In an effort to make each event flawless, West Virginia State University requires clients specify the details of their desired services in advance of the event. The final number of attendees, not subject to change, must be specified 10 business days in advance of the event date and any charges will be in accordance with this final number. At the completion of each function, the client, or client’s representative, must sign all event documents and any discrepancies in attendee counts and/or services should be identified at that time.
Outside Food Sources
The official caterer for West Virginia State University is Thompson Hospitality. Clients and/or event attendees must contract with Thompson Hospitality for food and beverage services. Food and/or beverages from off-campus caterers or sources are not permitted with exception of wine, spirits and alcoholic beverages.
Alcoholic Beverages
In accordance with WVSU BOG Policy #36, the possession or use of alcoholic beverages is prohibited on property or facilities (including student housing) of WVSU with an available exemption for special catered events in the James C. Wilson University Union and the D. Stephen and Diane H. Walker Convention Center at Fleming Hall with prior written approval of the President or his designees for events meeting an established minimum criteria.
In addition, the West Virginia State University Foundation, a 501(c)3 organization, operates the WVSU Erickson Alumni Center located on campus and maintains a West Virginia Alcoholic Beverage Control Administration liquor license.
Rental Fees
The Rental Fee includes rent, cleaning and preparation of the room, utilities and equipment rental, if necessary. Rental fee also includes basic audiovisual set up as existing on the premises. If a client requires advanced support in addition to the basic setup, the client shall pay University and/or the WVSU Foundation the standard additional fee. Additional costs may be added if additional furniture, equipment, and/or personnel are requested or necessary. The client shall deposit the sum of one-half of the contract amount at the time the rental contract is executed. The University reserves the right to cancel an event for failure to remit the rental fee deposit. The remaining balance of the rental fee shall be paid by the client in full within 30 days following the event date.
Insurance
Each client shall procure and maintain a policy of commercial general liability insurance. The University and/or the WVSU Foundation shall not at any time be liable for damage or injury to persons or property in or upon the University premises.
Cancellation
The client may cancel a scheduled event at any time up to 14 days prior to the commencement date by providing written notice of such election to the University, at no cost to the client. Cancellations made 13 days or less from the scheduled date of event commencement will be charged expenses, on a sliding scale, dependent upon date of cancellation and any expenses incurred by the University, WVSU Foundation and/or its contractors in preparation for the said event. If your event will be catered by the University’s exclusive caterer, please see
Catering for additional requirements.
Security
The client is responsible for securing the reserved areas and equipment during the duration of the planned activity or event. The University may provide additional security, at cost to the client, if warranted or requested.
Damages
The client is responsible for returning the room to its original condition. If any damage occurs to the University premises, or if any repairs or replacements need to be made to the premises as a result of client’s activity or event, the client shall pay for any such damage, repairs, or replacements upon demand by the University.