Tour/Reserve the Alumni House

Online Reservation Form

House Guidelines Rules and Regulations

1. The operation and the control of the Alumni House is vested in the Executive Secretary of the Alumni Association. He or his delegate will schedule the House, assign rental rates when applicable and exercise controls in accordance with policies and rates established by the House Committee of the W&L Alumni Board of Directors and approved by the University Administration.
2. Alumni and members of the W&L community of faculty and staff may request use of the first floor of the house by filling out a Reservations Request form. For alumni and for official W&L activity use (campus organizations, etc.), the House is made available freely. Charges, if any, are made only for the costs of services or supplies provided by the Alumni Office. Rental rates will be applied when a request is for a personal use of the House, and/or for an unofficial activity wherein the purpose of the requesting individual or group, however admirable, is not a clear and precise matter of University business.
3. The furniture and furnishings in the House may not be moved for any reason even on a minimum basis unless permission has been granted in advance and appropriate plans have been agreed upon for relocation and handling care. THE ANTIQUE CANDELABRA IN THE NORTH PARLOR ARE NOT TO BE USED UNDER ANY CIRCUMSTANCES. Special care in handling must be taken with the two card tables with glass tops. These glasstops are especially fragile and will chip or break easily.
4. The maximum number of people permitted for official or unofficial functions or assembly inside the House shall be 100. Groups of more than 100 persons will be scheduled only between the months of April and October and the maximum overall number permitted shall be 200. Additionally, groups of more than 100 persons will be required to make use of the outdoor patios for receptions, etc., in order to augment the total space available and not exceed the 100 person inside limit. Such groups will also be required to arrange for (1) an alternative date or (2) a definite Rain Plan location for its event since large numbers will not be permitted to use the House when bad weather conditions prevail or seriously threaten. In such a circumstance, the Executive Secretary or his designate will render the judgment for the execution of option (1) or (2) above at least one hour prior to the time of the scheduled event, if not earlier. An exception to the rain plan requirements will be wedding receptions. In the spirit of our guidelines, however, the wedding reception host must take every reasonable added precaution in the event of bad weather to protect the house and its furnishings.
5. PAYMENT MUST BE RECEIVED BEFORE EACH SCHEDULED EVENT AND WILL INCLUDE A DAMAGE DEPOSIT. Rental rates effective August, 1993 for approved personal and unofficial uses are listed below (all prices include a damage deposit which will be refunded if the facility is left in the same condition in which it was found).
   
   $150.00 - for small groups of 50 persons or less (includes $50 damage deposit)
   
   $200.00 - for groups of from 51 to 125 persons (includes $50 damage deposit)
   
   $350.00 - for groups of more than 125 persons (includes $100 damage deposit)
   
   $350.00 - for wedding receptions from November through mid-April (approx.) (includes $100 damage deposit).
   
   $450.00 - for wedding receptions late April through early November (approx.). (includes $100 damage deposit).
   
   Rice, confetti, birdseed and similar substances are not permitted inside the House. (This rental fee may be adjusted at the discretion of the Alumni Secretary only in the event of very small wedding receptions, i.e., fewer than 25 guests.) All functions held at the Washington and Lee University Alumni House fall under the jurisdiction of the W&L security staff. Excessively noisy functions or disruptive behavior may result in W&L Security personnel closing down the party.
6. The individual signing the Reservation Request form and/or the sponsoring group will be held responsible for all matters related to the activity and is expected to be present at the event. That individual or group is responsible for leaving the premises in good condition and is expected to use the vacuum cleaner and other cleaning supplies, if necessary, located under the kitchen sink. This rule will be strictly enforced. If the House is left in disorder, the sponsor or sponsoring group will be liable for a $50 minimum service charge for cleanup. Full charges will be assessed for any damages to the House or its furnishings requiring repair or replacement.
7. The Alumni Office will be happy to offer assistance in locating bartending services. We recommend W&L's Evans Hall catering service at 540/458-8025. All menus must be approved by the Alumni Office in advance. Should you choose not to retain the W&L catering service the following Lexington area caterers are approved by the Director of Alumni Programs to conduct catered events in the Alumni House. However, you will be responsible for paying the bartenders and supplying both alcoholic and non-alcoholic beverages and other necessary products for your bar. Please make sure you review the attached copy of an overview of the Virginia ABC laws in the event you retain an independent caterer/bar service.
   
   W&L Catering: (540) 458-8025
   
   Chefs Catering Company: (540) 462-7181
   
   Woods Creek Grocery: (540) 463-9275
   
   Southern Inn: (540) 463-3612
   
   Full Circle Catering: (540) 463-1634
   
8. Officially recognized student organizations may request use of the Alumni House through their faculty/staff advisor provided the advisor to the group will be present at all times. No alcoholic beverages will be served to individuals under 21 years of age. Service of beer or mixed drinks to students under 21 is a violation of University policy and state ABC law. Depending on the size of the group, the advisor may be required to provide additional faculty/staff supervision.
9. The Alumni House is not available for public rental, i.e., to non-alumni or to individuals or community groups who are not sponsored by a member of the W&L faculty or staff. All questions in this regard will be referred to the House Committee of the Alumni Board. If an exception is recommended, it must also bear the endorsement of the President of the University.
10. Access to the Alumni House for your event will be through your contact to the Office of Security at (540)458-8999. Call Security once you get on campus, identify yourself and ask for an officer to come unlock the house for you. At that time, let the officer know when you will be departing and they will come back to lock up the house. 
11. Rental fees (including damage deposit) are due prior to the scheduled event. And any other charges billed by the Alumni Office for supplies or services are due immediately following use of the House. Statements will be provided as quickly as all charges can be coordinated, and are expected to be paid upon presentation. In summary, the Alumni House facilities are available primarily to alumni and to the W&L campus community for activities which directly supplement and complement the University's overall educational, social and cultural goals. The Alumni Staff, therefore, reserves the right to deny a usage or rental request judged not to be fully within the spirit of those goals and the intentions of these rules. If the slightest policy or procedural question exists, individuals or groups are encouraged to raise them in advance. If there are none, it is the sincere wish of the Alumni Office and the good intent of the Rules Committee that all who use the House do so joyfully and derive maximum pleasure always under this roof.