University of Arkansas at Little Rock
Policy Name: Use of University Facilities
Policy Number: LR 703.4
Original Effective Date: October 15, 2019
Most Recent Revised Date: September 22, 2026
Reason for Policy
This policy is required to comply with Act 184 of 2019, University of Arkansas Board of Trustees Policy 705.1, and University of Arkansas System Policy 715.1.
General Principles
The University of Arkansas at Little Rock has an obligation to its students and the larger society of which it is a part to provide the fullest opportunity for a free exchange and critical evaluation of diverse viewpoints. This means freedom to teach, freedom to learn, freedom to discuss, and freedom to expose ideas to the critical analysis appropriate to the university setting. In order to accomplish its mission, the administration, faculty, and students have a continuing responsibility for preserving the properly directed use of the University’s facilities in a manner consistent with applicable law and policies of the University of Arkansas Board of Trustees. This policy on Use of University Facilities establishes the requirements and procedures for members of the campus community, as well as non-University entities, to reserve and utilize areas of the University of Arkansas at Little Rock campus. Academic and other official University functions will take precedence over facility reservations pursuant to this policy.
For purposes of this policy, members of the campus community include colleges, schools, departments, and other University organizational units; faculty, staff, and administrators; University-related foundations and the University alumni association; enrolled students and registered student organizations (RSO’s); and their respective invited guests. Non-University entities are those individuals or organizations who are not members of the campus community or the invited guests of members of the campus community.
The University’s dedication to the spirit of free inquiry requires the examination and evaluation of controversial viewpoints but obviously does not require the endorsement of such viewpoints. Divergent points of view must be recognized but at the same time kept within a framework of orderly conduct in accordance with human dignity, respect for the individual, and the responsibilities of the University. The University is not available for exploitation, and special interests out of harmony with its educational objectives are not to be served. This policy is consistent with Board of Trustees policy 705.1 and University Systemwide Policy and Procedures 715.1, and is a related policy to LR 518.3, Free Speech and Expressive Activities.
Procedures for Use of University Facilities
This policy applies to the reservation of University facilities, which may involve payment of rent or other fees where indicated. While these procedures are consistent with the University’s policy on spontaneous free speech, please see LR Policy 518.3, Free Speech and Expressive Activities, for information about spontaneous or planned expressive activities in the outdoor and indoor areas designated as Campus Fora.
The University maintains a list of the areas on campus, including the William H. Bowen School of Law and UA Little Rock Downtown, that are available for members of the campus community and non-University entities to reserve.
Indoor Areas
The University’s indoor areas available for reservation are linked here, along with a brief description of the area, the applicable rental fee, and the campus officials responsible for reservations of that area.
Generally, members of the campus community may reserve a designated indoor area by submitting an appropriate Reservation Form online. The Reservation Form will indicate the individual or group making the request, the area requested, the date and time for the reservation, and a description of the purpose of the reservation.
The request will first be screened to determine if the area is available on the date and time indicated. The requester will be notified if the area is unavailable. If the area is available, the request will be forwarded to the campus officials responsible for considering reservations in that area, as designated by the appropriate Vice Chancellor. The request will be reviewed for consistency with this policy and if approved, added to the calendar of upcoming campus events. As a condition of submitting the Reservation Form, members of the campus community must agree to abide by all UA Little Rock policies for facilities use, and to pay any fees required to reserve the area in question.
Reservations of some indoor areas involve additional, specific procedures. These areas include, but are not necessarily limited to, the Donaghey Student Center, the Jack Stephens Center, the Bailey Alumni and Friends Center, the Friday Courtroom at the Bowen School of Law, and UA Little Rock Downtown. When a Reservation Form requesting one of these areas is received, a designated campus official will contact the requester. Procedures and restrictions for these areas, including terms of applicable rent agreements, must be followed.
Outdoor Areas
The University’s outdoor areas available for reservation are linked here, along with a brief description of the area, the applicable rental fee, and the campus officials responsible for reservations of that area.
Generally, members of the campus community may reserve a designated outdoor area by submitting an appropriate Reservation Form online. The Reservation Form will indicate the individual or group making the request, the area requested, the date and time for the reservation, and a description of the purpose of the reservation.
The request will first be screened to determine if the area is available on the date and time indicated. The requester will be notified if the area is unavailable. If the area is available, the request will be forwarded to the campus officials responsible for considering reservations in that area, as designated by the appropriate Vice Chancellor. The request will be reviewed for consistency with this policy and if approved, added to the calendar of upcoming campus events. As a condition of submitting the Reservation Form, members of the campus community must agree to abide by all UA Little Rock policies for facilities use, and to pay any fees required to reserve the area in question.
Reservations of some outdoor areas involve additional, specific procedures. These areas include, but are not necessarily limited to, the Trojan Way, Library Plaza, and the Patio of the Bailey Alumni and Friends Center. When a Reservation Form requesting one of these areas is received, a designated campus official will contact the requester. Procedures and restrictions for these areas, including terms of applicable rent agreements, must be followed.
Faculty and Staff; Affiliated Organizations
A member of the faculty may invite outside speakers to participate in a class, conference, or institute that is a part of the University educational program, subject to any campus policies governing such activities. Any college, school, department or other organization of the faculty or administration, any organization composed exclusively of University faculty and staff members, any scholarly organization whose membership includes University faculty, and any affiliated organization that exists solely for the benefit of the University may use University facilities to hold meetings, subject to applicable campus policies. Any use of University facilities for fundraising involving faculty or staff must benefit the University and is restricted to official University units and recognized supporting organizations.
Student Organizations; Informal Student Use
Any registered student organization (RSO) may use University facilities for meetings, performances, and other organized activities subject to this policy as well as other policies specific to RSO’s, including LR 504.3, LR 504.5, LR 504.6, LR 504.9, and LR 504.10. In order to reserve an indoor or outdoor area pursuant to this policy, representatives of an RSO must first submit an Event Form through Trojan Engage. The UA Little Rock Student Experience Center will review the Event Form, including the description of the proposed event and event attendees, for consistency with the RSO’s approved purpose and campus policies to RSO’s. RSO events receiving initial approval from the Student Experience Center will be granted final approval when the RSO has confirmed that the area requested is available on the proposed date and time.
An RSO may not be denied the use of a University facility for meeting or speaking purposes based solely upon the organization’s expression. In addition, RSO use of a facility for meeting or speaking purposes may not be denied based solely on an RSO’s requirements that members affirm and adhere to particular sincerely held beliefs or principles, that members comply with the RSO’s standards of conduct, or that members further the organization’s defined mission or purpose. Any restrictions must be reasonable time, place, and manner restrictions and must otherwise comply with Arkansas Code Annotated 6-60-1005. Restrictions must advance a significant interest of the institution and must not restrict expressive activity more than is reasonably required to meet the institution’s interest.
Publicity and communications concerning any meetings shall clearly identify the sponsoring organization and shall carefully avoid any stated or implied University sponsorship. In all open meetings at which an off-campus speaker will speak, the RSO’s approved advisor shall be present, and there will be an opportunity for questions.
An invitation to a speaker does not necessarily imply approval or disapproval of the speaker or his or her views by either the University or the student organization.
In case a request for the use of a University facility by an RSO cannot be granted, it is the responsibility of the University official to whom the request was made to notify promptly in writing the RSO making the request and state the reasons for the denial. See UA Little Rock policies LR 504.3, LR 504.4, LR 504.5, and LR 504.6 for information on permitted RSO activities.
RSO’s may solicit membership and dues at meetings. Charitable events consistent with the RSO’s approved purpose may be conducted by an RSO on its own behalf in compliance with campus policies. This policy shall be interpreted according to the University’s educational mission of encouraging students to engage in expressive activity as part of their preparation for lifelong responsible citizenship.
Non-University Entities
The facilities of the University exist for the primary purpose of supporting and furthering the University’s educational mission. The use of facilities of the University may be extended to non-university entities only when that use is consistent with the University’s educational mission, including research, administrative, and recreational activities, and such use will not interfere with the educational activities of the University.
A request for the use of University facilities by a non-University entity should be made through the appropriate Reservation Form as indicated above. The evaluation of the appropriateness of a particular use of facilities by a non-University group or organization may include the following criteria:
- Relevance and contribution to the overall educational mission of the University and the needs of individual departments, divisions, or units.
- Availability of suitable space not scheduled for the educational activities of the University.
- Potential for disruption to the University’s educational program, considering the proposed time, location, and attendance at the event.
- Security considerations and responsibility for any costs or damage associated with the proposed use.
- Wear and tear, cleaning costs, and similar facilities maintenance considerations.
- Compliance with campus, division, or unit procedures for requesting access to facilities and other applicable campus policies and governing law.
- Evidence that the non-University group has procured insurance required by the University, if applicable.
University facilities shall not be used by non-University groups or organizations to raise money for political campaigns or for projects that do not further the University’s educational objectives or the mission of the campus, division or unit, as determined by the institution. University facilities may not be reserved by political campaigns or candidates for purposes of a campaign event, such as a town hall meeting or campaign rally. The University will comply with Board Policy 100.7 as to any speeches or debates that the University arranges as an official function. RSO’s must comply with Section D of this policy, and other University policies applicable to RSO’s, as to reservation of University facilities in connection with a political event.
Business Activities and Solicitation
University facilities exist to carry out the University’s educational objectives. Subject to official economic development initiatives of the University and services officially authorized by the University to enhance the educational setting for students, faculty and staff, University facilities may not be used for the conduct of private business activity. As used in this policy, private business activity includes commercial transactions for profit. Private business activity does not include retreats for employees of a private business, to the extent University facilities for such events are reserved consistent with this and other applicable policies.
Any uninvited private business solicitation, including any private fundraising activity, in University facilities or on University grounds is prohibited. To the extent that a campus, division or unit allows any business solicitation, that campus, division or unit shall establish appropriate policies or procedures, which shall include the designation of the campus official authorized to handle any requests. UA Little Rock is authorized to establish policies governing student entrepreneurial activity connected to the University’s educational program.
General Requirements
Those requesting reservations must agree to be financially responsible for all costs pertaining to the reservation, including but not limited to security costs, cleanup, or damage to University property associated with the event organizers and invited or expected attendees. Moreover, if warranted by the nature of the event, the University may require a requestor to obtain appropriate insurance coverage and/or to indemnify the University, its officials and employees for any claims pertaining to the use of the University’s facilities.
Members of the campus community are expected to utilize the space reservation process to facilitate orderly and coordinated use. Unless otherwise authorized in writing, all reservations under this policy are to take place between normal business hours of 8 a.m. to 5 p.m. The University may approve specific activities to occur outside normal business hours.
Subject to other provisions of this policy, members of the campus community with a reserved space will have priority over others seeking to use an area during the scheduled time period for an expressive activity. However, this policy does not prevent, or require reservations for, spontaneous and contemporaneous gatherings of members of the campus community to assemble, speak, and distribute literature in outdoor locations that are generally accessible to the campus community, that are not already reserved for another activity, and that do not materially and substantially interfere with other University activities. Such gatherings are expressly allowed, subject to all other provisions of this and other applicable University policies. Members of the campus community engaging in spontaneous gatherings may be requested to furnish identification to confirm their official association with the University or documentation of invitation. See LR Policy 518.3, Free Speech and Expressive Activities, as to conducting spontaneous expressive activities in a designated Campus Forum.
Sound Regulations for Approved Events
University entities and non-University entities must respect others’ rights by not creating noise disturbances on the campus or around residences, consistent with this policy and LR 504.7 (Sound Amplification Devices on Campus). Specific sound regulations apply to outdoor campus events that may potentially cause noise disturbances regardless of whether or not amplified sound is used (e.g., outdoor music performances). Further, indoor events must not disrupt other activity within a facility.
Absent a written waiver from the University, events held on campus must abide by the following sound regulations:
Amplified audio equipment is prohibited at events during the hours between 10:30 p.m. and 7 a.m., Sunday through Saturday. After 7 a.m. and before 10:30 p.m., the volume of outdoor events shall not exceed 90 decibels, and the volume of indoor events shall not exceed 85 decibels.
Noise Complaint Procedures:
If a complaint is registered with the University, decibel levels will be measured by the UA Little Rock Police Department from the location of the activity as well as at the source of the complaint to assure compliance with approved levels. An attempt will be made to work cooperatively with the event organizer in assuring approved sound levels. Subject to all other provisions of this policy, if cooperation by the organizer does not occur or if approved sound levels are not attained, as determined by the UA Little Rock Police Department, the event may be terminated.
Security for Events
If a planned event is expected to have 100 or more people in attendance; or if a security assessment is requested by a University official; or if otherwise requested by the event organizer; the Registration Form shall be referred to the UA Little Rock Police Department to conduct an assessment of potential security needs. If the Chief of Police or designee recommends that security be provided for the event, the UA Little Rock Police Department will provide a brief description of the expected security presence and estimated additional cost of security, if any, which shall be the responsibility of the event organizer as a condition of approval of the reservation.
Additional Procedures Applicable to Reservation of Facilities
Organizer Presence Required
The event organizer must be present throughout the event. RSO events must be attended by an advisor approved by UA Little Rock for the RSO. The event organizer must have a copy of the approved Reservation Form for the duration of the function and present the form (in hardcopy or electronically) to the UA Little Rock Police Department if requested. An event may be terminated for failure to present the approved Reservation Form upon request.
Impact on Regular Operations
Activities must not create unreasonable safety risks or materially disrupt vehicle traffic or pedestrian traffic, or scheduled University programs or events. Activities must not block free passage of walkways, building entrances, or other common areas or impede regular operations of the University, and must not disrupt the productive and efficient operation of the instructional and work environment.
Prohibited Conduct
Expression that is obscene, defamatory, or consists of fighting words or threats of physical harm, incites imminent lawless action, or is otherwise not entitled to First Amendment protection is not permitted. Prohibited conduct includes adult-oriented performances as defined by Ark. Code Ann. §14-1-302(26).
Non-Discrimination
Events must comply with applicable University policies and state and federal laws prohibiting discrimination and harassment, consistent with First Amendment principles.
Alteration of University Property
Alteration or physical modification of property owned or leased by the University is not permitted in connection with a facility reservation. Glitter and confetti are prohibited. Other temporary decorations, including helium balloons, must be pre-approved by the campus officials responsible for events in that indoor or outdoor area. Any group or individual that causes damage to University property must pay any charges necessary to return the property to its original state; University employees, students, or RSO’s may also be subject to disciplinary action.
Relationship to University
Consistent with Board of Trustees Policy 100.7, no person engaging in expressive activity may represent or give the impression that the person or organization is speaking on behalf of the University, including through the use of the University name, marks, images, or logos, unless approved in writing under Board Policy 100.7. Communications regarding an event may factually state the University location for the event, but shall not state or imply University sponsorship or endorsement of an event unless it is in fact conducted by the University.
Publicity, Handouts, and Printed Materials
All publicity for an approved event, including handouts and printed materials as well as digital content, is governed by University policies and procedures including the UA Little Rock Brand Guide. Questions should be directed to the Office of Communications and Marketing.
Temporary banners and signs to announce approved events and student activities conducted by members of the campus community may be permitted by the University official responsible for the facility or outdoor area in question, in conjunction with the Associate Vice Chancellor for Facilities Management. Banners at any campus location affixed without approval are subject to removal and disposal without notification.
Handouts and printed materials to announce approved events shall not be taped or otherwise affixed to campus elements (walks, trees, light poles) or site furnishings (trash receptacles, benches). Handouts and printed materials are permitted in designated interior spaces such as bulletin boards, and in designated outdoor spaces such as kiosks. Handouts and printed materials taped or otherwise affixed to inappropriate campus locations are subject to removal and disposal without notification.
Yard signs to announce approved events must be 24 inches by 24 inches or less. Except for official yard signs placed by University academic and administrative offices, signs may be placed no more than ten days in advance of the approved event, and must be removed within 48 hours after the event. Yard signs placed in violation of this policy are subject to removal and disposal following reasonable attempts to notify the event organizer.
Subject to all other University policies, chalking on sidewalks using water-soluble chalk to announce approved events is permitted. Under no circumstances is chalking permitted on the Trojan Way, Library Plaza, Bailey Alumni and Friends Center patio; or on buildings, walls, roadways, parking lots, or decks.
Revised Dates: 09/2026; 09/2019
Source: UA System Office
Status: Active
Originator: Vice Chancellor of University Affairs
Custodian: Vice Chancellor of University Affairs and Office of the Dean of Students