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

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

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
  • Elizabeth House available for Guest of  State
  • Harding Centennial Fountain
  • McCastlain Hall  – Ballroom and Fireplace Room
  • McAlister Hall – Mirror Room
  • UCA Downtown

They will assist with scheduling for the following

  • Irby Brickyard
  • Lawns
  • Old Main Steps/Alumni Circle

Contact Darrell Walsh darrellw@uca.edu for the following spaces:

  • Farris Center and Hall of Fame Room

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.

Ferguson Chapel

This is scheduled through Virtual EMS.

This space is located between the outdoor amphitheater and  Harrin Hall.  This is the area for free speech.

Reynolds Performance Hall

Rosalyn Williams – (rrosalyn1@uca.edu)

Reynolds Facility Regulations and Fee Schedule

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.

Food waivers are available for some events. However, they are the exception.  Please contact Ashley Bennett, abennett@uca.edu 

Catering:

Cheryl Cox (cox-cheryl@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

Justin K. Hoadley – Special Events Coordinator

Decoration assistance for UCA campus events may be requested through Justin (justinh@uca.edu; 501-852-0162)
Final approval will be given by the Chief of Staff, Amy Whitehead

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

Misc Contacts

Cale Emmett – Moving (cemmett@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