FAQ

What is your mailing address?

Our mailing address is 1119 Hanover Street, Fredericksburg, VA 22401.

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

Emphatically not! While we often hold events for alumni of the University of Mary Washington, other members of the community–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 one day during the student Spring Break (date available on the Academic Calendar at www.umw.edu, Memorial Day, Independence Day, Thanksgiving weekend, and for the week between Christmas Eve and 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 220 guests seated at oval tables when there is no dance floor (otherwise the number is 180), 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 mill outdoors in the Mayo Courtyard and enjoy our centrally-located fountain.

The BB&T Terrace is adjacent to the ballroom. This area may be tented during the warmer months 15 in order to extend the ballroom space. We can set a bar on the Terrace and add our tall cocktail 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 weather permitting 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 full wedding venue information, please see below under Packages. The Kalnen Inn (an additional rental to the ceremony and reception space) can be an important part of your package that provides 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 in the reception area, and to gather your families for your bridal announcement. Additionally, the Kalnen Inn can 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.)

How many hours do we have the Jepson Center for a wedding?

The length of time for a wedding reception is four hours. One additional hour may be added. Note that you will have extra time should you decide to also have your wedding ceremony AND reception at the Jepson Center. Top Shelf and Premium bars include three wine choices, four beer choices, plus sodas, juices, and water. A Beer and Wine Bar includes everything but alcohol. More information about bars and how your choice will affect pricing may be found under Events on this website. Click on EVENTS, then WEDDINGS, then WEDDING MENUS.

What are your wedding packages and what is included with them?

The Mary Washington Reception

  • 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
  • Coat Room
  • Large, attractively decorated restrooms

The Jepson Reception and Overnight Package

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

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.

Optional Upgrade: The Jepson Ceremony

  • Our ceremony package may be added to any of our reception packages. Jepson ceremonies include up to three dressing rooms for the ladies, the use of the entire Kalnen Inn for your all-important “getting ready” pictures, the use of the Minor Executive Board Room for the gentlemen’s dressing area, and a private Bridal Cocktail Party in the first floor of the Kalnen Inn following your ceremony so you can enjoy cocktail refreshments and have time to work with your photographer while your guests enjoy the cocktail hour on the ballroom-side of the Center. Also included are indoor or outdoor chairs as needed, set-up and tear down of the ceremony area, up to one hour for the rehearsal and up to three hours for the ceremony preparation and ceremony itself.

More 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. (This is highly recommended for all weddings!)

LED lighting ballroom up-lights: our lights create the unique, dramatic, and beautiful atmosphere you desire

“Midnight Snacks” for our Kalnen Inn guests, consisting of a platter of assorted cheeses, crackers, pita crisps and fruit

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 Grace McCormick at (540)654-1173. 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. No tent is necessary if your ceremony is held in the Jepson Center Garden; however, our back-up plan for both locations is to move your ceremony to the Rappahannock Grand Ballroom in case of inclement weather. We reserve the right to make the decision on whether an outdoor ceremony should be moved indoors for the safety and comfort of you and your guests. Tents may be used from April 1 to October 31.

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 (outdoor garden chairs or chivaris) 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 remain flexible so you can highlight your own personal taste and style to best advantage! Choose vendors of your choice for the following:

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

A list of preferred vendors is available.

Frequently Asked Questions about Catering

May we use our own caterer?

No; 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 served meals, buffets, hors d’oeuvres receptions, carving stations, desserts  chocolate fountains, cupcakes and more. We recommend a served meal of you have over 130 or so guests to ensure best service time.

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

All menus are listed on this website under Events; then click on the type of event and the menus will be another click at the bottom of the paragraph.

Will any fees be added to our menu pricing?

All meals and beverage pricing are subject to a mandatory administrative fee of 18% and meals and sales taxes of 11.3%.

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?

Yes, once you have signed your Rental Agreement with the Jepson Alumni Executive Center, our caterers will be happy to conduct a menu tasting. Narrow down your menu choice and let University Dining know which one you would like to try. We will find a mutually workable date and time, and the rest is the fun part! Typically your tasting will be several months prior to your wedding. Two to four people may attend. Tastings are done on Tuesdays, Wednesdays and Thursdays only, between 12pm and 3 pm.

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

Cash bars are customarily reserved for business events and fund raisers. The people who attend are your guests and they will typically not expect to pay for their drinks and often will not have thought to bring cash. If the cost of a full open bar is prohibitive, please feel free to discuss comfortable options with us.

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. Our caterer 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 of the three. For beers, you may choose two domestic and two premium/imported beers. Our caterer 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 $10.50 each includes unlimited sodas, juices and water.

What about meals for our vendors?

Our caterer will discuss vendor meal options with you.

Who will cut our wedding cake?

Following the traditional cutting of your first piece of cake together, our caterer 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 our caterer can box up your top layer; then 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 Grand Wedding menus is offered to the bride and groom only. If you would like to provide champagne for all of your guests, please let our caterer 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 is available for an extra fee; ice water is always pre-set.

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

Due to health and safety guideline, no food or beverage is permitted to leave the building.

End-of-evening notes: Following the reception, please plan to pack up anything you wish to take home such as centerpieces and serving items such as toasting goblets that you may have brought. You are responsible for gathering your gift cards and gifts as we do not take responsibility for them. If you are spending your wedding night at the Kalnen Inn you may take some items home the next day if cleared with the director of operations.