Wedding reception policies
Affiliation Categories
Direct Affiliation: The bride, groom or one of their parents must be a current, full-time faculty member, staff member, student or alum of Washington University.
Sponsored Affiliation: The bride or groom must be related to a current full-time faculty member, staff member or alum of Washington University or must be sponsored by a current, full-time faculty member, staff member or alum of Washington University.
No Affiliation: Neither the bride nor groom is related to a current full-time faculty member, staff member, student or alum of Washington University nor are they sponsored by a current, full-time faculty member, staff member or alum of Washington University
Booking Policies
Direct Affiliation: Wedding Receptions are booked no more than one year prior to the date of the reception. Applications (attached) are accepted no more than 14 months prior to the requested reception date and will be logged by the date and time received. Wedding Receptions are booked in the order the applications are received. Receipt of an application does not guarantee the requested date. The first day of the month, one year prior to the requested date, Event Services will begin booking the reception applications.
Sponsored Affiliation: Wedding Receptions are booked no more than 10 months prior to the date of the reception. Applications (attached) are accepted no more than 10 months prior to the requested reception date and will be logged by the date and time received. Wedding Receptions are booked in the order the applications are received. Receipt of an application does not guarantee the requested date.
No Affiliation: Wedding Receptions are booked no more than 6 months prior to the date of the reception, Applications (attached) are accepted no more than 6 months prior to the requested reception date and will be logged by the date and time received. Wedding Receptions are booked in the order the applications are received. Receipt of an application does not guarantee the requested date.
A wedding reception is considered booked only when the applicant receives a written confirmation from Event Services.
Room Availability, Rental Fees and Policies
1) Holmes Lounge may be reserved for wedding receptions on Saturday or Sunday between the hours of 12:00 noon and 11:00 p.m. during the non-academic times of the year. Due to time constraints and in an effort to provide the best service to our clients, Event Services will book one wedding reception per day.
2) An Event Coordinator will contact the client about the specific time Holmes Lounge will be available for their set-up, once the reception time has been decided.
3) Holmes Lounge is not available for wedding receptions on the following days: New Year's Day, Martin Luther King, Jr. Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, Christmas Eve, and Christmas Day.
4) The Wedding Reception rental fee for Holmes Lounge is $2000.00, which includes cleaning and set-up of Holmes Lounge before and after the reception. Payment in full is due upon receipt of the written confirmation.
Payment should be made by check or money order, payable to: Washington University in St. Louis. Please include your confirmation number on the check or money order. Credit cards are not accepted. Your canceled check serves as your receipt.
Cancellations
Event Services must receive cancellations in writing. Cancellations made one (1) year to six (6) months prior will be charged a $200.00 processing fee. Cancellations made within six (6) months or less will receive a refund of 50% of the rental fee. Event Services reserves the right to cancel any wedding reception that has an outstanding balance 60 days prior to the wedding reception.
Event Management
1) An Event Coordinator will work with each client from receipt of the application throughout the reception, and will act as liaison between client and all service providers to ensure a quality experience.
2) Clients will be contacted to participate in a consultation that will include catering, to discuss room set-up requirements, audio visual needs, rentals, etc. All information, including any set changes, needs to be finalized at least three (3) weeks prior to the reception date. Event Services will communicate all event information to housekeeping and other service providers.
Service Providers
1) Clients are required to use Bon Appetit, the University's dining service for all catering services. Please contact Catering at ucatering@cafebonappetit.com or (314) 935-5054 for pricing and menu suggestions once you receive the written confirmation for your reception. Event Services will work with the client to coordinate information and consultations with Bon Appetit.
2) Clients are required to use Aramark, the University's housekeeping service for all setup, cleaning and teardown of this space. Charges are included in the rental fee.
3) Clients may contract with outside service providers, such as disc jockey services, florist, cake supplier, band, quartet, etc. Any outside service provider must comply with the policies of Washington University.
Furnishings and Equipment
1) An Event Coordinator will work with the client to determine the ideal capacity for the event. Fire code indicates 264 people as the maximum capacity. The Event Coordinator will consult with the client to determine the maximum capacity for their type of reception.
2) Holmes Lounge is furnished with 29 square pedestal tables, 116 wooden chairs and 16 leather easy chairs. This furniture is not stackable and may not be removed from the room. Only Housekeeping may move furniture within the room.
3) Other equipment available for use by clients includes a standing podium, 12, 6-foot x 30-inch Mity Lite tables, three portable folding walls and a baby grand piano.
4) Use of the piano must be requested through the Music Department. Please contact Kate Harden at 935-8272 or kharden@artsci.wustl.edu.
5) There is a gas fireplace on the west wall of the Lounge. Event Services or Housekeeping personnel operates the fireplace.
6) The Lounge is equipped with a sound system. A wireless podium microphone, wireless lavaliere microphone, wireless hand-held microphone, compact disc player and cassette player are available for use and are operated by Event Services or Housekeeping personnel.
7) Plants may not be moved within the Lounge.
Rental Furnishings and Equipment
1) An Event Coordinator will work with the client to determine the rental furniture needed for the wedding reception. The client is responsible for all costs associated with rental furnishings and equipment.
2) Event Services or Bon Appetit will coordinate the rental of any additional furnishings and/or equipment.
3) All rental furniture and equipment must be removed from the Lounge by the end of the reservation period. Delivery or pickup of rental equipment exceeding reservation period must be approved in advance by Event Services.
4) Wedding gifts, equipment, paper materials, food, beverages or other items may not be stored past the reservation period. Any leftover items will be disposed of by Event Services, and clients will be responsible for additional disposal charges.
Additional Policies
1) Smoking is not allowed.
2) Clients must adhere to all University policies and procedures.
3) Clients will be held responsible for any damages related to their event.
4) Events must not interfere with patrons or other events within Ridgley Hall.
5) Nothing may be affixed to any wall, wood or painted surface.
6) Only assist animals are allowed.
7) Open flames such as candles are not allowed. An Event Coordinator can provide other options.
8) Event Services reserves the right to prohibit clients, attendees, and other contractors from booking or servicing the reserved space if stated policies and procedures are violated.
9) Alcohol must be served by Catering. Please note that kegs of beer are not allowed. Client must comply with all University policies relating to alcohol.