Erickson Alumni Center Rental Guide

RENTAL GUIDE

THE ERICKSON ALUMNI CENTER AT STATLER WILSON COMMONS

CONTENTS WELCOME 1

VENUE SPACE 2

ABOUT THE ERICKSON 15

EVENT MUST HAVES 15

FLOOR PLANS 16

GUIDELINES 22

THE ERICKSON ALUMNI CENTER H O M E O F T H E M O U N TA I N E E R S

Nestled on the campus of West Virginia University, The Erickson Alumni Center serves not only as a home away from home for graduates and friends of West Virginia University, it also is a premier facility for meetings, banquets, weddings and other special events.

With more than 48,000 square feet of event space and award-winning design, the Center offers unique rooms and exquisite menus for every occasion, including weddings, birthday/anniversary parties, meetings, international conferences and other special celebrations.

The Erickson Alumni Center provides a beautiful location, conveniently located just a few miles from both Interstates 68 and 79. With multiple rooms, versatility and on-site catering by our award-winning chef, the Center is the perfect location for your upcoming conference, wedding or other special event.

Let’s take a look around‌

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Photo courtesy of David Smith Photography

Venue Space | Large and Medium Event Space

RUBY GRAND HALL ROOM NO. 07

The Erickson Alumni Center was designed to allow versatility for our guests. The Ruby Grand Hall, our largest room, features West Virginia hardwood, high ceilings and state-of-the-art audiovisual equipment. This impressive room can accommodate up to 400 dinner guests or up to 600 attendees for an academic lecture. This versatile room also can be divided into three smaller event spaces for your use, allowing multiple events to take place simultaneously.

Bordering the Ruby Grand Hall are the Hazel Ruby McQuain Gardens and courtyard, which provide unique pre-event space or an outside venue for smaller events.

ROOM RENTAL | 58’ x 110’ | 6,322 sq. ft ROOM

WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

Ruby Grand Hall

$ 750

$ 1,000

$ 1,000

$ 1,500

Salon A, Miller Salon

$ 250

$ 350

$ 350

$ 500

Salon B, BB&T Salon

$ 250

$ 350

$ 350

$ 500

Salon C

$ 250

$ 350

$ 350

$ 500

Salon A & B

$ 500

$ 550

$ 750

$ 1,000

Salon B & C

$ 500

$ 550

$ 750

$ 1,000

SEATING OPTIONS

Square

U-Shape

Board

Classroom

Banquet

Cocktail

Theater

A, B, & C

-

-

-

250

400

1000

600

AB, or BC

-

-

-

168

250

500

500

A, B, or C

64

52

40

80

120

200

250

Courtyard

-

-

-

-

200

500

350

Room

*Cocktail tables do not include chairs.

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MOUNTAINEER COURTYARD OUTSIDE EVENT SPACE

Photo courtesy of David Smith Photography

The Erickson Alumni Center was designed with open, outdoor event space in mind. Our Mountaineer Courtyard has played host to weddings, receptions, dinners and game day celebrations. This beautiful space overlooks Raymond J. Lane Park and features an outdoor fireplace. The courtyard can accommodate up to 200 seated guests for a dinner or barbecue. A large tent is also available for rental to allow for more intimate events. A fire in our gorgeous fireplace can also add to the ambiance of your event.

R O O M R E N T A L | 52’ x 72’ | 3,744 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 2,500

$ 3,250

$ 3,000

$ 3,500

*Exclusive use of center courtyard, no other events in the center

SE ATING O P TI O NS

Banquet

Cocktail

Theater

200

500

350

*Cocktail tables do not include chairs.

4

BARNETTE BOARD OF GOVERNOR’S ROOM ROOM NO. 110-111

Our Barnette Board of Governor’s Room offers convenience for meetings and special celebrations, including two built-in projectors/screens and audio and video conferencing or webcasting equipment. This event space can seat up to 80 dinner guests or can be divided into smaller rooms for multiple events. The suite is perfect for lectures and meetings, as well as luncheons, bridal showers, anniversary parties and intimate dinners.

R O O M R E N T A L | 30’ x 46’ | 1,380 sq. ft ROOM

WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

Barnette Room, 110

$ 150

$ 200

$ 200

$ 250

Barnette Room, 111

$ 150

$ 200

$ 200

$ 250

Barnette Room, 110 & 111

$ 300

$ 375

$ 350

$ 400

SE ATING O P TI O NS

Room

110 & 111 110 or 111

Square

U-Shape

Board

Classroom

Banquet

Cocktail

Theater

40 30

36 25

36 20

50 24

80 32

100 40

100 50

*Cocktail tables do not include chairs.

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CHARLES F. ERICKSON BOARD ROOM ROOM NO. 203

If you are planning a meeting or intimate dinner, The Erickson Alumni Center can provide you with space to accommodate you and your guests.

The Charles F. Erickson Board Room is the perfect space for your next meeting. The room, which can accommodate up to 30 people, includes audio/video conferencing, and webcasting capabilities, and a large conference table with built-in microphones. The adjacent pantry provides easy access for working lunches and snacks. The balcony is a great place to catch a breath of fresh air while enjoying the view.

R O O M R E N T A L | 44’ x 24’ | 1,056 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 150

$ 200

$ 200

$ 250

SE ATING O P TI O NS

Board

30

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KENNEDY CLUB ROOM ROOM NO. 102

If you’re looking for elegance, the Kennedy Club Room will not disappoint you. The vaulted ceiling and rich maple hardwood floors provide a spacious and warm environment for reminiscing with old friends and classmates, celebrating special events, hosting a game watch or perhaps an English high tea. The room also features two fireplaces and a bar. Enjoy a breath of fresh air or a beautiful sunset view off the Van Scoy Terrace, which adjoins this warm space. The Grisell Hall of Traditions, featuring various WVU sports memorabilia, is adjacent to the Club Room and provides additional event space for food setup. The Club Room can accommodate a standing reception of 120 people or an intimate seated reception of 30.

If you’re looking for elegance, the Kennedy Club Room will not disappoint you. The vaulted ceiling and rich maple hardwood floors provide a spacious and warm environment for reminiscing with old friends and classmates, celebrating special events, hosting a game watch or perhaps an English high tea. The room also features two fireplaces and a bar. Enjoy a breath of fresh air or a beautiful sunset view off the Van Scoy Terrace, which adjoins this warm space. The Grisell Hall of Traditions, featuring various WVU sports memorabilia, is adjacent to the Club Room and provides additional event space for food set-up. The Club Room can accommodate a standing reception of 120 people or an intimate seated reception of 30.

R O O M R E N T A L | 46’ x 43’ | 1,978 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 250

$ 350

$ 350

$ 500

SE ATING O P TI O NS

Seated

Cocktail

30

120

*Cocktail tables do not include chairs.

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LOUIS D. CORSON ALMA MATER ROOM ROOM NO. 05

This open room provides wonderful pre-event space for standing receptions, as well as intimate wedding ceremonies and other special events. Featuring a faux fireplace, hardwood flooring and lots of light, the Alma Mater Room provides functional space for special events.

R O O M R E N T A L | 31’ x 39’ | 1,209 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 250

$ 300

$ 300

$ 350

SE ATING O P TI O NS

Banquet

Cocktail

Theater

32

100

100

*Cocktail tables do not include chairs.

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NUTTING GALLERY ROOM NO. 04

If you’re looking for elegance, the Kennedy Club Room will not disappoint you. The vaulted ceiling and rich maple hardwood floors provide a spacious and warm environment for reminiscing with old friends and classmates, celebrating special events, hosting a game watch or perhaps an English high tea. The room also features two fireplaces and a bar. Enjoy a breath of fresh air or a beautiful sunset view off the Van Scoy Terrace, which adjoins this warm space. The Grisell Hall of Traditions, featuring various WVU sports memorabilia, is adjacent to the Club Room and provides additional event space for food setup. The Club Room can accommodate a standing reception of 120 people or an intimate seated reception of 30.

The newest addition to The Erickson Alumni Center is the Nutting Gallery. This beautiful space plays host to numerous national and local exhibits and can be transformed into perfect event space for meetings and special receptions.

R O O M R E N T A L | 38’ x 31’ | 1,178 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 250

$ 300

$ 300

$ 500

SE ATING O P TI O NS

U-Shape

Board

Classroom

Banquet

Cocktail

Theater

25

25

30

56

125

40

*Cocktail tables do not include chairs.

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WVU DEAN’S SUITE ROOM NO. 115

Versatility and convenience describe our WVU Dean’s Suite. This event space can be arranged to meet multiple needs from a sit down lunch to a classroom style setting. The suite provides a visually appealing space overlooking the Mountaineer Courtyard and David C. Hardesty Atrium. The room features a built-in projector, screen and PC-ready podium for your event.

R O O M R E N T A L | 32’ x 39’ | 928 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 150

$ 200

$ 100

$ 250

SE ATING O P TI O NS

Square

U-Shape

Board

Classroom

Banquet

Cocktail

Theater

30

25

20

24

32

40

50

*Cocktail tables do not include chairs.

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Venue Space | Small Event Space

MOUNTAIN ROOM ROOM NO. 201

If you’re looking for elegance, the Kennedy Club Room will not disappoint you. The vaulted ceiling and rich maple hardwood floors provide a spacious and warm environment for reminiscing with old friends and classmates, celebrating special events, hosting a game watch or perhaps an English high tea. The room also features two fireplaces and a bar. Enjoy a breath of fresh air or a beautiful sunset view off the Van Scoy Terrace, which adjoins this warm space. The Grisell Hall of Traditions, featuring various WVU sports memorabilia, is adjacent to the Club Room and provides additional event space for food setup. The Club Room can accommodate a standing reception of 120 people or an intimate seated reception of 30.

The Erickson Alumni Center features multiple meeting rooms capable of accommodating 10-40 guests. Named for WVU’s oldest student honorary, our Mountain Room features a gorgeous view of Raymond J. Lane Park and Mountaineer Courtyard. This space is perfect for small meetings of up to 10 people or can play host to small, intimate dinners.

R O O M R E N T A L | 17’ x 17’ | 287 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 75

$ 150

$ 150

$ 175

SE ATING O P TI O NS

Banquet

10

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MCCARTNEY CONFERENCE ROOM ROOM NO. 226

Our McCartney Conference Room can seat up to 12 people and is equipped with a white board and video screen for your convenience. Additional audiovisual equipment may be rented for your event. (Please see audiovisual/sound section for pricing.)

R O O M R E N T A L | 26’ x 17’ | 442 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

$ 150

$ 200

SE ATING O P TI O NS

Board

12

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VARGO WALLACE EXECUTIVE CONFERENCE ROOM ROOM NO. 112

If you’re looking for elegance, the Kennedy Club Room will not disappoint you. The vaulted ceiling and rich maple hardwood floors provide a spacious and warm environment for reminiscing with old friends and classmates, celebrating special events, hosting a game watch or perhaps an English high tea. The room also features two fireplaces and a bar. Enjoy a breath of fresh air or a beautiful sunset view off the Van Scoy Terrace, which adjoins this warm space. The Grisell Hall of Traditions, featuring various WVU sports memorabilia, is adjacent to the Club Room and provides additional event space for food setup. The Club Room can accommodate a standing reception of 120 people or an intimate seated reception of 30.

The Vargo Wallace Executive Conference Room is designed for a meeting of 10 individuals. This space offers a drop down screen, wireless internet access and telephone. A portable LCD projector and PC are available for rental for your meeting convenience. (Please see audiovisual/sound section for pricing.)

R O O M R E N T A L | 17’ x 24’ | 408 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 150

$ 200

$ 200

$ 250

SE ATING O P TI O NS

Board

10

13

RAWLINGS ALUMNI PRIVACY ROOM ROOM NO. 106

Looking for a room to host a small, intimate meeting or private dinner? Our Rawlings Alumni Privacy Room is an area tucked away in a quiet setting. Ideal for catching up on e-mail or meeting with a small group, this space offers wireless internet access and telephone. The table is also equipped with a power supply for your notebook, PC, or phone charger.

R O O M R E N T A L | 26’ x 17’ | 442 sq. ft WVU WEEKDAY

PUBLIC WEEKDAY

WVU WEEKEND

PUBLIC WEEKEND

$ 150

$ 200

$ 200

$ 250

SE ATING O P TI O NS

Banquet

6

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About The Erickson Alumni Center Our beautiful facility is constructed with brick provided by the only remaining brick company in West Virginia, Continental Brick in Martinsburg, W.Va. The Erickson Alumni Center features a large, stained glass Flying WV in the bell tower made from Blenko Glass in West Virginia.

Our unique electronic carillon system plays more than 300 songs, including Take Me Home, Country Roads, Wagner’s Wedding March, Happy Birthday, WVU Alma Mater, and My Home Among the Hills.

The University Seal located on the Zuccari Alumni Wall honors WVU alumnus James Samuel who tragically lost his life during the September 11 terrorist attacks on the World Trade Center.

In the Hazel Ruby McQuain Garden Loggia, we feature an area named in honor of WVU Hall of Fame Broadcaster and former Steeler commentator Jack Fleming. A bust of Jack, created by WVU alumnus Jamie Lester, can also be found here.

The McCartney Greek Alumni Wall is a wonderful addition to the facility. This beautiful area captures Greek life on campus throughout its long history.

The Erickson Alumni Center is less than 400 yards from Milan Puskar Stadium.

The Center features an award-winning executive chef, who will delight you with extraordinary dishes for your event, and our wait staff, comprised of WVU students from all over the world, is ready to help make your event first class.

MUST HAVES FOR YOUR SPECIAL EVENT Private dressing rooms are provided for bridal parties to prepare for your on-site wedding ceremony.

On-site catering. Our executive chef creates exquisite cuisine ranging from barbecue and buffet menus, to one-of-a-kind fare for your themed event.

The Erickson Alumni Center provides the perfect setting for beautiful photographs. Whether you are catching breathtaking sunset photos or commemorating your special day in front of our beautiful facility, the photographic possibilities are endless.

Photo courtesy of Angie Candell of La Candella Weddings

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GROUND FLOOR GROUND FLOOR (KE Y )

GROUND FLOOR ROOMS:

04 | NUTTING GALLERY 05 | L O U I S D. CO R S O N A L M A M AT E R R O O M 07 | RUBY GR AND HALL 7A | S A L O N A , M I L L E R S A L O N

7 B | S A L O N B , B B &T S A L O N

7C | SALON C

0 9 | M O U N T A I N E E R C O U R T YA R D

Wedding Space Projector Included

16

Event Space Projector Available

Business Meeting Space

04

InfoStation

InfoStation

05 Lobby

Projector

Projector

Projector

07 09

07A

07B

Entrance

Available Rooms

Restrooms

Exit

Projector

Projector Screen

InfoStation

InfoStation

07C

FIRST FLOOR 1s t F L O O R (K E Y )

FIR ST FLOOR ROOMS: 10 2 | K E N N E D Y C L U B R O O M 10 6 | R A W L I N G S A L U M N I P R I V A C Y R O O M 110 -111 | B A R N E T T E B O A R D O F G O V E R N O R S R O O M

112 | V A R G O W A L L A C E E X E C U T I V E C O N F E R E N C E R O O M 115 | W V U D E A N ’ S S U I T E

Wedding Space Projector Included

18

Event Space Projector Available

Business Meeting Space

Projector

Projector

Projector

112 106

110

InfoStation

102

Projector

InfoStation

115

Lobby (below)

Available Rooms

Restrooms

Exit

Projector

Projector Screen

InfoStation

InfoStation

111

SECOND FLOOR 2nd FLOOR (KE Y )

SECOND FLOOR ROOMS:

201 | M O U N TA I N R O O M 2 0 3 | C H A R L E S F. E R I C K S O N B O A R D R O O M 226 | MCC AR T NE Y B OAR D R O OM 232 | B AT L A S B R I D E’S R O O M

Wedding Space Projector Included

20

Event Space Projector Available

Business Meeting Space

Projector

203

InfoStation

232

201

226 Projector

Available Rooms

Restrooms

Exit

Projector

Projector Screen

InfoStation

InfoStation

GUIDELINES & USEFUL INFORMATION

Thank you for your interest in using The Erickson Alumni Center for your event. Here are some tips, guidelines and other useful information to help your event go smoothly.

FEES, DEPOSITS, AND REFUNDS The Erickson Alumni Center is a popular location for numerous events and celebrations. To ensure you secure space for your event at the Center, please note the following: • A room rental deposit is required at the time of reservation and will be treated as a deposit on your final event bill. In the event you cancel, the deposit is non-refundable.

• An additional security deposit may be required based on your event details and estimated cost.

• A full refund of the security deposit may be returned, based on compliance with this contract and as long as the facility’s appearance is substantially similar to how it appeared prior to the event. The refund of the security deposit will be determined by the facility director.

• Event payment is due five (5) days prior to the scheduled facility use. WVU units/departments may make alternate billing arrangements in advance.

• All refunds, if any, will be mailed to you within 2-3 weeks following the event, if paid by check or cash. Refunds will be applied the next business day if paid by credit card.

FUNCTION SPACE The Erickson Alumni Center provides great event space with multiple rooms to meet your needs. It is important to consider needs like head or buffet tables, audio/ visual/media equipment, entertainment, dancing area, etc., when selecting your space.

If you need additional space for pre-event functions like a cocktail reception or photographs, be sure to notify the facility director prior to the event so that it can be included in the contract. Additional space may not be guaranteed, unless specifically outlined in the contract/ deposit has been received.

Good events often keep going, even beyond the allotted time for the event. Please note that we are happy to try to accommodate you if the rooms are available. Additional fees will be applied for any holdover of the room beyond the stated time. (Minimum one hour increments, at the rate of half of the room rental per hour, which shall be charged against the credit card given for this contract unless otherwise arranged by The Erickson Alumni Center. This fee does not include any fees associated with banquet services staff.)

Audiovisual (AV) and media aids are arranged and/or furnished exclusively by The Erickson Alumni Center at an additional fee based on the equipment needed for most rooms. AV/media aids cannot be brought in from an outside source/supplier, nor is the client permitted to provide their own.

For smaller meeting rooms not equipped with AV/media we do allow equipment to be supplied by you (laptops do not apply). Room 112, 226, and 201 are exceptions.

The Erickson Alumni Center requires all DJs/ entertainment subcontractors to have one million dollars ($1,000,000.00) liability insurance naming The Erickson Alumni Center as additional insured and they must also show proof of WV Worker’s Compensation coverage two weeks prior to your event.

Groups composed of minors shall be supervised by at least one adult who is 21 years of age or older, per 20 minors, at all times. The contract with the Center must be agreed upon by an adult that is 21 years of age or older. This adult must be present throughout the event and responsible for the event.

Minors must remain in the space rented and shall not be allowed to roam unsupervised throughout the facility.

All contracts are subject to the addition of our service charge (currently 21%) and the WV State Sales Tax (currently 6%) unless otherwise stated. All groups and individuals are subject to the State Consumer Sales Tax unless Tax Exemption Certificate is received in advance of billing with the contract.

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EVENT PLANNING A catering sales manager will be assigned to help you plan various aspects of your event and will serve as your primary point of contact prior to your event. The assigned coordinator will walk through your event and survey your needs for catering and setup. The banquet order confirmation will be sent to you for approval and signature of acceptance. To ensure that the event runs smoothly, you will need to provide the coordinator/manager with your meal selections, counts, meeting requirements, and additional specifics at least 21 days prior to the event, with final changes required 72 business hours prior to your event.

CANCELLATION POLICY If arrangements for any contracted portion of this event are cancelled, the parties agree that it would be difficult to accurately determine The Erickson Alumni Center’s damages. Accordingly, liquidated damages, not a penalty, will be charged consisting of a percentage of the total anticipated revenues for the cancelled portion. These damages will be based on the anticipated revenues for all events, services and fees outlined in the contract. The fee is determined by the time between cancellation and the scheduled event date.

GUARANTEE Our facilities and catering staff want your event to be successful. To help us ensure that we are able to meet your needs, a specific attendance figure is needed three (3) business days prior to the event when arranging private functions. This figure will serve as a guaranteed number of attendees for our chef in making food preparations.

If no guaranteed number is given prior to the event, as noted above, and we are unable to reach you by phone, we will use the attendance number provided on the original contract and will be prepared to seat and serve five percent (5%) above that number. Any number used above the noted count will result in an addition to the final bill.

Reasonable increases to the guarantee number will be accepted up to 48-hours prior to the function.

BEVERAGE REQUIREMENTS The Erickson Alumni Center is licensed by the State of West Virginia to sell alcoholic beverages on the premises. To adhere to State guidelines, no beverages of any type may be brought onto the premises. If alcoholic beverages are to be served on the premises, the alcoholic beverage license requires that only The Erickson Alumni Center purchase the alcoholic beverages from a licensed vendor and The Erickson Alumni Center employees or their assignees (i.e. servers and bartenders) dispense the alcoholic beverages.

Our alcoholic beverage license requires us to: request proper identification, (i.e. photo identification, of any person of questionable age); refuse alcoholic beverage service if the person is either underage or proper identification cannot be produced; and refuse alcoholic beverage service to any person, who at the employee’s discretion, appears intoxicated.

Due to West Virginia Alcoholic Beverage Control Commission rules, you or your guests are not permitted to knowingly serve any alcoholic beverages to an underage guest.

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If we determine any underage drinking is taking place, we will suspend bar activity during your event, and, if determined appropriate, end the event early.

To comply with State laws, alcohol is not allowed when an event is designed for minors such as school age award programs, birthday parties and/or receptions where a majority (50% plus one) of guests in attendance are under the age of 21.

When alcohol is served for any student groups, security must be present for the duration of the event. One security personnel will be required for every 50 guests and must be confirmed two weeks in advance of your event with The Erickson Alumni Center facility director.

Please note that West Virginia University is a Coca-Cola partner and The Erickson Alumni Center serves only Coke products for WVU events. However, if your event is private, and you would like an alternate soda, we can request the brand you prefer for your event.

FOOD Menu prices are subject to change and will be guaranteed 90 days prior to the function date only. We have an extraordinary menu and award-winning chef to make your event unforgettable. Wedding cakes, birthday cakes and wedding cookies may be brought in for functions, but no other outside food is permitted for functions at the Center. An additional per person service fee will apply to cakes brought in from an outside vendor, as well as an additional fee for placing cookies on trays that are not provided by our bakery.

Weddings and other celebrations are special and you may use the cake vendor of your choice, after consulting our catering sales manager. We ask that the vendor deliver your cake no earlier than three (3) hours prior to the start of your event. You will be responsible for the delivery, actions, preparations, and liabilities of your cake vendor.

You are asked to agree to protect, indemnify, defend and hold harmless The Erickson Alumni Center from any liability or claims of whatever nature arising out of or in connection with, but not limited to the negligence, errors, omissions, actions or inactions of the vendor.

Health code regulations do not permit us to allow food to be removed from The Erickson Alumni Center after an event with the exception of wedding cakes/cookies.

The Erickson Alumni Center is a true home for Mountaineers. While children are welcome in our facility, please make sure they are supervised. Guests are not permitted inside the service corridor or kitchen facility/prep areas.

DECORATING We want your event to be special for you and your guests. If you are planning to use a decorator and/ or decorations, please work with our facility director and/or catering sales manager to make sure we can accommodate your requests. Tape, pins, tacks, nails, or staples are not permitted on the walls, ceilings, or floors. Any and all damages and charges incurred while decorating are the responsibility of the purchaser who signs the contract.

Immediately following your event, please make sure that you remove all decorations you wish to keep, unless prior arrangements are made and are reflected in your final contract.

All flowers/greenery must be removed from the facility immediately following the event (unless they are to be thrown away or other arrangements are specified in your contract). All other items that are not the property of the Center will be thrown away, if left more than one hour after the event is over.

Storage space can be pre-arranged for decorations/ items and will be noted in your contract. If you do not make prior arrangements, the items should be removed from the premises immediately following the event. In addition, an excessive garbage fee may be applied for the disposal of large decorations/outside items that are left at the Center.

Signs and/or decorating are permitted only during the time period the room is rented as outlined in the contract. Hanging methods must be approved by the Facility Director.

Signs and/or banners are not allowed in our public areas (inside or outside).

The Center is compliant with Morgantown City Fire Codes. All decorators and decorations must comply with those codes. Use of candles must be pre-approved by the Banquet Sales Manager and contained in flame proof containers, with no flame exposed.

WVU is a smoke-free campus. Your guests and contracted vendors must comply with these rules/ regulations. Smoking is not permitted inside the facility or on the grounds of the Erickson Alumni Center.

Fog machines are not permitted for use at the Center.

Celebrations often call for confetti, glitter, bird seed, rice, silly string (highly flammable) and other similar items. While we discourage use of these items, if you and your guests use these items, an additional clean up fee will automatically be charged to your final bill.

Silk flower petals may be used for special events. Please discuss use of real flower petals with the facility director and/or catering sales manager.

The Erickson Alumni Center assumes no responsibility for lost, stolen or damaged items from your event.

There may be an additional charge for the use of any Erickson Alumni Center equipment and/or decorations.

If items are not returned in the same condition as received, a replacement charge or cleaning fee will be charged to your account.

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ADDITIONAL The Erickson Alumni Center is decorated for special occasions, including the December holiday season. If your event is booked during the month of December, you agree that the indoor/outdoor holiday decorations will not be removed for your event.

The Erickson Alumni Center features beautiful wood floors and ceramic slate hallways. To maintain these areas, we ask that you do not bring in any equipment that cannot be easily carried or rolled into the facility.

Items that are dragged across floors may result in damage to the flooring.

Service animals are permitted on our premises.

However, they must be on a leash.

The Mountaineer Courtyard fireplace can be used with prior approval (specified wood is provided by our facility). A fee of $150 per hour is required for use of the fireplace (includes wood, cleanup and maintenance of the fire). Please note: no bonfires of any kind can be made anywhere on the Center property (applies to the parking lot and park).

The Erickson Alumni Center is a good neighbor to residents and businesses in Suncrest. With the exception of guests entering and exiting the building, doors are to be closed at all times to reduce noise, ensure proper air conditioning and/or heating of the facility.

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If your event space is available the day before your event, you will have the option to rent the space for early setup, subject to availability.

The Erickson Alumni Center will be inspected for damage after your event to ensure that you have adhered to the policies/guidelines items listed above. If the guidelines have not been met, a partial or full loss of your security deposit may be applied.

Our facilities staff is ready to assist you for your event.

Basic setup will be provided for your event. If changes are needed less than 48 hours prior to the event, charges may apply. You further agree that it is your responsibility to keep The Erickson Alumni Center notified no less than 72 hours of any changes in count or setup requirements. Wedding ceremonies are not included in basic set-up and additional charges may apply.

As a reminder, the use of firearms, weapons, stun guns, fireworks or illegal drugs are not permitted on WVU/The Erickson Alumni Center grounds without prior written permission by the facility director and only when specific rules are followed for events such as shows or seminars.

CLIENT AGREEMENT I HAVE READ AND AGREE WITH THE GUIDELINES OF THE ERICKSON ALUMNI CENTER. Accepted and agreed to: By: _____________________________________________

I am a WVU Grad.

Dept/Co: ________________________________________

______________________________________________

Title: _____________________________________________

______________________________________________

List degree info and year(s)

Date: __________________________________________ Menu Tasting $75 (For 2 people) By: _____________________________________________

I would like to hold a tasting (includes three full portioned entrĂŠes, two house salads, baked artisan rolls, table side chef consultation)

Authorized Signature

PAYMENT METHOD PAY BY CREDIT CARD: Card type:

Visa

Mastercard

Am. Express

Discover

Name as it appears on card: ___________________________________________________________________________ Credit Card No. ______________________________________ Exp. Date ______/______/________

CVC __________

Cardholder signature ________________________________________________________________ PAY BY CHECK: I authorize The Erickson Alumni Center to process payment for the required deposit for my reservation.

Authorizing amount $ ___________________ Check No. ___________________

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The Erickson Alumni Center at Statler Wilson Commons One Alumni Drive P.O. Box 4269 Morgantown, WV 26504-4269 304.293.4731 alumni.wvu.edu/eac

The Erickson Alumni Center One Alumni Drive | PO Box 4269 Morgantown WV 25604-4269 304.293.4731 | alumni.wvu.edu