Jepson Alumni Center
Rental Information and Guidelines
Square Footage | Sit-Down Meal* Buffet Reception | Theatre/ | Classroom | Hollow U-Shape
Meal* (no seating) | Lecture Square
Robins Pavilion 4225 200 200 350 360 189 N/A N/A
Quigg 1008 56 56 60 70 40 30 24
Conference Room
Rosenbaum 1008 56 56 60 70 40 30 24
Conference Room
Eskandarian This meeting room is specifically designed as a conference/board room. It is pre-set with a conference table and chairs and
Si Room can accommodate up to 14 around the table with perimeter seating for an additional 14.
Ukrop Gallery This area is designed as a pre-function area. It is the ideal location for registration, a reception prior to dinner, or for
continental breakfast and breaks. Maximum occupancy is 200.
Richmond Located in the Bottomley House, this room is designed as a VIP conference room. It is pre-set with a conference table to
College Library _| accommodate up to 10 with an additional conversation area and gas-buming fireplace. Maximum capacity is 25.
Hartz Dining This is the formal dining room in the Bottomley House and is used for more formal and intimate breakfasts, lunches, and
Room dinners. The table can be sized to accommodate 2-14 people.
Rosenthal Living | This space is generally used by guests of the Bottomley House but can also be booked for small receptions/gatherings.
Room Maximum capacity is 25.
*IMPORTANT NOTE: The maximum numbers listed above are based on established fire/safety
codes and assume no staging, audio-visual needs, or other items that would occupy space in the
room. Please c It with the for maximum numbers based on your particular needs.
AUDIO VISUAL EQUIPMENT:
The following spaces have the following equipment built into the rooms and use of the equipment is included in
your rental fee. Laptops and dongles/adaptors are not provided. If you need additional equipment, please
contact the JAC Manager for availability and pricing.
Robins Pavilion
e¢ Two built-in screens
Two built-in LCD projectors (3 -VGA/HDMI connections)
Podium/ microphone
(4) lapel microphones
(2) handheld wireless microphones
(8) sp ‘Ss (for microph and c
CD/DVD/VCR players
puter/laptop sound)
Quigg/Rosenbaum
e One built-in screen
e¢ Ceiling-mounted LCD projector (VGA and HDMI connections)
e (4) speakers (for microph and ¢ puter/laptop d)
e (1) handheld wireless mic, (1) lapel mic
Eskandarian Room
e One built-in screen
e Whiteboard
PARKING: A limited amount of complimentary parking is available immediately adjacent to the Jepson Alumni
Center however carpooling is always encouraged.
DEPOSIT: A Deposit equal to half of total expected charges (including catering) is due along with signed
agreement within 2 weeks of you receiving it. See temporary occupancy agreement for detailed information.
CANCELATION: In the event that you must cancel your event or meeting space, the following deposit refund
schedule will apply. If event/space canceled:
More than 6 months prior to scheduled event 75% Refund
3-6 Months prior to scheduled event 50% Refund
1-3 Months prior to scheduled event 25% Refund
Less than 1 Month prior to event No refund available
If no deposit has been submitted, an invoice for the cancellation fee will be sent.
CONTACT PHONE NUMBERS: Please use 804-662-5000 as a message/emergency contact number. Messages will
be taken and delivered by the concierge on duty. A dedicated “command post” number can be arranged at an
additional cost if you wish to have someone from your group man the post.
EVENT TIMING: Events lasting past 10:00pm will require extended concierge coverage - arrangements must be
made in advance. Client will be charged at the rate of $50.00 per hour or part hour past 10:00pm until all guests
have left the building. All events must conclude by 11:00pm.
EXTRANEOUS TABLES:
Up to (2) registration tables are included in room rental - additional tables, including exhibitor/sponsor/silent
auction tables, may be rented for $15.00 each and will be 6’X30” tables, skirted and clothed.
A/V TECHNICAL ASSISTANCE: The JAC Manager or Concierge will be happy to assist you with the setup and
operation of our equipment. In the event of equipment failure or technical difficulties, on-call technical assistance
is available M-F from 8:00am-7:00pm. If you would like a dedicated technician on duty during your event (at an
additional charge) please contact the JAC Manager no less than one week in advance of your event so this can be
arranged through the University or an off-campus provider.
INTERNET ACCESS: Compli ary wireless and/or connected internet access is available throughout the
building, using the University’s “VisitUR” network.
CATERING: The University of Richmond Catering/Dining Services Department is the exclusive caterer for the
Jepson Alumni Center. All food and drink must be ordered through this office. Once your reservation has been
confirmed, it will be assigned and you will be contacted by a catering manager. If you wish to contact the
Catering Office, please call 804-484-1440. NOTE: For banquet functions or seating at round tables, we use 5’
rounds that accommodate a maximum of eight at each table. If your event requires more seating at any table(s),
6’ rounds can be rented on your behalf. Catering menus can be found at www.catering.richmond.edu
ROOM SETUPS: If setup crews are needed prior to or after their regularly scheduled hours to set or reset your
room(s), additional charges may apply. If changes or additions need to be made to a room that has already been
set to pre-arranged specifications, a setup/change fee of $50.00 will apply. In some cases, your room(s) will be
set the day prior to your event, therefore please advise the manager of any changes at least 24 hours in advance
of your event.
BANNERS: 72-hour notice is required for hanging of any banners - it is helpful if banners can be delivered at least
24 hours in advance of your event. A $10 per banner charge will be added to your final bill.
DANCE FLOORS: For any event where dancing will take place or there is a possibility of dancing taking place, the
host of the event must provide and cover the cost of the rental of a dance floor. Please contact JAC manager to
discuss rental options.
MAP/DIRECTIONS: Please contact the Jepson Alumni Center Manager for a printed map with directions that can
be mailed, faxed, or e-mailed to you. If using a mapping website such as www.mapquest.com or GPS, please use
the following address:
442 Westhampton Way (formerly 49 Crenshaw Way)
Richmond, VA 23173
ADDITIONAL GUIDELINES:
Due to limited storage space at the Jepson Alumni Center, please arrange for any deliveries to arrive no more than
two days prior to your event.
Taping or otherwise attaching any items to walls, podiums, or other surfaces is not allowed.
If using helium filled balloons, a $75 charge will apply for removal of any balloons that become unsecured and rise
to the ceiling.
DAMAGES: Client is responsible and will be invoiced for any repair charges incurred due to negligence or non-
compliance with stated guidelines.
For additional information, please contact the Director of the Jepson Alumni Center at (804) 289-8544.
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Westhampton Way
a
SYP
College Road
Graham Loggia
Rosenbaum Conference Room
Richmond College Library
Rosenthal Living Room
anoad
Hartz Dining Room
Eskandarian Seminar Room
Quigg Conference Room
Ukrop Gallery
9 Robins Pavilion
10 Richmond College
Class of 1947 Terrace
CC BY-NC-SA 4.0