Building Use Guidelines

The Little Rock Regional Chamber of Commerce Building is recognized as one of the most innovative and technology-oriented designed buildings in the nation. Its architectural beauty, both inside and outside, have a bold purpose - to make a dynamic and progressive marketing statement for the Little Rock region.

To retain the building’s ability to serve as our positive marketing image for the region and preserve our investment, the Chamber’s Executive Committee has approved the following clear and specific guidelines for its use as a site for meetings and events. We must insure that the Chamber Building remain in excellent condition for all members and guests that use the facility and attend meetings and functions in the building.

Rental Guidelines

Chamber committees and Chamber partnership organizations that are staffed by the Chamber will not be charged for building use during regular Chamber business hours. There will be no free building usage to outside profit or nonprofit organizations.

For rental of the facility, a written request describing the meeting and audience must be submitted in advance for approval to the Chamber CEO/President. Building sponsors will be given a reduced rate. The building rental rates for meetings held during Chamber business hours are shown below. NOTE: These rates do not include additional costs for the use of technology, equipment or staff support.

General office hours are Monday through Friday 8:30 a.m. – 5:00 p.m. The building may be opened as early as 7:00 a.m. All meetings must conclude and the facility cleared by 8:00 p.m. (including clean-up). An additional charge will be added to rates for meetings that require Chamber staff to work overtime. When planning events, it is important to allow time after the event for adequate clean up. All clean up activities must be completed by no later than 9:00 p.m. The Chamber is a smoke-free environment. Concealed weapons are not permitted. Parking is not provided as part of rental agreement. Meetings that are held after hours will be required to have a licensed security guard(s) on site.

All Chamber staff needed to execute a meeting (other than meetings which are held by Chamber-related committees or partnership organizations) will be paid $25 per hour, per employee by the renter.

The Chamber will not host weekend or holiday events. No social events (inside or outside the building) weddings, proms, birthday parties etc. will be permitted. Outdoor events will require formal approval by Chamber CEO/President and, because of the extensive grounds landscaping, outdoor events must be limited in scope. No tents are permitted on the grounds.

No admission can be charged for non-chamber meetings. Non-Chamber fundraising events are not permitted. Sales presentations, demos, product/merchandise sales are not allowed. The Chamber reserves the right to deny use of the facilities if the meeting is determined to be in direct violation of guidelines or disruptive to the Chamber’s normal day-to-day operations. No rental events will be held in the atrium area during normal business hours.

Chamber staff or office equipment is not included in rental. Copying/faxing of meeting material will be provided at a cost of $1.00 per page.

Furnishings cannot be moved (please refer to the floor plan attached). Absolutely nothing shall be taped, tacked, tucked, stuck, glued or affixed to the podium(s), walls, windows, shades, chairs, screen or floor in the Chamber building. No tables or chairs can be placed in front of reception desk or placed near walls or shades.

For all rental events, the Chamber reserves the right to have a member of its staff present and make a short presentation/tour of the facility.

A 50% deposit must be received one week in advance of event. Payment must be received in full on day of event. A copy of the certificate of insurance must be delivered one week in advance. Please refer to catering section for details. Failure to comply with deposit or insurance requirements will result in cancellation of event.

The Chamber reserves the right to charge for damages/replacement of equipment, property or furnishings, or cleaning services above and beyond normal use (i.e. carpet or upholstery stains that require professional cleaning, patching and/or painting walls).

Catering/Room Prep/Clean-up

Caterer or food purchased must be contracted from a Chamber member in good standing (list will be provided upon request). Menu selection must be pre-approved by Chamber staff. No furniture rentals are permitted to outside organizations. All rentals (silverware, glasses, china) must enter through back or side entrance to avoid slate tile in reception area. No cooking permitted indoors, only the warming of food is allowed. No coffee or soft drink service provided. No fresh grated Parmesan cheese, spaghetti/marinara sauce or BBQ sauce permitted. All caterers must sign form saying they have read and understand the Chamber Caterer Guidelines.

Some areas are restricted from food and drink. When preparing a room for a meeting, please note that no open flames, candles, balloons, glitter, sparkles, confetti, etc. are permitted. NOTE: Indoor fire sprinkler activation and subsequent damage to the Chamber building, furnishings and technology will the total liability of the renter.

All beverages must be emptied into sink before disposing of cups in trashcans. Trash will remain in trashcans until removed to dumpster. Caterers are not allowed to use garbage disposal - all food, drinks and rental items must be removed from Chamber immediately following event. Renter must stay with caterer until cleanup is complete. Special Note: Alcoholic beverages will only be served at after hours meetings. Alcoholic beverages may only be served for one hour. Only caterers or renters with a special events alcohol insurance rider may serve alcoholic beverages. No red wine, merlot, blush, strawberry daiquiris or margaritas, kool aid, red punch or tomato juice allowed.

Caterers which provide on-site staff must have a proof of both liability insurance and workmen’s compensation for a minimum of $2,000,000 and must include the Chamber as an additional insured.

Technology

The outdoor Daktronics video screen will only be used for Chamber-related events. The screen cannot be used for commercial advertisements. Screen messages that are used for non-chamber announcements that are directly related to the Chamber mission must be pre-approved by the Chamber CEO. No recognition of individual sponsors of non-chamber events is allowed on the screen.

The inside screen may be used for PowerPoint “Welcome” messages at an additional cost to the renter. A minimum $75 charge is required for this service, with the development of special graphics for the screen charged at $50 per hour by Chamber staff.

AT&T Auditorium
(*also applies also to Paul H. Harvel Exeuctive Briefing Room)

• No equipment allowed on stage floor
• Only soft soled shoes on stage
• No alteration of light settings – pre-set lighting only*
• No alteration of existing technology Do not touch rear projection screen Do not place any obstructions near shades*
• Only Chamber employees may operate video-teleconference equipment, multi-media presentation technology, and related technology assets (i.e. shades, lighting, computers and other advanced technology). The employee's time will be billed accordingly. See rate structure mentioned previously.
• All costs associated with teleconferences will be charged to user. When a technology-related test is required prior to a rental event, all related line fees, personnel and costs will be charged to user.
• The use of technology equipment will be charged on a fee basis equal to the going market rate.

For more information, Kim Shumpert (Executive Assistant; Manager, Facilities & Events), 501.377.6010.