Hotchkiss House Rules and Terms of Use

Hotchkiss Alumni House

Rules for Rental and Use of Hotchkiss Alumni House

Revised and Effective December 2023

Hotchkiss Alumni House is available only to W&L students, faculty/staff, alumni, and their invited guests after business hours. For events which complement the mission or goals of the University, there is no rental charge. Examples would include a departmental reception, a student group meeting, or an event for alumni. All reservation requests must be approved by Hotchkiss Alumni House scheduler.

For personal or social events, including meetings, receptions and private parties, the rental fee is $150. Our modest fees help defray the costs of maintaining the facility. 

1. The facility is suitable only for light to moderate uses, not for large or late-night parties, or use of any amplified music. Alumni Engagement reserves the right to deny any request deemed inappropriate for W&L or the facility. The operation and control of the Hotchkiss Alumni House is managed by the Executive Director of Alumni and Career Services and his or her designee. That person will review any request, set any rental rates and deposits, provide electronic confirmation of the booking, and regulate the event pursuant to these rules.
2. Only the first floor of Hotchkiss Alumni House, the porches, and the exterior side yard inside the stone retaining wall are available for use. No reservations will be allowed in the Hotchkiss Alumni House during the business day by any person or department (8:30am-4:30pm). The porches do not have sidewalls or curtains for protection from wind or hard rain. A tent ordered through our approved vendors can be installed in the side yard at the user’s expense. The patios of the adjacent Center for Global Learning are not included.  
3. Nothing can be removed from the premises to accommodate the event.  
4. No burning candles or other open flames.
5. Hotchkiss Alumni House is strictly smoke free. Violation of this rule will result in costs incurred to clean/deodorize.
6. For a standing indoor reception, the maximum attendance is 75 and up to 125 if utilizing the outdoor patios, and side yard with an approved tent. For a seated indoor dinner, the maximum attendance is 30 and up to 85 persons, for additional outdoor seating, all approved by Alumni Engagement and W&L Dining Services. 
7. The user must take every reasonable precaution to protect the house and its furnishings.
8. Full payment must be received at the time of confirmation. The Hotchkiss Alumni House scheduler will confirm the date via email and provide a PayPal link for payment. Reservation fees are refundable if the event is canceled.
9. Throwing of rice, confetti, birdseed, artificial flowers, and similar substances are strictly prohibited.
10. The second floor and attic are strictly off limits.
11. Use of the flat screen monitor/TV is prohibited unless authorized after a training session. If it is used, the individual submitting the form and the sponsoring group are jointly liable for the full cost of repairing or replacing any damaged or malfunctioning equipment.  
12. All functions are under the jurisdiction of W&L Public Safety. Excessive noise or any other disruptive or inappropriate behavior, including but not limited to exceeding the stated capacity limits, authorizes W&L Public Safety in its sole discretion to issue one warning and then to terminate the event if they return. 
13. By submitting the Reservation Request Form and using the facility, the individual submitting the form and the sponsoring/hosting group are jointly responsible for all matters related to the event. The person submitting the request OR designated person as recorded must be present at the event. That individual is also responsible for leaving the premises, including the yard, in good, “broom-clean” condition. That individual will use the vacuum cleaner located in the closet under the stairs and other cleaning supplies located under the kitchen sink as needed. This rule will be strictly enforced. All damages will be reviewed following the event and charges will be assessed and against the person submitting the form and the sponsoring/hosting group.
14. The person submitting the form is solely responsible for hiring and paying any caterers and bartenders. Virginia ABC and other laws apply, as do university policies and requirements regarding events involving alcohol. No alcohol is permitted unless the separate event form is submitted to and approved in advance by W&L Student Affairs. You can access and fill out the Student Affairs Event Registration Form. If that approval is not obtained, the event cannot be held, and it will be cancelled immediately. Service of any alcoholic beverages is strictly regulated. No alcohol can be served to or consumed by anyone under 21 years old. 
15. If any caterer will be used, W&L Dining Services has the first right of refusal. You must contact them at 540-458-8025 and offer W&L the opportunity to cater the event. Should W&L Catering decline or be unavailable, area alternatives include:
16. For evening and/or weekend use, please call W&L Public Safety at 540-458-8999, upon arrival, to unlock the doors and to relock them when the event ends.
17. Hotchkiss Alumni House is rented “as is and where is.” W&L assumes no responsibility for damage or injuries to persons or property occurring at or as a result of your event. By submitting the Reservation Request Form and using the facility, the individual submitting the form and the sponsoring/hosting group fully and finally release W&L, its trustees, officers, employees, and/or agents, from any potential liability for damage or injuries to persons or property occurring at or as a result of such event. 

If you have any questions about these rules, you must raise them before written confirmation is received. Please email the Office of Alumni Engagement, alumni@wlu.edu with any questions.