Frequently Asked Questions

Who is allowed to use the Jepson Alumni Executive Center?

The Center is open to alumni of the University of Mary Washington and to the community, including individuals, businesses, the military, government agencies and nonprofit organizations.

When is the JAEC available for functions?

The JAEC is open almost year-round, with the exception of the first Monday of Spring Break, Thanksgiving Day and the day following Thanksgiving Day and the week between Christmas Eve and New Year’s Day.

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 facilities are available?

The Rappahannock Grand Ballroom looks out onto the brick BB&T Terrace and will accommodate 220 guests seated at oval tables, up to 300 guests seated theater-style and up to 400 standing guests for standing receptions. The room features crystal chandeliers and wall sconces, custom-woven woolen carpet and elegant window treatments. State-of-the-art technology is built-in and available at no additional cost.

The Rectors’ Gallery is included with the rental of the ballroom, the Rectors' Gallery is available for separate rental. This room is perfect for seated meals for up to fifty guests when audio-visual is not needed, standing receptions for seventy guests, buffet table set-ups for up to130 guests dining in the ballroom, or for cocktails and hors d’oeuvres before a reception in the ballroom for larger numbers during warmer months, when guests like to spill outdoors to the Mayo Courtyard and enjoy our centrally-located fountain. The Rectors Gallery has wrap-around windows and a checkerboard black and white marble floor; and looks out onto the brick Mayo Courtyard with its central fountain.

The BB&T Terrace is adjacent to the ballroom and may be tented to extend the ballroom space during the warmer months.

The Mayo Courtyard is a lovely area featuring seasonal plantings. This area may be tented from April 15 to October 15 for outdoor events. Both the terrace and the courtyard may be used for cocktail areas and the courtyard may be used for wedding ceremonies.

The Minor Executive Board Room is suitable for business guests. The board room balances up-to-date technology (conference calls, audio-taping, PowerPoint presentations and more) with comfortable executive leather seating for up to 24 guests. Seating for an additional 16 or so guests is located around the perimeter of the room. This room may also be used as a waiting room for the groom and groomsmen and as a break room for vendors during weddings.

The Kalnen Inn on Trench Hill is a beautifully appointed bed-and-breakfast is reminiscent of a past era, yet its incomparable standards and services are up-to-the-minute. The result is an enclave of peaceful comfort and warm hospitality where your stay is destined to be an exceptional experience. The Inn has a total of three rooms; two rooms provide a queen bed and a third room provides twin beds with a handicapped-accessible shower. Total overnight guest capacity is six guests. All rooms have private baths; continental breakfast is served daily. Our concierge is available 24/7 to assist you.

What is included with our rental fee?

You will have the use of the conference facilities and enjoy the services of our staff members, including professional meeting/event consultants, an audio-visual media specialist, a concierge for overnight guests and housekeepers. Your rental also includes built-in media technology (AV capabilities vary by room), tables, chairs, table linens, crystal barware, mahogany bars, silver chafing and other serving pieces, dinnerware, flatware, easels, table numbers and number stands. Please see our wedding packages for more information. (coming soon)

Our event requires a dance floor. Where can we get one?

We will rent our EventDeck dance floor to you and guide you on the size dance floor your group will need.

What if we want to have our ceremony at the Jepson Alumni Executive Center?

We love ceremonies and our ballroom and courtyard are uniquely suitable. We can accommodate indoor ceremonies in the ballroom for up to 130 guests or outdoor ceremonies in the Mayo Courtyard for up to 200 guests during the warm months. There is an additional fee for holding a ceremony at the JAEC.

Will we need a tent if the ceremony is outdoors?

We strongly recommend a tent for your outdoor ceremony. Rain may be in the forecast, or the direct sun make make guests uncomfortable. A tent circumvents these concerns. The central fountain is turned off for the ceremony and turned back on for the cocktail hour, creating a magical setting for the start of your wedding reception.

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 and other outdoor equipment, with our contracted provider and we will obtain state tent permits and oversee delivery, set-up and tear down of outdoor equipment.

Should we rent the Kalnen Inn?

The Kalnen Inn is necessary in addition to the Rappahannock Grand Ballroom and Rectors' Gallery as it provides a place to “take a breather” between ceremony and reception, to take pictures of the bridal party and family members, to enjoy the same cocktail hour refreshments your guests are enjoying and to gather your families for your bridal announcement. Additionally, the Kalnen Inn provides a place for you to dress and for your photographer to take pictures as you are getting ready.

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.

Which vendors will we need to hire?

You will choose vendors for your wedding cake, florals and any other room décor, wedding band or DJ, and photography and/or videography. You will also arrange for your own transportation to and from our facility. Should your wedding ceremony be held at our facility, you will arrange for your own officiant, or celebrant. A list of preferred vendors is available in the management office.

Frequently Asked Questions Catering Questions

May we use our own caterer?

University Dining is the exclusive caterer for the Jepson Alumni Executive Center. Other caterers are not permitted to use the facilities.

What styles of meal service are available?

University Dining offers hors d’oeuvres receptions, carving stations, buffet meals and served meals, desserts buffets, chocolate fountains and more. We recommend buffet service for 130 or fewer guests only due to the length of time it takes for a large numbers of guests to go through the buffets.

Where can we see the menus for the Jepson Alumni Executive Center?

Our menus are online at www.umw.edu/jepsonalumniexecutivecenter under Events/Weddings and Events/Corporate, and printed packets may be obtained at our facility.

What if we want one of the catering packages but we want to make changes?

We are very flexible and are happy to discuss any desired changes to our existing menus.

May we bring our own alcohol?

As we hold the alcohol license for our facility, absolutely no outside alcohol is permitted.

May we have a menu tasting?

Once you have narrowed down your menu choices, we will be happy to set up a time when you can come and taste the food. Typically your tasting will be several months prior to your wedding. Tastings are done on Tuesdays, Wednesdays and Thursdays, usually in the afternoon. Two to four people may attend.

Is it okay to have a cash bar at our wedding?

Cash bars are customarily reserved for business events and fund raisers. If the cost of a full open bar is prohibitive, please feel free to discuss comfortable options with us.

Is there a separate corkage fee for wine?

There is no corkage fee, as wine purchased from University Dining includes corkage and service.

What is the difference between a consumption bar and an open bar?

A consumption bar is when the “host” (whomever is paying the bill) is charged for each individual drink guests consume. In our menus, the prices are listed for individual glasses of wine and individual mixed drinks and bottles of beer. An open bar is purchased either with a meal package or by the hour (at least four hours for a wedding reception is typical) during which time your guests enjoy unlimited wine, beer, mixed drinks, sodas, juices and bottled water. In our experience, in most cases choosing an open bar package ends up being the more economical choice

May we choose a signature drink?

Some bridal couples choose 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. We will be happy to discuss the options.

How many different wines and/or beers can we choose?

You may choose one red, one white and one sparkling wine, or any combination thereof, such as two reds and a white, or two whites and a red. For beers, you may choose two domestic and two imported beers. We will provide the list of brands available and provide guidance.

Do you have children’s meals? What is the maximum age?

A children's meal option is available for children 10 years of age and younger; typical children’s meals consists of chicken tenders, or macaroni and cheese, with green beans and a fruit cup. A special children's menu price includes unlimited sodas, juices and bottled water.

What about meals for our vendors?

For your photographer, DJ and any other vendor who will stay for your event, you have the choice of offering the same meal as your wedding guests, for which you would be charged the lesser “non-alcohol” price, or you may choose a deli-style platter or a box lunch that they can enjoy during their breaks.

Who will cut our wedding cake?

Following the traditional cutting of your first piece of cake together, we 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 we can box your 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 have a champagne toast during the cake cutting?  If so, how is this typically handled? 

The champagne toast that is included in certain menus is offered to the bride and groom only. If you would like to provide champagne for all of your guests, please let us know. Typically toasts take place prior to the dinner service but they can be done at the time the wedding cake is cut, or at any other focal point during the reception.

Will there be beverage service during dinner? Will water be pre-set on the tables?

Following the cocktail hour, the bar will remain open. Your guests may visit the bar any time during the evening for additional beverages. Wine service at the table entails an additional fee. Ice water is always pre-set.

May we take any of the leftover food and beverages home following our event?

No food or beverage is permitted to leave the building due to health and safety concerns. If the bride and groom are staying at the Kalnen Inn following the reception, we will upon request provide plates for them to enjoy later in the evening.

Remember, it is important to plan on taking all gifts, gifts cards and items brought for the ceremony and the reception home with you following the event.