FAQ

 

Frequently Asked Questions about The Jepson Alumni Executive Center

Do we have to be alumni of the University of Mary Washington in order to use your facility?

Emphatically no! The Center is open to everyone. Alumni of the University of Mary Washington and the community, including individuals, businesses, the military, government agencies and nonprofit organizations, are all welcome to rent our facility.

When is the JAEC available for functions?

The JAEC is open almost year-round, with the exceptions of the first Monday of Spring Break (date available on the Academic Calendar at www.umw.edu, Memorial Day, Independence Day, Thanksgiving weekend, and for several days prior to Christmas and following New Year’s Day.

How far in advance may we book our event?

Alumni may book up to eighteen months in advance. All others may book up to one year in advance.

What areas are available for my event?

The Rappahannock Grand Ballroom, which looks out onto the brick BB&T Terrace, accommodates 200 guests seated at oval tables, up to 300 guests seated theater-style and up to 400 guests for standing receptions. The room features crystal chandeliers and wall sconces, custom-woven woolen carpet and elegant window treatments. State-of-the-art technology is built-in and is available at no additional cost.

The Rectors’ Gallery is included with the rental of the ballroom and also available for separate rental for the smaller event.  The Rectors Gallery has wrap-around windows and a checkerboard pattern black-and-white marble floor and looks out onto the brick Mayo Courtyard and fountain.This room is perfect for seated meals for up to forty guests or for standing receptions for 40 to 50 guests, or for cocktails and hors d’oeuvres before a ballroom reception. During the warmer months, guests like to spill outdoors to the Mayo Courtyard and enjoy our centrally-located fountain.

The BB&T Terrace is adjacent to the ballroom. This area may be tented from April 15 to October 15 in order to extend the ballroom space during the warmer months. We can set a bar on the Terrace and add our tall bistro tables so guests have a place to set a drink.

The Mayo Courtyard is a lovely area featuring seasonal plantings. This area may also be tented from April 15 to October 15 for outdoor events. Both the terrace and the courtyard may be used for cocktail areas and the courtyard or side garden area may be used for wedding ceremonies.

The Minor Executive Board Room is perfect for our business guests. The board room balances up-to-date technology (conference calling, Skyping, audio-taping, PowerPoint presentations and more) with comfortable executive leather seating for up to 24 guests. Seating for an additional 16 or more guests is located around the perimeter of the room. This room may also be used as a waiting room for the groom and groomsmen and as a break room for vendors during weddings.

The Kalnen Inn on Trench Hill is a beautifully appointed bed-and-breakfast is reminiscent of a past era, yet its incomparable standards and services are up-to-the-minute. The result is an enclave of peaceful comfort and warm hospitality where your stay is destined to be an exceptional experience. The Inn has a total of three rooms; two rooms provide one queen bed each and a third room provides two twin beds with a handicap-accessible shower. Total overnight guest capacity for the Inn is six guests. All rooms have private baths. Continental breakfast is served daily and our concierge is on duty 24/7 to assist you. Check-in time is at 3PM and Check-out time is at 11AM. Should you wish to remain on campus please ask us about luggage storage following check-out.

For weddings, the Kalnen Inn may be an important part of your package that affords a place for the Bridal Party to “take a breather” between ceremony and reception, to have pictures taken of the Bridal party and Family members, to enjoy the cocktail hour refreshments your guests will be served, and to gather your families for your bridal announcement. Additionally, the Kalnen Inn may provide a place for you to dress and for your photographer to take pictures as you are getting ready. The Kalnen Inn first floor is an important upgrade to the Mary Washington Reception package. (Please note that once your reception begins, the Kalnen Inn first floor closes and, if you are not staying the night, we will store your belongings for you on our concierge cart so they may be picked up at the end of the evening.)

What is included with our rental fee and What are Your Wedding Packages?

We don’t base our rental prices on the number of family and friends you want to invite!  We are happy to welcome all your guests for one low price!

The Mary Washington Reception* ~ $3,975

  • The Rappahannock Grand Ballroom, the Rectors’ Gallery, the Mayo Courtyard & the BB&T Terrace
  • Professional on-site catering planning and day-of assistance
  • Built-in audio-visual equipment & the services of our AV specialist
  • Easels
  • All tables needed for guest seating and food service
  • White or ivory table linens and napkins (rental linens available in any color upon request)
  • Gold-trimmed white china and elegant flatware
  • Silver serving pieces
  • Mahogany bars
  • Bar ware
  • Reserved parking for the bridal party
  • Antique sideboards to hold your place cards and gifts
  • Antique table to hold your guest book
  • Coat Room
  • Large, attractively decorated restrooms

The Jepson Reception and Overnight Package* ~ $3,975 + $175 (one B&B overnight room)

The Jepson Package includes everything offered for the Mary Washington Reception PLUS  a beautifully appointed overnight guest room for the bride and groom or for whomever they designate. Continental breakfast and concierge service included.

The Trench Hill Reception and Overnight Package* ~ $3,975 + $300 (two to three B&B overnight rooms)

The Trench Hill Package includes everything offered for the Mary Washington Reception PLUS  two to three beautifully appointed overnight guest rooms. Continental breakfast and concierge service included.

Notes: The dance floor is subject to sales tax; overnight rooms are subject to sales and lodging taxes.

The Jepson Ceremony Upgrade:

  • The Jepson Ceremony Package: Get married with ease! Plan to have your entire wedding at the Jepson Alumni Executive Center. Our ceremony package may be added to any of our reception packages for $450 . For only another $450 we provide up to three dressing rooms (early check-in time available, beginning at 12 noon), a beautiful settting for your all-important “getting ready” pictues. Also included: assistance prior to and day-of for your rehearsal and ceremony (no need to hire an expensive wedding planner!), a one-hour wedding rehearsal, and use of the Minor Executive Board Room for the gentlemen’s dressing and waiting room.

Note: Outdoor ceremonies only require the rental of garden chairs, which we will quote and arrange for you. Chairs are approximately $3.60 ea.

*Mandatory Upgrade, if you will have dancing:

  • Our beautiful hardwood dance floor ~ $375 plus sales tax

Other upgrades:

  • The first floor of the Kalnen Inn, our premier bed-and-breakfast, for having refreshments and working with your photographer, while your guests are enjoying the first part of the reception. (Stand-alone value ~ $475 (highly recommended for all weddings!)
  • LED lighting ballroom up-lights: our lights create the unique, dramatic, and beautiful atmosphere you desire ~ $295.
  • “Midnight Snacks” for our Kalnen Inn guests, consisting of a platter of assorted cheeses, crackers, pita crisps and fruit ~ $45.
  • A bottle of chilled Champagne and hand-dipped chocolate covered strawberries for the bride & groom in their room at the Kalnen Inn following their reception ~ please inquire.
  • Box lunches for the Bridal Party before the ceremony. Price varies depending on choices.
  • Table runners, special tablecloths, chair covers and chair ties available from our caterer, University Dining. Please inquire.

More questions?
Please contact Susan Mullane at (540)654-1172 or e-mail smullane@umw.edu. The Jepson Alumni Executive Center is located at 1119 Hanover Street, Fredericksburg, VA 22401

Will we need a tent if the ceremony is outdoors?

We recommend a tent for your outdoor ceremony if it is to be held in the Mayo Courtyard. Rain may be in the forecast or direct sun may make you and your guests uncomfortable. A tent can help alleviate these concerns. The central fountain is turned off for the ceremony and turned back on for the cocktail hour under the tent, creating a magical setting for the start of your wedding reception. Note: We reserve the right to make the decision on whether an outdoor ceremony should be moved indoors of the weather is inclement.

Who is responsible for renting tents and other outdoor equipment?

We will arrange for the rental of tents and tent accessories, such as lighting, chairs and other outdoor equipment, from our state-contracted provider. We will also apply for the required state tent permits and oversee delivery, set-up and tear down of all rental outdoor equipment.

What if we want to spend the night?

Many of our bridal families have delighted in the comfort and convenience of staying at the Kalnen Inn the night before the wedding and/or for the wedding night. You may rent the entire Kalnen Inn, which includes the first floor and the three guest suites or you may choose to reserve individual rooms. (See Wedding Packages, above.)

What vendors will we need to hire?

We stay fleixble so you can show your own personal tastes and style to their best advantage! Choose vendors of your choice for the following:

  • Wedding cake
  • Table centerpieces (no candle tapers permitted)
  • DJ or band
  • Photographer and/or videographer
  • Transportation to and from our facility
  • Celebrant (should your wedding ceremony be held at the Jepson)

A list of preferred vendors is available in the management office.

 

Frequently Asked Questions about Catering

May we use our own caterer?

University Dining is the exclusive caterer for the Jepson Alumni Executive Center. Other caterers are not permitted to use the facilities. All alcohol consumed on the premises must be ordered from University Dining.

What styles of meal service are available?

University Dining offers hors d’oeuvres receptions, carving stations, buffet meals and served meals, desserts buffets, chocolate fountains and more. We recommend buffet service for 130 or fewer guests only due to the length of time it takes for a large numbers of guests to go through the buffets.

Where can we see the menus for the Jepson Alumni Executive Center?

All menus are listed on this website under Events.

Will any fees be added to our menu pricing?

All meals and beverage pricing are subject to a mandatory administrative fee and meals and sales taxes.

What if we want to make changes to a listed menu?

We are very flexible and will be happy to discuss any desired changes to our existing menus. We do ask that you identify the menu that has the greatest number of items you like so we can work from there.

May we bring our own alcohol?

Absolutely no outside alcohol is permitted, as this would be in violation of our liquor license.

May we have a menu tasting?

Once you have narrowed down your menu choice, we will be happy to set up a time when you can come and taste the food. Typically your tasting will be several months prior to your wedding. Tastings are done on Tuesdays, Wednesdays and Thursdays only, between 12 noon and 3 pm. Two to four people may attend.

Is it okay to have a cash bar at our wedding?

Cash bars are customarily reserved for business events and fund raisers. If the cost of a full open bar is prohibitive, please feel free to discuss comfortable options with us.

Is there a separate corkage fee for wine?

There is no separate corkage fee as wine purchased from University Dining includes corkage and service.

What is the difference between a consumption bar and an open bar?

A consumption bar is when the “host” (whomever is paying the bill) is charged for each individual drink the guests consume. In our menus, the prices are listed for individual glasses of wine and individual mixed drinks and bottles of beer. An open bar is purchased either with a meal package or by the hour (at least four hours for a wedding reception is typical) during which time your guests enjoy unlimited wine, beer, mixed drinks, sodas, juices and bottled water. In our experience, in most cases choosing an open bar package ends up being the more economical choice.

May we choose a signature drink or drinks?

Some bridal couples enjoy choosing one or two drinks that are special to them to serve to their guests, and perhaps even give the drinks special names. Signature drinks can be served exclusively during the cocktail hour, if you wish, and then be made available at your open bar later in the evening. We will be happy to discuss the options.

How many different wines and/or beers can we choose?

You may choose one red, one white and one sparkling wine, or any combination thereof, such as two reds and a white, or two whites and a red. For beers, you may choose two domestic and two premium/imported beers. We will provide the list of brands available and provide guidance.

Do you have children’s meals? What is the maximum age?

A children’s meal option is available for children 10 years of age and younger; typical children’s meals consists of chicken tenders, or macaroni and cheese, with green beans and a fruit cup. A special children’s menu price of $10 each includes unlimited sodas, juices and bottled water.

What about meals for our vendors?

For your photographer, DJ and any other vendor who will stay for your event, you have the choice of offering the same meal as your wedding guests, for which you would be charged the lesser “non-alcohol” price, or you may choose a deli-style platter or a box lunch that they can enjoy during their breaks.

Who will cut our wedding cake?

Following the traditional cutting of your first piece of cake together, we will cut and serve the cake to your guests; there is no additional fee for this service.

We would like to save the top layer of our wedding cake. Who will handle this?

Ask your baker to provide a bakery box so we can box your top layer and be sure to tell us that you want to save the top layer. You must arrange to have someone take the cake home the evening of your wedding as there are no storage facilities available.

May we have a champagne toast during the cake cutting?  If so, how is this typically handled?

The champagne toast that is included in certain menus is offered to the bride and groom only. If you would like to provide champagne for all of your guests, please let us know. Typically toasts take place prior to the dinner service but they can be done at the time the wedding cake is cut, or at any other focal point during the reception.

Will there be beverage service during dinner? Will water be pre-set on the tables?

Following the cocktail hour, the bar will remain open. Your guests may visit the bar any time during the evening for additional beverages. Wine service at the table entails an additional fee. Ice water is always pre-set.

May we take any of the leftover food and beverages home following our event?

No food or beverage is permitted to leave the building due to health and safety guidelines.

End-of-evening notes: The catering staff will pack your belongings for you following the reception. As we have very limited storage space, we ask that you take everything you want to save with you! If you are spending your wedding night at the Kalnen Inn you may take your belongings home the next day.