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Jepson Alumni Center

Rental Information and Guidelines

 

Square Footage

Sit-Down Meal*

Buffet Meal*

Reception (no seating)

Theatre

Class-room

Hollow Square

U-Shape

Robins Pavilion

4225

200

200

350

360

189

N/A

N/A

Quigg Conference Room

1008

56

56

60

70

40

30

24

Rosenbaum Conference Room

1008

56

56

60

70

40

30

24

Eskandarian Seminar Room

This meeting room is specifically designed as a conference/board room.  It is pre-set with a conference table and chairs and can accommodate up to 14 around the table with perimeter seating for an additional 14.

Ukrop Gallery

This area is designed as a pre-function area.  It is the ideal location for registration, a reception prior to dinner, or for continental breakfast and breaks.  Maximum occupancy is 200.

Richmond College Library

Located in the Bottomley House, this room is specifically designed as a VIP conference room.  It is pre-set with a conference table to accommodate up to 10 with an additional conversation area and gas-burning fireplace. Maximum capacity is 25.

Hartz Dining Room

This is the formal dining room in the Bottomley House and is used for more formal and intimate breakfasts, lunches, and dinners.  The table can be sized to accommodate 2-14 people.

Rosenthal Living Room

This space is generally used by guests of the Bottomley House but can also be booked for small receptions/gatherings.  Maximum capacity is 25.

*IMPORTANT NOTE:  The maximum numbers listed above are based on established fire/safety codes and assume no staging, audio-visual needs, or other items/tables that would occupy space in the room.  Please consult with the manager for maximum numbers based on your particular needs.

 

DEPOSIT:  A Deposit equal to half of total expected charges (including catering) is due along with signed agreement within 2 weeks of you receiving it.   See temporary occupancy agreement for detailed information.

 

CANCELATION:  In the event that you must cancel your event or meeting space, the following deposit refund schedule will apply.   If event/space canceled:

  • More than 6 months prior to scheduled event             75% Refund
  • 3-6 Months prior to scheduled event                            50% Refund
  • 1-3 Months prior to scheduled event                            25% Refund
  • Less than 1 Month prior to event                                    No refund available
  • If no deposit has been submitted, an invoice for the cancellation fee will be sent – payment due within 30 days.

 

CONTACT PHONE NUMBERS: Please use 804-662-5000 as a message/emergency contact number.  Messages will be taken and delivered by the concierge on duty.  A dedicated “command post” number can be arranged at an additional cost if you wish to have someone from your group man the post.

EVENT TIMING: Events lasting past 10:00pm will require extended concierge coverage – arrangements must be made in advance.  Client will be charged at the rate of $50.00 per hour or part hour past 10:00pm until all guests have left the building.  All events must conclude by 11:00pm.

AUDIO VISUAL EQUIPMENT:

The following spaces have the following equipment built into the rooms and use of the equipment is included in your rental fee.  Laptops are not provided.  If you need additional equipment, please contact the JAC Manager for availability and pricing.

Robins Pavilion

  • Two built-in screens
  • Two built-in LCD projectors (3 –VGA/HDMI connections)
  • Podium/microphone
  • (3) lapel microphones
  • (2) handheld wireless microphones
  • (8) speakers (for microphones and computer/laptop sound)
  • CD/DVD/VCR players

Quigg/Rosenbaum

  • One built-in screen
  • Ceiling-mounted LCD projector (VGA and HDMI connections)
  • (4) speakers (for computer/laptop sound only)

Eskandarian Room

  • One built-in screen
  • Whiteboard

 EXTRANEOUS TABLES:

Up to (2) registration tables are included in room rental – additional tables, including exhibitor/sponsor/silent auction tables,  may be rented for $15.00 each and will be 6’X30” tables, skirted and clothed.

A/V TECHNICAL ASSISTANCE:  The JAC Manager or Concierge will be happy to assist you with the setup and operation of our equipment.  In the event of equipment failure or technical difficulties, on-call technical assistance is available M-F from 8:00am-7:00pm.  If you would like a dedicated technician on duty during your event (at an additional charge) please contact the JAC Manager no less than one week in advance of your event so this can be arranged through the University or an off-campus provider.

INTERNET ACCESS:  Complimentary wireless and/or connected internet access is available throughout the building, using the University’s “VisitUR” network.

CATERING:  The University of Richmond Catering/Dining Services Department is the exclusive caterer for the Jepson Alumni Center.  All food and drink must be ordered through this office.  Once your reservation has been confirmed, it will be assigned and you will be contacted by a catering manager.  If you wish to contact the Catering Office, please call 804-484-1440.  NOTE:  For banquet functions or seating at round tables, we use 5’ rounds that accommodate a maximum of eight at each table.  If your event requires more seating at any table(s), 6’ rounds can be rented on your behalf.  Catering menus can be found at www.catering.richmond.edu

ROOM SETUPS: If setup crews are needed prior to or after their regularly scheduled hours to set or reset your room(s), additional charges may apply.  If changes or additions need to be made to a room that has already been set to pre-arranged specifications, a setup/change fee of $50.00 will apply.  In some cases, your room(s) will be set the day prior to your event, therefore please advise the manager of any changes at least 24 hours in advance of your event. 

BANNERS:  72-hour notice is required for hanging of any banners - it is helpful if banners can be delivered at least 24 hours in advance of your event.  A $10 per banner charge will be added to your final bill.

DANCE FLOORS:  For any event where dancing will take place or there is a possibility of dancing taking place, the host of the event must provide and cover the cost of the rental of a dance floor.  Please contact JAC manager to discuss rental options.

MAP/DIRECTIONS:  Please contact the Jepson Alumni Center Manager for a printed map with directions that can be mailed, faxed, or e-mailed to you.  If using a mapping website such as www.mapquest.com or GPS, please use the following address:

49 Crenshaw Way
Richmond, VA 23173

DELIVERIES:  There is very limited storage space at the Jepson Alumni Center therefore please arrange for any deliveries to arrive no more than two days prior to your event.

PARKING:  A limited amount of complimentary parking is available immediately adjacent to the Jepson Alumni Center however carpooling is always encouraged.

ADDITIONAL GUIDELINES:

  • Taping or otherwise attaching any items to walls, podiums, or other surfaces is not allowed.
  • If using helium filled balloons, a $75 charge will apply for removal of any balloons that become unsecured and rise to the ceiling.

DAMAGES:  Client is responsible and will be invoiced for any repair charges incurred due to negligence or non-compliance with stated guidelines.

For additional information, please contact the Jepson Alumni Center Manager at (804) 289-8544.