Each West Virginia State University venue has unique audiovisual equipment and components available. Standard equipment included with the standard rental fee agreement varies from venue to venue. The chart below showcases the audiovisual equipment available, by venue, for additional cost.
| Audio-Visual |
| Equipment |
Rental Price |
| |
|
| Auxiliary Cord |
$1.00 |
| Conference Phone |
$10.00 |
| Corded Microphone |
$10.00 |
| Cordless Microphone |
$10.00 |
| Daktronics Interactive Video Board (non-athletic events) |
$500.00 |
| Dry Erase Board |
$15.00 |
| Dry Erase Markers |
$1.00 |
| DVD/VCR Combo Player |
$10.00 |
| Easel |
$5.00 |
| Empty AV Cart |
$5.00 |
| LCD Projector |
$35.00 |
| Mini Stereo Audio Cable |
$1.00 |
| PC Speakers |
$5.00 |
| Performing Arts Hall Projection |
$75.00 |
| Piano |
$150.00 |
| Podium |
$5.00 |
| Power Strip |
$2.00 |
| Projector and Screen |
$50.00 |
| Presentation Remote |
$5.00 |
| SMART Wall Mounted 80" TV (Erickson Alumni Center only) |
$75.00 |
| Technology Package (Keith Hall only) |
$50.00 |
| Transparency Projector |
$5.00 |
| VGA Projector cable |
$1.00 |
| Wall Mounted TV/Display (Keith Hall) |
$15.00 |
| |
|
Planning your event
In arranging catered events, attendance must be guaranteed 10 business days in advance of the event. This guarantee will allow for the proper planning of your event and will be your commitment to pay for the guaranteed number or the actual number of attendees, whichever is greater. For weekend events, the count must be guaranteed on the Monday before the event so as to allow ample time for the ordering process.
Payment
Payment for a scheduled event should be made to Thompson Hospitality. Ten business days prior to the event, the client must remit half of the bill. This payment will place the event in what is known as “confirmed status”. If the event is not in “confirmed status”, Dining Services cannot guarantee that the service will be rendered. The remaining balance (50 percent) is due three business days prior to the event. As applicable, please provide one of the following forms of payment to the Catering Office:
- Credit Card
- Cash
- Certified Check
- Money Order
Cancellation
To avoid any pro-rated charges, all cancellations must be submitted, in writing, to the Catering Office at least 120 hours (five business days) prior to your event.
Labor
For events that are delivered, an attendant will ensure that all items are to your satisfaction. If an attendant is requested, or required based on the style of service provided, additional charges will be applied as follows:
- Wait Staff: $22.00 per hour/per person for a minimum of four hours
- Culinary: $25.00 per hour/per person for a minimum of four hours
- Bar Tender: $25.00 per hour/per person for a minimum of four hours
Taxes
For non-university sponsored events, state sales tax will be charged unless a tax exempt certificate is received prior to the start of your event.
Requests for the use and/or rental of university facilities by internal individuals or groups must be made through the respective building scheduler.
| Campus Facility/Space |
Building Scheduler |
Office Phone |
| Capitol Center |
Joseph Vannoy |
304-342-6522 |
| Cole Complex Computer Lab |
Patty Goff |
304-766-3065 |
| Cole Complex Conference Room |
Julie Salvidar |
304-766-3156 |
| Davis Fine Arts Theatre |
Dick Wolfe |
304-766-3188 |
| Davis Fine Arts Gallery |
Zach Fitchner |
304-766-3193 |
| Erickson Alumni Center |
Cynthia Rakes |
304-766-3130 |
| Ferrell Hall Auditorium |
Dick Wolfe |
304-766-3188 |
| Hamblin Hall Auditorium |
Glenna Curry |
304-766-3102 |
| Hill Hall |
Patty Goff |
304-766-3065 |
| Keith Scholars Hall |
Vikki Green |
304-766-5707 |
| University Union |
Trinia Sweeney |
304-204-4328 |
| Walker Convocation Center/Fleming Hall |
Sean McAndrews |
304-766-4122 |
| Wallace Hall Auditorium |
Fatiema Wilkerson |
304-766-3146 |
| Wallace Hall Computer Lab |
Michael Anderson |
304-766-3393 |
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.
West Virginia State University facilities and venues can accommodate a variety of special occasions from intimate gatherings, like weddings and receptions, to large events, like athletic conferences. Each campus venue can accommodate a variety of seating layouts, charges per venue and per set up vary. The chart below is intended to provide a brief review of the seating capacity at some University venues in accordance with common seating arrangements.
| James C. Wilson University Union |
| Room |
Size |
Theater |
U-Shape |
Classroom |
Banquet |
Reception |
| Main Lounge 134/135/136 |
54x96 |
350 |
|
150 |
300 |
350 |
| Room 134/135 |
- |
200 |
|
75 |
180 |
200 |
| Room 134 |
54x53 |
180 |
40 |
75 |
160 |
180 |
| Room 135 |
43x23 |
50 |
24 |
35 |
48 |
50 |
| Room 136 |
19x28 |
30 |
15 |
15 |
|
|
| Room 135/136 |
54x43 |
100 |
40 |
75 |
160 |
100 |
| Conference Room 131 |
20x28 |
40 |
24 |
39 |
|
|
| Conference Room 128 |
20x22 |
|
12 |
|
|
|
| Study Lounge 124 AB |
41x18 |
60 |
18 |
24 |
32 |
30 |
| Study Lounge 124A |
20x18 |
30 |
10 |
12 |
16 |
15 |
| Study Lounge 124B |
21x18 |
30 |
10 |
12 |
16 |
15 |
| |
|
|
|
|
|
|
| Erickson Alumni Center |
| Great Hall |
27X63 |
75 |
41 |
50 |
90 |
75 |
| |
|
|
|
|
|
|
| Davis Fine Arts Building |
| Art Gallery |
31X48 |
65 |
35 |
43 |
78 |
65 |
| Fannin S. Belcher Theater |
|
310 |
|
|
|
|
| |
|
|
|
|
|
|
| Ferrell Hall |
| P.A. Williams Auditorium |
|
601 |
|
|
|
|
| |
|
|
|
|
|
|
| Wallace Hall |
| Room 122 |
|
210 |
|
|
|
|