Event Policies & FAQs

Event Policies & FAQs

General Event Policies

The University of Lynchburg’s Office of Catering and Events is committed to delivering exceptional service for events and conferences of all sizes. They offer services, including venue selection, catering options, and event coordination assistance. Planning an event involves defining its purpose, audience, and desired outcomes. A detailed budget should be created, identifying funding sources and allocating funds wisely.

Event Approval Process (Review and approval timeline)

All event requests are reviewed by the Office of Catering and Events and are approved or denied based on availability, University policies, and potential impact on campus operations. Most event requests are approved or denied within 72 hours of submission, excluding officially recognized University breaks. Requests for academic spaces on weekdays will not be approved until after the first two weeks of each semester.

Cancellation Policy
  • It is the requestor’s responsibility to notify Hopwood & LaRue as soon as a cancellation decision is made. If events are canceled less than 72 hours before the event, the client may incur charges for rentals, food, and beverages. If the University closes due to inclement weather, all scheduled catered events will be canceled.
Required Permits and Licenses

Claytor Nature Center (including Cloverlea Farmhouse)

  • Alcohol Sales and Distribution: If the Outside Client Group (OCG) wishes to sell or distribute alcoholic beverages, they must obtain all required liquor sales permits. The Claytor Nature Center (CNC) is required to inspect any such permit before the sale or distribution of alcoholic beverages by the OCG, its staff, employees, or participants. The OCG is also prohibited from furnishing alcohol directly or indirectly to minors (under 21 years of age).
  • Self-Supplied Alcohol at Cloverlea Farmhouse: If you plan to supply your own alcoholic beverages for a reception at Cloverlea Farmhouse, a temporary ABC license from Bedford County is required. A copy of this license must be provided to the University at least 72 hours before your event.

On-Campus Events

  • General Permits and Licenses: Certain events may require permits or licenses from local authorities. The Office of Catering and Events can provide contact information for obtaining these necessary permits and licenses.
  • Alcohol Policy:
    • Alcohol is permitted if the requested location is a self-contained area not open to the public and without public access.
    • Insurance will also be required for events with alcohol.
    • The University Dining Services holds an ABC license to facilitate the sale of alcohol.
    • A minimum of four weeks’ notice is required for the Catering Department to fulfill your alcohol needs. Large events require at least one week’s notice to arrange for alcohol procurement and delivery.
    • State law prohibits serving alcohol to anyone under 21 or to anyone suspected of being intoxicated.
    • Guests are not permitted to take alcohol with them after an event or bring outside alcohol beyond the designated event space. Donated or homemade alcohol is also not permitted by law.
    • The maximum length of alcohol service is 3 hours. If your event lasts longer than two hours, alcohol service must end at least half an hour before the event concludes.
  • Public Performance of Movies: Any organization planning to show movies for entertainment to its members or the general public (outside of classroom use) must ensure that appropriate royalty fees are paid and obtain a “public-performance license” from the copyright holder. Movies rented or purchased “For Home Use Only” are not permitted for public performance without securing a Public Performance Video Tape License (PPTVL).
Insurance Requirements

The University of Lynchburg requires external clients to provide a Certificate of Insurance (COI) to ensure prioritized safety and security. This COI includes proof of insurance coverage, which varies in price by the provider and helps protect all parties in the event of unforeseen circumstances. The University’s preferred vendor resource for COI is www.eiia.org. Alcohol at events also requires insurance.

Reservation Timelines
  • Faculty and staff can submit event requests up to 180 days in advance. Requests with food and beverage require 10 business days’ notice, while requests without food and beverage require 72 hours’ notice.
  • Students and student organizations can submit event requests up to 90 days before the event.
  • External clients: Can work with Hopwood & LaRue to request events up to 24 months in advance. All requests must be submitted at least one day before the event.
  • Summer season scheduling (late May to early August) operates on a rolling 24-month schedule. Summer events and housing are coordinated by the Catering and Events Office and granted on a first-come, first-served basis.
Claytor Nature Center Guidelines
  • The CNC property is a registered nature preserve and conservation area. Guests are expected to follow Leave No Trace principles, which include refraining from removing any items (living or nonliving), picking up trash, and avoiding modifications to the natural environment.
  • Swimming is strictly prohibited in any pond, lake, or reflecting pool on the CNC campus.
  • Fishing and canoeing are permitted in certain locations with prior approval. Appropriate licenses and safety gear must be provided by the organizing client (OCG) for each participant, and fishing is catch-and-release only.
  • No items shall be placed in the reflecting pool at Cloverlea Memorial Gardens.
  • Dogs are permitted in outdoor spaces on CNC grounds, but not in indoor facilities, unless they are required for a person with a disability. Dogs must be under control and leashed; owners are responsible for cleaning up pet waste. The wedding party and pet owners are fully responsible for any damage or injury caused by their pets, and the venue is not liable.
  • The use of hiking trails and outdoor recreational areas is encouraged for overnight OCG participants, free of charge, during normal operating hours, provided it is limited to individual or informal groups (excluding scheduled activities for invited guests).

Safety and Security

General Safety Regulations
All exits must be clear, and exit signs visible. Doors and windows may not be covered. Paper and cloth should be kept away from light fixtures and ceiling sprinklers. Fire extinguisher compartments must be visible. Aisles and walkways must be adequate for access and egress. Decorations or materials may not be attached to curtains, draperies, or air vents. Extensive electrical power requests require approval from student engagement/campus life staff and/or physical plant electricians.
Prohibited Items
  • Firearms, weapons, ammunition, fireworks, explosives, and highly flammable materials are not allowed within buildings or on the grounds of the Claytor Nature Center (CNC) or the University campus. This includes concealed weapons, BB guns, pellet guns, Airsoft guns, paintball guns, handguns, rifles, knives, bows and arrows, and martial arts weapons. Exceptions may be made for legitimate, authorized, classroom-based needs.
  • Gambling or solicitation is not permitted.
  • Smoking or vaping is not permitted in any building on the CNC campus or the University campus.
  • Digging or using stakes (except at established tent sites) is prohibited at CNC.
  • No one is allowed to remove unconsumed food or beverages from events catered by University Dining Services, due to Virginia Department of Health regulations and College policy.
  • No confetti, sparkles, or rice is permitted for decorations.
Emergency Contacts

In the event of an emergency at CNC, please call 911 or emergency services first, then report the incident to CNC staff. For non-emergency situations, report to CNC staff at your earliest convenience.

For on-campus emergencies, contact the Office of Campus Safety and Security by dialing ext. 5555 from a campus landline or 434.544.5555 from a cell or off-campus phone, or use an emergency telephone on campus. Dial 911 for local police and fire emergencies off-campus.

Amplified Sound Policy

Amplification is allowed at University properties with coordination from the Office of Catering & Events.

  • Around academic buildings: Allowed Mon-Fri 5 p.m. – 9:30 p.m.; Sat 10 a.m. – 10 p.m.; Sun noon – 9:30 p.m.
  • Around residence halls: Not allowed Sun-Thu; Fri 5 p.m. – 10 p.m.; Sat 11 a.m. – 10 p.m.
  • Quiet hours at CNC are from 10 p.m. to 8:30 a.m. daily, and noise in excess of ambient volume is prohibited unless agreed to in writing and subject to the Bedford County Noise Ordinance.
Special Parking Arrangements and Traffic Control

Standard “Event Parking” signage and/or blocking spaces with cones can be provided upon request. Special parking or traffic services (like traffic control) from the Office of Safety and Security incur a $50.00 per hour charge, with a two-hour minimum. Parking in fire lanes is not allowed. Access and egress to the CNC property are available via 1650 Cloverlea Lane or 1844 Woods Road, with gates locking at 5 p.m. but allowing exiting via a sensor. Re-entry after hours requires a gate code. Parking motorhomes, tent campers, and sleeping campers requires prior approval and is only permitted in specified locations.

Decorations & Equipment Use

General Decoration Guidelines

To enhance the appearance of an event while ensuring the aesthetic nature of the room for future guests, specific guidelines apply:

  • All decorations must be removed immediately following the event.
  • No decorations can be attached or placed on painted walls or pillars.
  • Decorations on other surfaces can only be attached using masking tape or painter’s tape on certain glass entrance doors and concrete or cinder block walls.
  • Nails, tacks, staples, or other sharp objects may not be driven into walls, floors, doors, pillars, ceilings, or tables.
  • Plastic fishing lines may not be used to hang decorations from the ceiling.
  • Scotch tape, two-sided (carpet) tape, or duct tape cannot be used. Gaffer tape is permitted on most carpeted surfaces but not on finished wood floors or in Turner Gymnasium.
  • No confetti, sparkles, or rice is permitted.
  • Fog machines are not permitted.
  • All free-standing decorations must be stable and securely anchored with weights and sandbags.
  • Glue may not be used on any surface.
  • Open flames are not permitted without a valid open burn permit from Campus Safety and Security.
  • Decorations should be painted before being brought into the building or public outdoor campus spaces.

Expenses incurred due to damages resulting from decorating are the sole responsibility of the event sponsor. The client who reserved the event will be held financially responsible for any damages incurred during the reservation period.

Florist Information
  • Delivery and setup times must be arranged in advance.
  • Real floral petals of non-invasive species and bubbles may be used outdoors; no other products (rice, birdseed, confetti) should be thrown inside or outside University facilities.
  • The client and the floral vendor are responsible for setting up and taking down the event décor.
  • Reasonable cleaning, including removal of fallen petals, dislodged decor, personal belongings, and trash, should be performed during takedown.

Snidow Chapel:

  • Nothing should be placed on the Chapel piano or organ.
  • Arrangements on other Chapel platform furniture must use reasonable precautions to protect furnishings.
  • Use of enclosed, non-drip candles is restricted to the forward portion of the Chapel platform or outdoor facilities only, and candles may not be used with greenery, other flammable decorations, or placed in window sills.
  • Heating and cooling vents in the Chapel windows should not have decor placed on them.
  • The Chapel has four candelabras that may be used indoors on the stage.

Cloverlea Farmhouse/Claytor Nature Center:

  • Florists should try to ensure that invasive floral species are not used.
  • The use of enclosed, non-drip candles is restricted to outdoor facilities only. Additionally, candles may not be used with greenery, other flammable decorations, or placed in window sills.
Audio/Visual Equipment Policy

A/V equipment must be requested in advance via the event request form and may require staff assistance for operation. Requests received less than 72 hours before the event may be ineligible for A/V support. Snidow Chapel features an updated audio and video system, including a retractable screen, projector, microphones, and CD/USB input, all of which are included with indoor wedding packages when a staff member is present.

Movies for Public Performance

Organizations that show movies as entertainment, whether to their members or the public, must ensure that they pay the appropriate royalty fees. Outright purchase or rental of a pre-recorded work (e.g., from Redbox, Netflix) does not grant public performance rights unless a Public Performance Video Tape License (PPTVL) has been secured. Public performances include “semi-public” venues such as clubs, fraternities, residence hall lounges, and schools, whether admission is charged or not. Classroom use is generally permissible under specific conditions related to instruction and audience.

Frequently Asked Questions

The University of Lynchburg has specific policies regarding open flames, sparklers, confetti, and adhesive hooks at its event venues, with distinctions based on location.

For open flames and candles, the Cloverlea Farmhouse and Claytor Nature Center permit the use of enclosed, non-drip candles, provided they are used only in outdoor facilities. These candles cannot be used with greenery or other flammable decorations and should not be placed on window sills. Snidow Chapel, located on the main campus, also restricts the use of enclosed, non-drip candles to the forward portion of the Chapel platform or outdoor areas, with the same stipulations regarding flammable materials and window sills. However, the Chapel does provide four candelabras that can be used indoors on the stage. Generally, open flames are prohibited on any University property without a valid open burn permit from the Office of Campus Safety and Security.

Sparklers, along with glitter and rice, are not permitted for use on any University properties. Confetti is also prohibited on University grounds, and this restriction extends to sparkles and rice as well. Specifically, at Snidow Chapel and other University facilities, items like rice, birdseed, and confetti should not be thrown inside or outside. However, real floral petals from non-invasive species and bubbles can be used outdoors.

Regarding adhesive hooks and tape, the Cloverlea Farmhouse and Claytor Nature Center prohibit the use of nails, staples, adhesives, and tape at all times. Clients are also not allowed to run wires, move ceiling tiles, or hang items from ceilings or walls. Similarly, at Snidow Chapel and in all University buildings, the same restrictions apply.

For general decorations in all event spaces on the main campus, no items may be attached or placed on painted walls or pillars. Decorations on other surfaces can only be secured using masking tape. Plastic fishing lines should not be used to hang decorations from ceilings. Additionally, nails, tacks, staples, or other sharp objects are prohibited on walls, floors, doors, pillars, ceilings, or tables. While gaffer tape is permitted on most carpeted surfaces, it should not be used on finished wood floors or in Turner Gymnasium, and other floor materials require approval from the Director of Environmental Services. Masking tape or painter’s tape may be used on certain glass entrance doors and concrete or cinder block walls, but adhesive-backed picture-hanging devices are not allowed.

Any expenses incurred due to damages resulting from decorating will be the sole responsibility of the event sponsor.

Pets are welcome on the University of Lynchburg grounds, including the Claytor Nature Center, as long as they’re leashed, under control, and their waste is promptly cleaned up. Owners are liable for any damage or injury their animals cause. Indoors, pets are prohibited everywhere (including Cloverlea Farmhouse and Snidow Chapel) except for service animals.

Please inform your venue coordinator if you plan to bring pets, so that proper accommodations can be arranged.

Specific noise policies are in place for events at Cloverlea Farmhouse/Claytor Nature Center, as well as other University properties. At Cloverlea Farmhouse/Claytor Nature Center, quiet hours are set from 10 p.m. to 8:30 a.m. During these hours, noise levels above ambient sounds are not permitted unless written permission is granted. Additionally, all events must comply with Bedford County’s Noise Ordinance.

For other University properties, including the main campus, amplified sound is permitted, but prior arrangements must be made with the Office of Catering & Events. There are certain restrictions on amplification based on the type of location.

In academic buildings, amplified sound is permitted during the following hours: Monday through Friday from 5 p.m. to 9:30 p.m., Saturday from 10 a.m. to 10 p.m., and Sunday from noon to 9:30 p.m.

For residence halls, there are stricter regulations. Amplified sound is not allowed from Sunday to Thursday. On Friday, it is allowed from 5 p.m. to 10 p.m., and on Saturday, the permissible hours are from 11 a.m. to 10 p.m. Overall, it is essential to keep these time frames in mind when planning events on campus to ensure compliance with the established policies.

You are generally permitted to utilize outside rental contractors, including A/V vendors, for your event. However, delivery and setup times for these outside contractors must be arranged in advance with University staff. It is essential to note that the client and their vendor are responsible for setting up and taking down event décor and equipment.

Yes, approved food trucks are allowed. Please visit the food trucks/vendors section on our planning tools page for additional information.

Yes. The requested location must be a self-contained area, not open to the public, and without public access. Insurance will also be required.

For more information, please view the University of Lynchburg’s policies.

Your setup and arrival time on the day of your wedding depend on the “Period of Use” included in your selected package. The Exclusive (43 hours), Premium (31 hours), and Day (14 hours) packages all include dedicated time for setup, dressing, and preparations. The Exclusive and Premium packages also offer lodging for up to 12 guests at the Cloverlea Farmhouse, allowing the wedding party to be on-site and settled well in advance.

Vendor access must be arranged in advance. Deliveries and pickups from rental companies, florists, and decorators must be scheduled with University staff at least seven days in advance. If additional setup or breakdown time is needed beyond what your package includes, extra hours can be purchased. Last-minute changes or requests within 72 hours of the event require approval and may involve additional charges. For the smoothest experience, coordinate early with your venue contact to confirm all timelines.

  • Faculty and staff can submit event requests up to 180 days in advance.
  • Students and student organizations can submit event requests up to 90 days prior to the event.
  • External clients can work with the Office of Conferences, Events, and Support Services to request events up to 24 months in advance. All requests must be submitted at least one day before the event.

Yes, the University of Lynchburg offers on-site lodging through several of its facilities, primarily for specific event packages and during certain periods of the year.

  • Cloverlea Farmhouse:
    • The Exclusive Wedding Package at Cloverlea Farmhouse includes two nights of lodging for up to 12 persons in the farmhouse itself.
    • Beyond specific packages, the historic Cloverlea Farmhouse, with its six bedrooms and three and a half bathrooms, is generally available for overnight lodging and special events. Guests staying at Cloverlea Farmhouse are expected to follow specific guidelines regarding the use of linens and personal belongings upon departure.
  • Chandler Eco-Lodge (at Claytor Nature Center):
    • Located at the Claytor Nature Center, approximately a 45-minute drive from the main campus, the Chandler Eco-Lodge is designed to be environmentally friendly.
    • This lodge can accommodate up to 16 guests in two separate sleeping areas. Overnight guests using the Claytor Nature Center facilities are encouraged to utilize its hiking trails and outdoor recreational areas free of charge, with access limited to normal operating hours. Re-entry after hours requires a gate code provided by staff.
  • Residential Halls (during summer months):
    • The University’s portfolio of campus locations includes residential halls that are available for events during the summer months (late May to early August).
    • The Office of Catering and Events coordinates summer events and housing on a first-come, first-served basis. This indicates that group lodging can be arranged for camps, conferences, or other larger summer events.

Yes, the availability of space the night before for rehearsals or deliveries depends on the specific venue and the type of event being held, often requiring prior arrangement and adherence to specific policies and timelines.

For Wedding Rehearsals at Cloverlea Farmhouse:

Most wedding packages at Cloverlea Farmhouse include a one-hour rehearsal on the day before the wedding. Additionally, extended rehearsal time is available for an extra charge. There is also the option to use the reception area for an on-site rehearsal dinner, which is available for an additional fee.

For Deliveries and Setup (General University Properties, including Cloverlea and Snidow Chapel):

For events that utilize outside rental contractors or florists, delivery and setup times must be arranged in advance with University staff. Event sponsors and their vendors are responsible for setting up and taking down the event décor. The “Period of Use” for Cloverlea wedding packages can vary significantly, typically accommodating pre-event setup and deliveries. For any event on University property, if requests or changes involving setup, audio-visual equipment, catering, or security/parking are submitted less than 72 hours before the event, they must be approved by the Office of Catering & Events.

We are actively working on this and will provide updates soon. Please note that Hopwood & LaRue Catering and Events is the exclusive caterer for all on-campus events. However, this exclusivity does not strictly apply to Cloverlea Farmhouse.

  • Internal events will be billed monthly through department transfer.
  • Payment terms for external events are outlined in the Facilities Use and Services Agreement under Section 2. Contact our office for more information.

Yes, various built-in audio/visual (A/V) equipment is available at different University of Lynchburg event venues.

Built-in Audio/Visual Equipment Available

The availability of built-in A/V equipment varies by venue:

  • Snidow Chapel: This venue features an updated audio and video system, complete with a retractable screen, video projector, and various microphones. It can also source music from CDs or USB drives. The use of this existing A/V equipment is included with indoor wedding packages, provided a staff member is present.
  • East Room: This space includes two TVs and a computer.
  • Genworth Conference Room: This conference space is equipped with a computer, projector, and a retractable projector screen.
  • Memorial Ballroom and Patio: The ballroom is well-equipped with three projectors, three retractable projector screens, a computer, surround sound, and wired microphones. It also features a stage for guest speakers.
  • Sydnor Performance Hall: This hall includes stage lighting, wired microphones, surround sound, a projector, a retractable projector screen, and a computer.
  • John E. and Kathryn S. Husted Pavilion (at Claytor Nature Center): This facility offers A/V hookups and a projection screen.
  • Museum Classroom (at Historic Sandusky): This space features basic audiovisual equipment.

For any event, please specify any special media or technology requirements when submitting your event request, as venues are equipped accordingly. Still, some needs may require prior arrangements to access specific equipment. A/V equipment must be requested in advance via the event request form. Requests received less than 72 hours before the event may be ineligible for A/V support.

After you submit an event request through Astra Schedule, you will receive a confirmation email that your event has been submitted along with a PDF file that summarizes the request. Once the request has been reviewed, you will receive a second confirmation or rejection email. When inquiring about your event, please reference the event’s name and date.

The service charge is a standard fee applied to your catering and beverage services. This charge directly supports the labor and equipment costs associated with ensuring a seamless and successful event for you and your guests.

The University of Lynchburg requires external clients to provide a Certificate of Insurance (COI) to ensure the safety and well-being of all attendees at your event. The COI essentially provides proof of insurance coverage, which varies in price, depending on the provider, and helps protect all parties involved in the unlikely event of unforeseen circumstances. Our preferred vendor resource can be found at www.eiia.org. This is a standard procedure to ensure a safe and secure environment for all events held on University property. We appreciate your understanding and cooperation in providing this documentation.

For internal users of Astra Schedule, an event is classified as high-level event information. For example, Homecoming and a staff meeting are events. A meeting is a specific event that occurs on a particular date, time, and place. An example of a meeting is registration from 9 to 10 a.m. or a staff meeting on Thursdays at 1 p.m. in the Hornet Hive. An event can have multiple sessions.

  • In the event of cancellation, it is your responsibility to notify Hopwood & LaRue as soon as you have decided to cancel the event. Events that are canceled less than 72 hours before the event may be subject to all estimated charges.

Delivery and pickup times for outside rental contractors must be scheduled with University staff at least seven days prior to the event. Additionally, florists and decorators also need to have their delivery and set-up times prearranged. It is essential to note that the client and the floral vendor are responsible for setting up and taking down the event décor.

For any last-minute requests or changes to scheduled events submitted less than 72 hours before the event, including those involving setup, approval must be obtained by phone or email from the Catering and Events Office. Such requests may incur additional charges.

Once an event request is submitted, it will be reviewed by the Office of Conferences, Events, and Support Services. We try to approve or deny the majority of event requests within 72 hours of the time of submission (excluding officially recognized breaks when the University is closed). Please note that requests for academic spaces on weekdays will not be approved until after the first two weeks of each semester.