The Arkansas Studies Institute (ASI) has four meeting spaces, which are free and open to the public. Meeting space must be booked in advance by emailing BCMeetingRooms@cals.org.
No library facilities may be used for the immediate point of purchase to sell goods, merchandise, or services, or to directly or indirectly promote a business enterprise or to solicit clientele. The facility may be used for fund-raising by organizations with a 501(c)3 status, candidates for political office, or persons involved in issue-oriented campaigns, provided they submit appropriate documentation.
With the exception of after-hours social events (see guidelines below), all rooms in the Arkansas Studies Institute are to be used for non-social meetings during normal hours of operation. For bridal/baby showers, or other casual social events, please contact the CALS branch libraries.
To reserve any of the rooms in the Arkansas Studies Institute, located at 401 President Clinton Avenue in Little Rock’s River Market District, you will need to have this Meeting Room Registration Form on record with the ASI staff. Arkansas Studies Institute meeting room hours are 9:00 a.m. until 5:45 p.m., Monday through Saturday. There is no access to the building before 9:00 a.m., so please allow for adequate time to set up before your meeting start time. All regular meetings must end 15 minutes prior to the meeting room’s closing time.
Meeting room features are as follows:
After-Hours Social Events
After-hours events at the Arkansas Studies Institute (ASI) building of the Central Arkansas Library System (CALS) require additional security and staffing, with the following requirements.
Fees: CALS will charge the following for after-hours events at the ASI building, based on the length of time of the event:
There will be a minimum fee of $1000, which covers use of the facility and additional security from 6:00 – 8:00 p.m. Each additional hour when guests are present will cost $200. Each hour required for cleanup after guests leave will cost $100. For example, an event which starts at 6:00 p.m. (see Time Available, below) and ends at 10:00 p.m. and requires an additional hour for cleanup would cost the $1000 basic fee and an additional $400 (2 hours X $200) plus $100 (for cleanup), for a total fee of $1500. If you would like gallery staff to be available so purchases from the galleries can be made, you will pay an additional $75 per hour for staff.
CALS reserves the right to limit access to the galleries and Concordia Hall to protect certain exhibits from potential damage. Although the ASI building has multiple entrances, only one will be available during the event, and that must be approved by CALS security. Users are responsible for confirming the ingress/egress door for their event when submitting their contract.
Once a date has been determined, the person renting the facility will be required to complete a contract and apply half the fee toward the total fees as a retainer. Complete payment must be made at least two weeks prior to the event. All fees are payable to CALS.
Time Available: Receptions may not begin until at least 6:00 p.m.. Clean-up must be completed and everyone must be out of the building by the time agreed upon in the contract. Allow 1 to 1 ½ hours for cleanup. Users are responsible for all setup. Access to the meeting rooms can be made available for this purpose during normal hours of operation (9:00 a.m. to 6:00 p.m., Monday through Saturday). Users are responsible for booking setup time when booking events. Events scheduled to take place in the public spaces (galleries and Concordia Hall) may not impede public space until after 6:00 p.m.
Furniture and Equipment: Furnishings available include classroom-style tables and chairs and an AV system in Rooms 124 and 110. Linens, decorations, or other equipment are not provided. There are no prohibitions on renting equipment to bring in for events. However, it will be the user’s responsibility to arrange for pick-up by the conclusion of the event. Personal or rented items may not be left overnight.
Clean Up: Users are responsible for returning all furnishings to the storage closets, clearing out all rented equipment, and leaving the entire facility – including warming room, bathrooms, and all flooring and surfaces – clean and free of debris or spills. Users assume full responsibility for any damage to the room or equipment. Misuse or abuse of library property will be prosecuted. CALS will not be responsible for any items left in the facility.
Catering Requirement: A professionally accredited, licensed caterer of your choice is required to be in charge of all food, alcohol, and other beverages. Self-service of alcoholic beverages is prohibited.
Decorations: The use of confetti, tape, or staples on any surface is prohibited. Nothing may be hung from the ceiling. Wall decorations may be hung only on the existing hooks that are provided. No candles, fires, pyrotechnics, smoke or bubble machines may be used.
Security On Site/Library Parking Lot: Users can expect CALS security to greet guests as they enter the lot, direct them to the building, and lock up at the end of the evening. Users can expect use of all available spaces for their guests in the library parking lot during the event. Parking in the library lot is limited, there are fees to use the library lot, and parking spaces are not guaranteed to be available. The area around the Arkansas Studies Institute building includes street parking as well as two parking decks.
Statement of Liability: Users are responsible for ensuring that only their guests enter the building for after-hours events. Users assume full responsibility for any illness or injury resulting from the event, including food poisoning and alcohol over-consumption, and for loss or damage of property of any guest or other person at the event. The user also assumes full responsibility for damage to or theft of CALS’ equipment and/or other property of CALS caused by anyone entering the premises as a result of said event. The user will compensate CALS for such damage or theft.
Floor Plans of the Arkansas Studies Institute
Click any image to enlarge.
Arkansas Studies Institute | 401 President Clinton Avenue | Little Rock, Arkansas 72201 | 501.320.5700
Housing the holdings of the UALR Center for Arkansas History and Culture & the Butler Center for Arkansas Studies