Policies & Procedures
State and Local Tax Requirements
State and County Sales Tax (7.5%) - Any and all retail sales are subject to state and county sales tax. An additional (1%) Rental Tax for equipment rental (i.e. Audio Visual, etc.). Any person, firm, corporation, partnership, or other entity that has a Wholesale Permit or other Sales Tax Exemption Number is exempt from collecting and paying state and county sales taxes. Religious and other non-profit organizations are not exempt from paying state and county sales taxes. State and County Sales Tax permit must be obtained from the following Department:
Sale and Use Tax Section
P. O. Box 1272
Little Rock, AR 72203
(501) 682-7104
City of Little Rock Business License – Shows or exhibitions by any group, organization or company sponsoring a function including, but not limited to, public attended, profit-making, ticketed functions will be subject to paying the City of Little Rock Business License. Information regarding the City of Little Rock Business License may be obtained from the Event Coordinator. City of Little Rock Business License must be paid directly to:
City of Little Rock
City Collector’s Office
Room 100, City Hall
Little Rock, AR 72201
(501) 371-4566.
Move-In and Move-Out
Move-in/Move-out time is a fee of one half (1/2) the full rental rate and may not exceed the total number of show days. This includes set-up/tear-down time for service contractors.
Overtime Charges
Overtime rates if functions extend from Midnight to 6:00am
- Exhibition Halls and Ballroom - $300.00 per hour
- Meeting Rooms - $100.00 per hour
Opening and Closing Time
The Licensee is required to provide Center Management with a list of events and the scheduled times for their functions so we may schedule personnel to open and close the building accordingly. If there are no scheduled events in the building, the building will be closed. Overtime may be charged if the event goes past the scheduled ending time.
Deposits
Deposits will be the sum of the total rental and will be due at the same time as the signed contract unless Center Management decides circumstances predicate a special deposit or due date. Center Management reserves the right to require full deposit including all extra charges on first time Licensees, Licensees who have had past delinquent accounts and customers who book functions within three weeks prior to the event. Signed contracts must be returned to the Center 30 days from the date the contract was sent for the agreement to be valid. A CASH Security/Damage Deposit of up to $ 25,000.00 may be required of a Licensee upon signing the contract.
Liability Insurance
Licensee shall procure prior to and maintain during the License term the following types and minimum limits of insurance from companies acceptable to the Commission. In no event shall an insurance company have a rating of less than A, VIII. Limits of Commercial General Liability and Legal Liability should include: $2,000,000.00 general aggregate, $2,000,000.00 products-completed operations; $2,000,000.00 personal and advertising liability; $1,000,000.00 each occurrence; $ 300,000.00 fire legal liability. The Commission and City of Little Rock shall be named as Additional Insured on such policies and Licensee shall provide Center Management with evidence of such insurance at least 30 days prior to occupancy as provided herein.
If Licensee does not have this insurance coverage in place, special events insurance may be acquired to cover the dates of the event at the rate of .156 cents per attendance day per delegate subject to a minimum premium of $ 50.00 per event. The Event Coordinator can arrange special coverage if needed.
Damages
The Licensee shall not nail, screw, or fasten anything to the floors or walls without prior
Center approval. The Licensee will be held responsible for any damages to Center
property caused by Licensee, Licensee’s agents, employees, servants, patrons, and
guests with the exception of ordinary use and wear.
Fire Regulations
The Center is a public building and all City and State Fire Regulations must be adhered
to at all times for the safety of you, your exhibitors, and the public. No exits may be
blocked or locked. Easy access to all equipment and storage areas must beFire Regulations
The Center is a public building and all City and State Fire Regulations must be adhered to at all times for the safety of you, your exhibitors, and the public. No exits may be blocked or locked. Easy access to all equipment and storage areas must be maintained. This must be considered when mapping exhibit layouts, etc. The Center Management prior to finalizing booth layout and sale of booth space must approve exhibit layouts.
Smoking
Arkansas Code Ann. § 20-27-1803 prohibits smoking in public places.
Room Set-Up Specifications
Changes to room set-ups will be made at the request of contact person only, not attendees or exhibitors. Lighting and moveable wall changes should be requested through the Event Coordinator and should be agreed upon prior to the event. During the event, moveable walls may be opened and closed by Center personnel only. Meetings may be displayed on the marquee, but the Center has discretionary control over the messages displayed. Center Management reserves the right of access to any space at any time. Heavy plastic material, must be placed on the floor during events, shows and demonstrations, that will be cutting hair, using harsh chemicals, using soil, water, or any other landscaping materials.
Banners
The Center’s goal is to accommodate a request to promote events with interior signs, banners and other forms of promotional advertisements. The following guidelines are designed to protect the interest of all users of the facilities and maintain an appropriate building environment. These guidelines do not apply to floor installations by individual exhibitors within exhibit booths.
- Banners and signage may be hung inside any contracted room. Common areas are shared space and signage placement must be approved by the Event Coordinator or the Manager on Duty.
- Masking tape, ticky tack and small push pins are the only materials allowed to hang banners inside the building.
- Banners, signs and/or other materials may not be nailed, stapled or otherwise fastened to ceilings, doors, walls, glass, columns, or painted surfaces.
- Banners and signage are not allowed on any windows or glass.
- Banners and signage are not allowed inside the Music Hall or Music Hall foyer.
- The facility permanent directional signs or graphics may not be obstructed in any manner.
- Signs are not allowed to be attached to electrical lighting conduits, utility pipes or sprinkler systems.
- All beam structures or other painted surfaces must be covered with protective material before wire, cable, or cords are attached to prevent damaging the painted surface.
- Each guest must provide needed easels or rent easels from the facility at a rate of $10 per day.
- Convention Center staff will hang banners at a charge of $20 per banner; guests may hang their own signage in appropriate areas at no charge.
- Any banners to be hung outside of the building must be done by Convention Center staff at a charge of $20 per banner.
- All signage must be completely removed by the end of the last contract day.
Decorations
All decorations, including tablecloths, must be approved by Center Management in order to adhere to safety and fire regulations. All property of Licensee must be removed immediately following the event unless prior consent of Center Management has been obtained. Licensee must provide all necessary labor, supplies, tools, and equipment for the installation of decorations. Casual labor and use of the personnel lift may be taken so as not to damage or deface Center property. Staples, pins, and tape are not allowed on the Robinson Center Exhibition Hall drapes. Any open flamed decoration must be pre-approved by Center Management and the City Fire Marshall. The use of glitter, confetti, Easter grass and decorations of this nature are allowed in our facilities but are subject to a clean up fee. Helium Balloons are also welcomed but are subject to a clean up fee if they are released into the ceiling with out being retrieved prior to Licensee’s departure.
Copyright Infringement
The public performance of any copyrighted music is subject to the 1978 United States Copyright Law. The Licensee is responsible for paying any and all fees and/or licenses for such copyrighted material to be presented at the function. The Licensee, if requested, must provide Center Management with proof of payment that such fees and/or licenses have been paid.
Convention Services Company
Convention Services companies are available in the Little Rock area. The Center, upon request, will provide customers with a list of such companies. The Center is not affiliated with any convention services company and cannot make recommendations. If a convention services company has been chosen, the company must provide the Center proof of insurance before conducting business in the facilities. After a convention services company has been established for an event, the customer must use their services for rental of tables, chairs, or any other equipment required in the exhibit booths. Individual exhibit booth janitorial service may be arranged through the convention services company at a nominal charge.
Heating, Ventilation, and Air Conditioning
HVAC is provided during show hours only. HVAC is not provided on move-in or move-out days unless, in the opinion of Center Management, extreme weather conditions warrant it (heat only). Room temperature adjustments are made at the request of the contact person, not attendees or exhibitors.
Storage
The Convention Center does not have storage areas available for equipment belonging to Licensee or Licensee’s agents. Therefore, shipments of exhibit booths and exhibit materials cannot be accepted prior to the scheduled move-in day. If shipments arrive prior to the move-in day and if no arrangements for consignment have been made, the Center, at the exhibitor’s expense, will send the shipment to a storage warehouse to redeliver on the move-in day. The exhibitor will be notified regarding the arrangements made on his shipment. The Licensee (not the Exhibitor) will be responsible for making sure all
shipments or property of Licensee or Licensee’s agents are removed from the Center premises by the end of the move-out time.
Loading and Unloading
Vehicles, as large as tractor-trailer rigs, may be driven directly into the Governor’s Exhibition Hall for loading and unloading. If a forklift or other heavy equipment is necessary for move-in and move-out of exhibit materials, the Licensee must make arrangements with the convention services company or Center Management prior to move-in. Center requires, Part-time Security to assist with traffic control during move-in and move-out, at Licensee’s expense. Limited dock space is available and must be arranged prior to move-in and move-out. A non-passenger material lift is available for use when moving freight to and from Statehouse Convention Center Ballroom. Freight may not be moved on the escalators.
Parking
The Little Rock Convention and Visitors Bureau operates three Municipal Parking Decks which accommodate public parking within walking distance of Robinson Center and the Statehouse Convention Center. They are found at the following locations:
Spring and Markham, (under the Doubletree Hotel next to Robinson Center)
2nd and Main, (1 block up from the Statehouse Convention Center)
2nd and Commerce, (in the River Market District)
There are also several hundred on-street parking spaces available within walking distance.
Parking of Large Vehicles
There is no on-site parking available for large trucks or buses. Arrangements must be made prior to move-in time for parking of large vehicles. Only display vehicles may remain in the building during event hours provided that:
1) Vehicles must remain stationary;
2) Hot lead battery cable must be disconnected;
3) Fuel caps must be taped shut or have a locking cap;
4) Plastic material must be placed underneath the vehicle;
5) Fuel tanks must have less than ¼ tank of fuel.
Janitorial Service for Exhibits and Trade Shows
Normal janitorial service will be supplied at no cost in all aisles, halls, and other access areas. Individual exhibit booth janitorial service may be arranged through the convention services company at a nominal charge. The Center is not responsible for cleaning or vacuuming any carpet provided by the convention services company.
Casual Labor
Full-time Center personnel are not available to hang decorations, banners, signs, etc., or to assist in loading and unloading. If casual labor is necessary, the Center can provide personnel upon appropriate advance request at a nominal charge through the Event Coordinator.
Utility Service
Licensee or the Exhibitor will be charged for utilities at the current rate (see Rates for Equipment and Services). The Licensee will provide Center Management with a list of their exhibitors, their addresses, phone numbers and e-mail addresses (if available). The Center will then send each exhibitor a copy of the utility order form to fill out and return to Center Management prior to his or her show.
The Robinson Center is able to provide Shore Power for up to 3 buses (associate with the Licensee’s event) this will need to be pre-arranged by the event coordinator for a nominal charge.
Security
The Center has part-time security officers available on an extra labor basis and can provide them if requested (see Current Rates for labor charges under Rates for Equipment and Services.) Security officers are required for all functions that serve alcoholic beverages, for all dances and large public-attended events. We follow the accepted standard of one (1) security officer per 200 patrons. A minimum of two (2) security officers will be required for small parties, dances, and any event serving alcoholic beverages. Center Management determines minimum requirements for security. Center Management has the option to increase or decrease these requirements as deemed necessary.
For exhibits and trade shows, a minimum of two (2) security officers will be required in the exhibit area during freight delivery and exhibitor move-in and move-out. Security personnel are recommended to provide controlled egress and ingress to the exhibit area and all hours that exhibit’s are closed. Security personnel may be optional during exhibit hours. The Center and its agents, servants, and employees are not responsible for damage or loss of property belonging to Licensee or Licensee’s exhibitors.
Keys
The Center does not issue keys to anyone except Center personnel. Anytime there is an event in the building, there will be Center personnel on duty (Event Coordinator, Security, and Maintenance) that will be happy to lock or unlock any areas you require. This is for the security of your event and cannot be deviated from for any reason. For a nominal fee, certain key cores may be interchanged with a security/customer core for the duration of an event. Center Management reserves the right to restrict and provide this service on a limited basis.
Telecommunication Services
If a customer desires, telephones and/or Internet can be provided in various areas of Robinson Center and Statehouse Convention Center for their use. Some restrictions apply. Telecommunication Services are provided at an additional cost if requested. Rates are available upon request.
Catering
The Peabody Hotel - Little Rock, has exclusive catering rights on food and beverages served anywhere in the Statehouse Convention Center. The Doubletree Hotel has exclusive catering rights on food and beverage served anywhere in the Robinson Center. When The Peabody Hotel - Little Rock and Doubletree Hotel caters in the Centers, the
Center is responsible for set-up of the tables, chairs, staging, and P.A. system. The hotels are responsible for tablecloths, table skirting, and all table settings.
Paging
Upon request, a microphone may be set up in the Governor’s Hall, Osage, Caddo, Quapaw and Toltec for paging in the Governor’s Hall. Paging system at Robinson Center is restricted to the Exhibition Hall only.
Sound System
Sound system requirements need to be requested through the Event Coordinator prior to your function. If more than two microphones are required or any outside equipment has to be patched into the house sound system, an in-house sound technician will be required.
Music Hall Stage Labor
Little Rock Stage Group, Inc. has an exclusive contract with the Robinson Center Music Hall to provide stagehand labor for the Music Hall stage. The number of stagehands required depends on the event. Please contact the Technical Director at (501) 370-3245 for assistance. The Technical Director has final word on all stage calls and minimum requirements.
Copies, Faxes, and Other Services
Center will make copies at $ .10 per copy up to 500 copies. Copies needed in excess of 500 must be done by an outside service. Fax service is available through the Center Office at a charge of $5.00 for the first page; $1.00 for each additional page. The Center is not staffed to run errands or deliver phone messages to clients, exhibitors, patrons, etc. Clients should designate a representative to check with the administration office for messages. In the event of an emergency we will make every effort to get the message to the proper person.
Signage
The Center will provide up to three (3) directional signs per event (text and arrow) at no charge, if requested and arranged in advance. Other signage to include logos or other graphics may be available for a nominal fee but must be arranged at least seven days in advance of the event through the Event Coordinator.
Tables and Chairs
Rental covers use, set-up and teardown of Center owned tables and chairs except those used for commercial exhibits. Tables and chairs used in commercial exhibits must be obtained through an insured convention services company. If no convention services company is used, tables and chairs may be obtained from the Center at a nominal charge.
Tablecloths/Skirting
Rental includes up to ten (5) tablecloths in small meeting rooms. For Governor’s Halls, Ballroom and Exhibit Hall functions, the Center will provide up to twenty (20) tablecloths at no charge. Tablecloths above and beyond what is provided by the center may be provided for a nominal fee.
All tablecloths used for commercial exhibits should be arranged for through an insured Convention Services Company. Any tablecloths over and above those provided by the insured Convention Services Company will be charged a nominal fee per tablecloth.
Rental includes up to ten (10) tables skirted per event (exclusive of commercial exhibits). This includes, but is not limited to, skirting of tables for registration, head-tables, etc. Additional skirting may be available for a nominal fee if requested and arranged for through the Event Coordinator.
Piano
Robinson Center and Statehouse Convention Center each have a small upright piano that is available at no charge on a first-come, first-serve basis. The Statehouse Convention Center also has a 6ft. Baby Grand Piano available for daily rental. Piano tuning is available if requested at an additional charge. The use of any of these pianos must be requested and reserved in advance through the Event Coordinator.
Ropes and Stanchions
The Center owns a limited amount of ropes and stanchions that are available on a first-come, first-serve basis and must be requested and reserved in advance through the Event Coordinator.
Forklift/Pallet Jack/Personnel Lift/Scaffolding
The Statehouse Convention Center owns one Forklift, one Pallet Jack, one Personnel Lift, and limited scaffolding. These pieces of equipment can be made available to customers at a nominal charge (see Current Rates for Equipment Rental under Rates for Equipment and Services) provided they are not in use for Center purposes. This equipment is available for Statehouse Convention Center customers only and use of these pieces of equipment must be requested and reserved in advance through the Event Coordinator. Since Center use of this equipment must take priority over renting to customers, the Licensee may want to make other arrangements for such equipment.
Dance Floor
The Statehouse Convention Center offers dance floors ranging from 21’x21’ to 45’x45’. The charge for the dance floor is dependent on the size requested and ranges from $100.00 to $250.00. Robinson Center offers an 18’x21’ dance floor at a charge of $100.00.
