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?
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.
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 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.
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 with comfortable executive leather seating for up to 24 guests.
The Kalnen Inn on Trench Hill is a beautifully appointed bed-and-breakfast is reminiscent of a past era. 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. All rooms have private baths. Continental breakfast is served daily and our concierge is on duty 24/7 to assist you.
For full wedding venue information, please see below under Packages. 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.
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 an AV specialist
- 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 flatware
- Silver serving pieces
- Mahogany bars
- Coat Room
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 is a one-hour rehearsal the day prior to your wedding.
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.
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
- 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 upon request.
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, and desserts.
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. Typically your tasting will be several months prior to your wedding.
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.
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 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.
