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Catering and Facilities Rentals

With world class amenities, West Virginia State University offers unparalleled, spectacular services and settings for your next event. Conveniently located along Interstate 64, just outside the state’s Capital City, WVSU provides easy access to the Kanawha Valley and more than a dozen remarkable venues ready to host your event.  Whether casual or formal, business or personal, each event held at WVSU receives stellar service, free Wi-Fi, ample parking and easy access to the region’s main highway thoroughfare.

Choose from a variety of delicious and exquisite menu options offered by our exclusive campus catering service. From planning to execution of your one-of-a-kind event, our professional staff are eager to assist you. Come see what personalized service truly means at the place we love so dear. We look forward to serving you.
image-up-arrowimage-down-arrowAudiovisual
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
   
image-up-arrowimage-down-arrowCatering
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.
image-up-arrowimage-down-arrowFacilities Reservations - Internal
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 Josh Martin 304-766-3198
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
image-up-arrowimage-down-arrowReservations and Policies
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. There are no additional fees for parking. 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.
image-up-arrowimage-down-arrowSeating Capacity
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        
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