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Reservations & Policies

In arranging for functions, the definite attendance must be specified five (5) business days in advance. This number will be considered a guarantee, not subject to change, and charges will be made accordingly. For meal functions excluding receptions, we will provide seating and food for an additional 5% beyond the guaranteed number. If the catering office receives no guarantee, we will assume the expected number to be your guarantee. At the completion of each function, either the person in charge or a designated representative must sign all banquet checks. Any discrepancies in counts or charges should be identified and resolved at that time.

Outside Food Sources

Neither the patron nor its guests or invitees will be permitted to bring food and/or beverages onto University of Charleston campus with the exception of wine, champagne, or liquor which must be served by University personnel.

Alcoholic Beverages

The University of Charleston is licensed to sell beer only. If, however, you wish to have wine, champagne, or liquor, these may be brought onto campus. All wine, champagne and/or liquor must be turned in to University personnel. A corkage fee for wine and champagne will apply, as well as a per-person setup fee for liquor bars.

Removal of Food from University

Due to the potential for unsafe transfer and storage, no food purchased for consumption at University of Charleston may be removed from the premises. The reason for this policy is one of compliance with health regulations; food is extremely perishable and, when prepared for on-premise consumption, should not be taken off property. Any food not consumed during event will remain property of the University. In compliance with West Virginia DUI laws, neither the patron nor its guests or invitees will be permitted to leave University premises with alcoholic beverages.

Security

The University of Charleston will not assume responsibility for damage or loss of any merchandise left on the University of Charleston campus prior to or following an event. Arrangements may be made for security of exhibits, merchandise, or display items prior to the event. University of Charleston may require security guards for certain events.

Liability Insurance

In some cases, the patron will be required to carry liability insurance. Examples include festivals, events in the Auditorium, etc. If you are unsure as to whether your event will require liability insurance, please feel free to ask the Director of Catering.

Guest Expectations

Function guests will be admitted to the banquet room and expected to depart at the time stated on the catering contract.

Shipping Arrangements

The customer is responsible for the arrangements and all expenses of shipping materials, merchandise, exhibits, or any other items to and from the University. University of Charleston must be notified in advance of shipping arrangements to ensure proper acceptance of these items at the University.

Damages

The customer is responsible for and shall reimburse the University for any damage and/or loss or liability incurred by the University by any of the customer’s guests or any persons or organizations contracted by the customer to provide any service or goods before, during, or after the function. Any items to be put on any meeting or lobby walls and any directional signs must be approved by the University.

Venue Changes

University of Charleston reserves the right to move functions to other meeting or banquet rooms other than those appearing on the catering contract with prior notification.