Reservations & Policies
Whether you are planning a meeting, dream wedding, fundraiser or other event, please read our policies to make sure things go smoothly.
Reservation Policies
In arranging for functions, the definite attendance must be specified ten (10) business days in advance. This number will be considered a guarantee, not subject to change, and charges will be made accordingly. 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.
Food & Beverages
Food and beverage prices quoted are subject to a 20% service charge and a 7% sales tax. According to West Virginia law, service charges are taxable.
Customer Note: The service charge is not intended as a gratuity and is not distributed to employees working the function.
The entire estimated food and beverage bill must be paid one week prior to the event. An invoice will be provided after the event detailing all purchases and payments. A deposit of $750.00 received during the consultation is required at the time of signing confirmation and will be applied to the final invoice.
Neither the client nor its guests or invitees will be permitted to bring food and/or beverages onto the University of Charleston campus.
The University of Charleston is licensed to sell beer and wine. Last Call will be one hour prior to event conclusion. The bar will be closed 30 minutes prior to the conclusion of the event. University staff reserve the right to discontinue serving any guest who appears to be intoxicated. In the event that alcohol or liquor is brought onto the campus either by the client or guests, the deposit of $750.00 will be retained and will not be applied to the invoice.
Due to the potential for unsafe transfer and storage, no food purchased for consumption at the University of Charleston may be removed from the premises. Any food not consumed during the event will remain the property of the University. In compliance with West Virginia DUI laws, neither the client nor guests or invitees will be permitted to leave the 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 the security of exhibits, merchandise, or display items prior to the event. The University of Charleston may require security guards for certain events.
Liability Insurance
In some cases, the client 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 UC 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 client is responsible for the arrangements and all expenses of shipping materials, merchandise, exhibits, or any other items to and from the University. The University of Charleston must be notified in advance of shipping arrangements to ensure proper acceptance of these items at the University.
Damages
The client is responsible for and shall reimburse the University for any damage and/or loss or liability incurred by the University by any of the client’s guests or any persons or organizations contracted by the client 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
The 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.
Cancellations
In the event of a cancellation, the deposit is non-refundable. Should an event be canceled within the week of the event, the client may be subject to full room rental.
Tax Exemptions
If your group is tax-exempt, a state sales tax exemption certificate is required to be on file at the University of Charleston prior to the function. Tax exemption will only be honored if payment of the function is made by check or credit card from the appropriate tax-exempt organization. No tax exemption will be honored with a cash transaction or personal check.
