our community partners. Individuals or organizations who are supporting partners of the college (defined as having donated $5,000 or more to the ASU Mid-South Foundation or having contracted for $5,000 or more in customized or non-credit training with ASU Mid-South’s during the previous or current fiscal year) are entitled to a reduced facilities use fee.
Facilities Use Fees are outlined in here. Fees associated with the use of our facilities are based on a cost-recovery model (e.g., security, technology, custodial services, utilities, etc.). Only the Chancellor is authorized to waive fiscal obligations related to facilities usage.
Facilities Use Form
The Facilities Use Form is used to:
- Determine the best space for the desired room utilization (based on size, configuration, set-up, catering needs, technology, etc.)
- Confirm the availability of and reserve the desired space (based on day/time, priority).
- Schedule maintenance/custodial support, security, tech support, etc.
- Calculate facilities use fee estimate.
Estimates of applicable fees will be emailed to the email address listed on the Facilities Use Form to ensure agreement of all parties prior to the event. Final invoices will not be sent until after the event to ensure all applicable costs have been included.
ASU Mid-South reserves the right to change the fee schedule as needed to cover its costs.
Requesting Use of Facilities
Any use of ASU Mid-South facility or grounds must be reserved by completing and submitting a Facilities Use Form. Requests to reserve campus facilities during regular college business hours (8AM-9PM Monday through Thursday; 8AM-6PM Fridays) must be submitted a minimum of fifteen (15) working days prior to the date of intended usage. Friday events are only available during the fall and spring semesters, without special approval from the Chancellor. The scheduling of any campus activities may be prohibited during certain times of the semester, such as final exam weeks, commencement, etc.
Facilities are not available for weekend rental, on holidays, or during any other time when the college is closed. Any exception requires a minimum 30-days advance notice and written approval of the Chancellor.
Please note: external (non-University) constituents are required to provide for least one certified law enforcement officer to be on campus during any activity that occurs outside of the hours noted above. Some events will be required to provide more than one officer. Campus Safety will assign the officer(s), and security charges will be reflected on the final bill.
When a Facilities Use Form is received, a Room Scheduler will review the request and contact the requestor to suggest an appropriate and available space. Once the requestor agrees to the space, the Room Scheduler will provide a copy of the facilities use fee estimate for the event. The requestor will need to agree to the fee estimate in writing in order to officially reserve the space.
To avoid charges, requestor shall notify the Room Scheduler at roomscheduler@asumidsouth.edu immediately if an event is cancelled or must be re-scheduled.
