Event Planning

Using the following tips and links can simplify your event planning. It is important to note that most gathering locations on campus do require a reservation.

Spaces

Centralized Scheduling Office

The Virtual EMS system has information about all areas on campus that are available for online reservation.

For any questions on this process, contact the centralized scheduling administrator.

Student Center Scheduling Office
  • Student Center
  • Student Center Outside Area/Amphitheater/Block/Street
  • The Greens at Donaghey
  • Ida Waldran
  • Student Center Lobby Table

Student Center Scheduling Office website

Facility and Use Regulations for Student Center and Ida Waldran

Event set-up tips:
If you are having a reception with no food, the set-up seating count will reflect confirmed reservation request.

If you are having a snack reception, the set-up seating count will reflect confirmed reservation request and table cloths will need to be requested from Aramark.

If you are serving a full banquet/meal, the set-up seating count (including cloths) will be done by Aramark and reflect the number of meals purchased, unless otherwise specified.

All outdoor space and corridors in Ida Waldran will need to be set up with the Physical Plant.

Contact:

Student Center Scheduling (scscheduling@uca.edu; Lisa Pfrenger 501-852-2524)

Conference Services
  • Brewer Hegeman
  • McCastlain Hall  – Ballroom and Fireplace Room
  • McAlister Hall – Mirror Room
  • Ferguson Chapel
  • Harding Centennial Fountain
  • UCA Downtown

They will assist with scheduling for the following:

  • Farris Center
  • Hall of Fame Room
  • Irby Brickyard
  • Old Main Steps/Alumni Circle
  • Lawns

For UCA Departmental/Internal (includes RSO’s) events use this link

For external (personal/social/non-UCA) events use this link

Crafton Alumni Pavilion

This is scheduled through Virtual EMS.

Located on Bruce Street, at the entrance of Estes Stadium, Crafton Alumni Pavilion can be reserved for outdoor events and activities.

Reynolds Performance Hall

Reynolds Facility Regulations and Fee Schedule

Elizabeth House

Elizabeth House is a single-family home located at 120 Elizabeth, off of Robins St. directly behind the Presidents house. This venue may be reserved for meetings, social gatherings, and overnight guests.  OFF-LINE for 2020-2021 due to the pandemic

Contact: Pam Teague (pteague@uca.edu; 501-852-0162)
Fax – 501-450-5003

Day use – $0
Nightly fee – $100.00 – charged through supplies and services.

College Square

There are two small apartments located behind College Square. These may be reserved for overnight guests if you would prefer for them to stay on campus.

1 Bedroom – $50.00 per night
2 Bedroom – $100.00  per night

Please call 501-327-6227 for further information

Food

AraMark

UCA Catering

Helpful tips:

All events on campus must order food from Aramark unless paid for by a foundation account.

If a department has several events, it is best to have a departmental standing PO on file.  Food purchased under this circumstance will be discounted.  Otherwise, use an individual PO for event food.  Please refer to the UCA Purchasing slide show located on the internal Purchasing page for further instructions.  

Catering:

Thomas “Anthony” Howell (howell-thomas@aramark.com; 501-450-5982)

Cynthia Walls (walls-cynthia@aramark.com; 501-450-5982)

Billing:

Nancy Fulmer (fulmer-nancy@aramark.com; 501-450-3228)

Decorations

Pam Teague is the Director of Special Events

Decoration assistance for UCA campus events may be requested from Pam (pteague@uca.edu; 501-852-0162)

A small fee will be charged to the department through a supplies and services form

Misc Contacts

Dustin Strom – Tables/Chairs delivery and set-up  (dustins@uca.edu)

Matt Tanner – Audio visual equipment (mtanner@uca.edu)

Jamie Booth UCA PD – Reserved parking signs (jboothe@uca.edu)

UMAC Equipment Request – Media/Event and Photography/Video Equipment

Scheduling an event photo shoot