Frequently Asked Questions

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 in a particular date, time, and place. An example of a meeting is registration from 9-10 a.m. or a staff meeting on Thursdays at 1 p.m. in the Hornet Hive. An event can have multiple sessions.

• 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.

• External clients: Cancellation details are specified in your Facilities and Use Agreement under Section 2.
• Faculty/Staff/Students: In the event of cancellation, it is your responsibility to notify the Office of Conferences, Events, and Support Services as soon as the decision to cancel the event is made. Events with a unique setup and/or catering that are canceled less than 48 hours before the event may be subject to all estimated 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.

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.

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

Yes. The location requested 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.

The University of Lynchburg requires external clients to provide a Certificate of Insurance (COI) to prioritize the safety and well-being of everyone attending 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.

We are currently working on this. More to come.
Please note that for all on-campus events, Hopwood & LaRue Catering and Events is the exclusive caterer on site. Catering exclusivity does not strictly apply to Cloverlea Farmhouse.

The Office of Catering and Events can be reached at 434.544.8623 or [email protected].

The Manager of Catering and Events can be reached at 434.544.8271 or [email protected]. General menu selections can be viewed on our Catering and Beverage page. Guidelines and catering policies can also be viewed on that page.

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.

We are unable to permit attendees to take leftover food in personal to-go containers. This policy is primarily driven by the USDA and Virginia Department of Health regulations. Specifically, these regulations mandate that catered food be consumed within a specific timeframe and under controlled temperature conditions. Visit our catering and beverage webpage for more information

The chapel can hold a maximum capacity of 400 guests.

There are 15 rows of pews on either side. (Height: 34” / Width: 19” / Depth of end cap: 3.5”)

Yes, the University of Lynchburg is proud of this donated piece of art in Snidow Chapel. There are two sides to this beautiful quilt. Just let us know which side you prefer, and we will show it during your ceremony.

The Snidow Chapel features an updated audio and video system, complete with a retractable screen, video projector, various microphones, and the ability to source music from CD or USB drives. The use of the existing chapel’s A/V equipment is included with your indoor wedding package, provided a staff member is present.

Lighting controls are located in the foyer and on the front right side, stage left, of the auditorium. Switches are conveniently marked with several preset lighting levels. An operations staff member can assist you with this.

The Snidow Chapel chimes are not available for use during wedding ceremonies.

Yes, aisle runners are allowed on the carpeted section of the aisle, which is approximately 6.6’ wide by 52’ long.

The Snidow Chapel and Schewel Hall parking lots are the most convenient for wedding guests. Limited ADA parking is available.

We can provide standard “Event Parking” signage and/or block-off spaces with cones upon request only.

For ceremonies in Snidow Chapel, the upper balcony area is a prime location for photography and videography.

Please call 434-544-8623 or email [email protected] for the most up-to-date information on our wedding package offerings.

Yes! You may use Hopwood & LaRue to cater your event. We provide products and services for cocktail hour and reception dinners.

A temporary ABC license from Bedford County is required for you to do so. The University requires a copy of this at least 72 hours before your event. You may also use an external caterer or our products and services from Hopwood & LaRue Catering and Events.

Hopwood & LaRue Catering offers the following for bar service:

• Bar set up fee.
• Bartender fee (maximum 4 hours).
• We can serve either a full bar (with liquor) or just beer and wine products.
• We can do one of 3 options for service:
  • Open bar: Invoices will be sent after the event, allowing our department to calculate the amount consumed.
  • Ticketed bar: You invest in tickets and give your guests 1 or more beverage tickets. Once the ticket(s) are used, a cash bar will be in place.
  • Cash bar only: Please note that payment is required in cash or by card.

Prices for beer, wine, and mixed drinks vary. All pricing is available upon request.

If you choose either our Exclusive, Premier, or Day Package, yes. The tent is not included in the Intimate Outdoor Ceremony or Elopement Package unless specifically requested, for which additional fees will apply.

Cloverlea Farmhouse and Memorial Gardens provide the venue and the option of our exceptional Hopwood & LaRue catering services.

We do offer:

• 28 of our 6 ft rectangular tables and 160 white folding chairs on site.
• Tablecloths and cutlery can be transported from campus
• Tablecloths and napkin pricing available upon request
• Full-service table setting (this includes plates, cutlery, and glassware) pricing is available upon request
• Staff on site responsible for parking assistance, trash removal, and venue management.
• If catered by Hopwood & LaRue, we will require more staff.

We do not include:

• Centerpieces / floral arrangements
• Round tables / dance floor / wall panels for the 40’x80’ tent (Overstreet is preferred)
• Photographers
• Officiants

Yes! A two-night stay is included in the Exclusive Package, and a 1-night stay is included in the Premier Package. Pricing for extended or custom lodging may vary; please inquire for details.

Typically, ceremonies take place either at the Reflection Pond or on Event Lawn 2. Cocktail receptions can be held either at Ash Lawn or Event Space 1. Peak season packages will feature a reception under the 40’x80’ tent in Event Space 1.

Please see this map for guest parking information.

Yes. One ramp is located to the right of the garage, providing access to the Ash Lawn. From Ash Lawn, guests can access the top of the stairs leading to the Reflection Pond. From the Ash Lawn to the back of the farmhouse, there is also a ramp to access the main level of the farmhouse if needed.

No. Pets must be supervised outside at all times and either crated or leashed. Owners are responsible for cleaning up after their pets on the property.