Events

Policies and Procedures

All pertinent policies and procedures will be outlined in a signed agreement to host your event on campus. Below is a list of important policies and procedures to consider when choosing Hendrix College to host your event.

Facilities and Services Agreement

A signed agreement between the College and the event organizer is required before any spaces or services can be reserved or guaranteed. This agreement will outline basic event details, spaces reserved, services provided, compensation rates, etc.


Insurance & Liability

At the discretion of the College, some groups may be required to provide proof of comprehensive general liability insurance for the event.


Scheduling Procedures

All events that utilize campus space must be recorded in the College's Master Calendar before any service-related requests can be coordinated or agreed upon. Our staff will check availability in the Master Calendar and make the proper reservations.


Billing/Charges

After the event is completed, a bill will be sent listing all applicable charges. Sometimes, Dining & Catering Services bill separately depending on the event. It is expected that the bill will be paid within 30 days of its issued date. Bills that are not paid within 30 days of the issued date may be subject to penalties including loss of reservation privileges and/or penalty fees.


Reservation Cancellations/Deposits

The College may require a deposit for some events in order to confirm the reservation and guarantee services. Any required deposits will be outlined in the signed agreement. For events with a required deposit, the following cancellation policies apply:

  • 50% refund of deposit - If cancellation notice is received more than 30 days prior to the earliest reserved date.
  • No refund of deposit - If cancellation notice is received less than 30 days prior to the earliest reserved date.

Supervision

External groups and events take full responsibility for the actions of any event-related guests on campus. Sufficient supervision must be provided at all times. This includes adequately trained adult chaperones for any minors who are in attendance.


Security

Hendrix Public Safety is available 24 hours a day to respond to emergencies, and trained officers routinely patrol campus to monitor security. To contact Public Safety, call 501-450-7711. If there is a serious emergency that requires immediate attention, we encourage you to call 911.


Smoke-Free Campus

Hendrix is a smoke-free campus. Tobacco products and vaping devices are prohibited from use on the Hendrix College campus including parking lots, grounds adjacent to buildings, and athletic fields.