Eligibility of Use
Buffalo Alumni Hall and the Center for Alumni Engagement and Philanthropy is available for use by the following:
UCA Alumni Association
Alumni and Friends
Affiliated Groups (UCA colleges, departments or divisions)
RSO’s (with advisor approval)
External Groups
Any group cannot use the facilities for purposes other than for which the reservation was made and was designated on the event form. The UCA Foundation reserves the right to determine eligibility based on the type of group and the nature of the event.
Scheduling Priorities for the Center for Alumni Engagement and Philanthropy
Priority 1: activities sponsored by the Office of the President
Priority 2: activities sponsored by Advancement or Alumni Relations
Priority 3: affiliated groups and RSOs
Priority 4: external groups
Reservation Procedures
All use of the meeting rooms and public areas must be scheduled at least two weeks before the requested date. Inquiries can be made online, by phone (501-450-3197), or by email (mwax@uca.edu). Reservations over a year in advance may not be accepted.
Once the Google Form reservation is filled out, an agreement with your event details and any associated fees will be sent for signatures. All reservations will be made on a first-come, first-served basis based on space availability and compliance with this policy’s guidelines.
Hours of Operation
Buffalo Alumni Hall’s regular operating hours are Monday through Friday from 8:00 a.m. until 4:30 p.m. The building will be closed on all official University holidays. Click here to see UCA’s holiday schedule.
Building Rental and Fees
All events in Buffalo Alumni Hall must be booked through our building administrator. To confirm your reservation, a signed rental agreement and payment must be received.
Tentative reservations, or reservations without payment and a signed agreement, will be honored for no longer than three (3) weeks. If the confirmation requirements are not received by the end of this time period, the tentative reservation will be canceled and the room will be available to other groups.
Security
Organizations, individuals, and university groups may be required to hire a security guard when utilizing Buffalo Alumni Hall. Security will be at the discretion of the building administrator and an additional fee may be required. Please check with the building administrator to see if security is needed for your event.
Liability
Each facility user shall indemnify and hold harmless the UCA Foundation, University of Central Arkansas, and the University of Central Arkansas’ Board of Trustees, and agents and employees thereof, against any and all damages, claims, and liability due to loss of the property of others or any other liability arising out of the use of our Buffalo Alumni Hall facilities. The facility user is responsible for payment of any damages to or loss of the UCA Foundation’s property if it occurred as a result of the preparations or clean up for or during the contracted event itself.
Outside Courtyard Policy
Use of the outside courtyard is restricted to groups that have reserved the space through the Foundation. All guidelines pertaining to the use of the interior rooms of Buffalo Alumni Hall are also in effect for the outside Courtyard. Alcoholic beverages are not allowed beyond the designated boundaries, which shall be marked with signage as necessary.
Food and Beverage
All food and beverages consumed in Buffalo Alumni Hall are preferred to come from and be served by UCA’s contract vendor, Aramark. Additional vendors may provide special occasion cakes.
Alcohol Policy
Alcohol request forms are now required for events in Buffalo Alumni Hall and can be accessed here. This does not apply to Advancement or President’s office events. The university’s overall alcohol policy can be found here.
If the event is approved for the service of alcoholic beverages, the following requirements will govern the service of alcohol at the event:
- The individual or agency sponsoring the event assumes responsibility for compliance with all laws governing the dispensing and serving of alcoholic beverages.
- Please be sure to receive approval from the building administrator before sending out marketing/promotional materials.
- Alcoholic beverages cannot be sold at events.
- Alcoholic beverages should not be served publicly. Service of alcohol should occur indoors or in a covered area, such as a tent with side panels.
- When alcoholic beverages are served, non-alcoholic beverages and food must also be made available to guests.
- Students should not be served alcohol at events, though exceptions may be made in special circumstances.
- If minors are present, bartenders must check IDs to ensure compliance with age restrictions.
- Alcohol may only be served by Aramark employees or pre-approved vendors. Self-serve events are generally not permitted, though exceptions may be made.
- Alcoholic beverages are not allowed outside the designated boundaries of Buffalo Alumni Hall.
- The Foundation reserves the right to control the time and length of an event in which alcohol is served. The Foundation further reserves the right to deny service to individuals and to discontinue the service of alcoholic beverages before the scheduled ending time should the conduct and decorum of the guests or violations of these guidelines or state laws make it necessary to do so. If the Foundation deems it necessary to have security at the event, the sponsor will be required to arrange security through the building administrator at the expense of the sponsor.
Cancellation Policy
In most cases, cancellation fees will not be incurred. Cancellations will be accepted, provided that notification is given in writing to the building administrator. The Foundation reserves the right to charge any costs incurred before cancellation. In cases where an event is canceled but no notification is given to our office, a $50 cancellation fee will apply.
Billing
Acceptable forms of payment include departmental transfers, credit cards, checks, or cash. If paying by check, please make it payable to the UCA Foundation. Payments may be submitted online, by phone at 501-450-3197, by mail or in person.
Fall Schedule
During the fall semester each year (September through November), the Alumni Association hosts pregame events for every UCA home football game. Spaces will not be made available to rent on Fridays and Saturdays during this time of year until the release of the official UCA football schedule. The Alumni Association further reserves the right to cancel or move any booking should the UCA football schedule change, causing a home football game to conflict with said booking. If alternative space/dates are unavailable or unacceptable in Buffalo Alumni Hall, all fees collected will be returned in full. We recommend that planners reserve alternative space for any fall semester Friday/Saturday booking as a backup in case such circumstances were to arise.
Audio-Visual
Buffalo Alumni Hall has some of the latest audio-visual equipment available for use by groups renting the facility. Audio-visual arrangements should be made in advance, preferably at the time the reservation is made. Specific audio-visual capabilities are available upon request. Appropriate staff will be available in Buffalo Alumni Hall at the time of the event should AV issues arise. If any rented audio-visual equipment is not returned, the organization that booked the event will be charged to replace the equipment.
Equipment
Rental equipment (equipment rented over and above items supplied by the Foundation and covered under the contract rental fee) such as tents, dance floors, floral arrangements, linens, extended AV services, and the like must be contracted by the renter but approved by the building administrator.
Entertainment
The UCA Foundation and the University of Central Arkansas reserve the right to deny entertainment and/or music deemed inappropriate. Entertainment plans must be shared with and approved through the event coordinator.
Deliveries
All deliveries for meetings and special events must be arranged with the building administrator. The UCA Foundation will not assume responsibility for items left on the premises by the rental company or facility user.
Parking and Handicapped Access
Several lots around Buffalo Alumni Hall offer convenient parking, including handicap-accessible spaces. Please refer to the map for exact locations.
Advertising and Promotions
All advertising material is subject to the approval of the UCA Foundation before the placement of such advertising. All advertising space on the premises is the exclusive property of the UCA Foundation. If the renting individual or organization advertises, promotes, or sells the event to the general public, said individual or group agrees to clearly identify themselves as the promoter, producer, presenter, or organizer in all their advertising, promotions, and sales and will advertise their event as held at “Buffalo Alumni Hall.”
External groups may not appropriate or make use of the university’s name or any of the university’s trade or service marks or property in violation of copyright laws in their advertising materials. Use of such material must be requested in writing. Prior written authorization must be given before any use of such material, regardless of the mode of transmission.
Decorations
- Decorations may not be affixed to walls, ceilings, or any surface.
- Party decorations and furniture rearrangements in reserved rooms must be coordinated in advance with the building administrator.
- No open flame candles are permitted.
- All types of confetti and glitter are prohibited.
- The UCA Foundation is not responsible for lost, damaged, or stolen articles.
- No posters or banners will be permitted on the building exterior or grounds without the express written consent of the UCA Foundation.
General Policies for Buffalo Alumni Hall Operations
- The University of Central Arkansas is a Tobacco and vape-free campus. A NO SMOKING AND NO-TOBACCO POLICY is in effect inside the building and on the entire campus. Organizers and attendees of events (meetings, conferences, lectures, cultural events, and sporting events) using UCA facilities are required to abide by the policy. Organizers of such events are responsible for communicating the policy to attendees. UCA Police Department enforces the policy, and violators will be ticketed on-site. Read the Policy
- Appropriate standards of dress and behavior will be observed at all times for events held in Buffalo Alumni Hall.
- All groups are responsible for leaving Buffalo Alumni Hall facilities clean and orderly after use and for any damages incurred. An additional cleanup charge may be assessed for meeting rooms/reception areas not left in a satisfactory condition, as determined by the building administrator.
- A representative or employee of UCA must be present in Buffalo Alumni Hall during the times it is occupied. Any complaints regarding Buffalo Alumni Hall and its operation should be addressed to such person.
- If the University is closed due to inclement weather, Buffalo Alumni Hall will also close. Any events booked on that day will need to be rescheduled. If the event cannot be rescheduled, the deposit will be returned to the client.
- Animals are not allowed inside Buffalo Alumni Hall except for those licensed to assist persons with disabilities.
- All persons or groups using Buffalo Alumni Hall must abide by the rules and regulations of the UCA Foundation.
- The UCA Foundation is not responsible for lost, damaged, or stolen articles.
- The removal of any fixtures, furniture, or furnishings from Buffalo Alumni Hall is prohibited unless the building administrator has discussed and agreed upon it in writing.
- All events must conclude no later than midnight (including cleanup and decoration removal).
- Flowers, rice, birdseed, wheat, and other similar materials may not be tossed as you exit either the room or the building.
- No firearms or weapons will be allowed in Buffalo Alumni Hall.