HomeMy WebLinkAboutLOD201200007 Application 2018-08-02Scott I Kroner PLC
Attomeys at Law
W. Stephen Scott
Robert J. Kroner
Neal L. Walters
C. Lamar Garren
Collison F. Royer
Peter J. Caramanis
Rebecca C. Hryvniak
Via Hand Delivery
June ? , 2012
2Z
Amelia McCulley, Zoning Administrator
County of Albemarle
Department of Community Development
401 McIntire Road
Charlottesville, VA 22902
418 East Water Street
P.O. Box 2737
Charlottesville, Virginia 22902
Phone (434) 296.2161
Facsimile (434) 220.2719
E-mail Dcaramanis0scottkroner.com
RE: Comprehensive Plan Compliance Determination Request
Morven
Dear Amelia:
I am writing to you on behalf of the University of Virginia Foundation (the "Foundation") in
its role as owner of Morven. Following up on the several productive conversations we have had
regarding the scope of allowable uses at Morven, based primarily on its connection to UVA and its
primary use for public educational activities, including the customary accessory uses that go along
therewith to help financially support the academic mission. It must be noted that while the
Foundation is an entity separate and unique from -the University of Virginia ("UVA" or "the
University"), it is inextricably intertwined with UVA and its sole and stated purpose is to support
UVA and its mission. All activities of the Foundation, whether by direct action or indirect financial
support, contribute to and are intended for the support of the University. Therefore, from a use
perspective, the uses associated with Morven are equivalent to the uses associated with any
University -owned property.
This request involves several categories of potential use, which we will address in more
specific detail below. Generally, those categories are as follows: (1) Uses directly involving the
University which are academic in nature, (1a) Uses directly involving the University for other than
academic purposes, e.g. fundraising, alumni relations, athletics, (2) Uses involving other
public/governmental entities, (3) Uses involving non-public, non-profit or educational entities, and
(4) Uses involving non-public, business entities. All above listed categories would involve uses that
are customary accessory uses to the promotion and support of a public educational institution.
Uses Directly Involving the University
As you know, in January 2009, at the time of proposed expansion and construction
associated with the "Meeting Barn" at Morven, the Planning Commission reviewed and approved a
Scott I Kroner PLC
Attomeys at Law
June 21, 2012
Page 2
Comprehensive Plan Amendment for that use. The County approved meetings and events hosted
by the Foundation and/or the University of Virginia (the "University") at the "Meeting Barn" and
"open to invitees of the University of Virginia," and thereafter approved a Transportation
Management Plan which would apply to those functions.
Per our discussions, it seems we are in agreement that meetings that involve the University
directly are allowed as public uses anywhere on the Morven property and not limited to the
Meeting Barn. Therefore, our first request is that you confirm that events directly involving the
University, its faculty, staff, students, Board of Visitors and their invitees are permitted uses at
Morven, whether or not they occur in the Meeting Barn. Many of the uses contemplated by this
request fall under the primary use of the property and include (a) retreats, receptions and meetings
for various colleges or departments at the University, (b) events and meetings by University -related
entities such as the UVA Center for Politics, the UVA Alumni Association, the UVA Athletics
Foundation and Madison House, (c) classes and seminars, and (d) agricultural and archeological
uses related to UVA classes and studies. Some of the events are obviously academic in nature and
others are serve a more fundraising or networking purpose. I assert that the academic or non-
academic nature of events has no effect on the zoning determination, because the association with
UVA and the customary nature of events for a public institution such as UVA maintains these uses
as permitted public uses. Events such as those described above occur with frequency on UVA-
owned property within the Grounds of UVA, and similarly should be permitted at Morven, as an
extension of those Grounds, where the primary purpose remains public educational use. We would
appreciate your determination confirming that such rises are permitted.
Uses by Other Public Entities
Morven has also had the opportunity to host other public/governmental entities which are
not UVA-related. These organizations have desired to use Morven for receptions, meetings and
retreats and they include caucuses of the United States Senate, the Department of Defense, the
Critical Incident Analysis Group (CIAG), Piedmont Virginia Community College (PVCC), the College
of William and Mary, local public elementary schools, and Public Broadcasting Television. We
assert that the same basis for permitting UVA-related uses as public uses would extend to these
uses which involve other public/governmental entities, and ask you to confirm that in your
determination.
Uses by Non-public, Non-profit Entities
Beyond the opportunities mentioned above, several other charitable or non-profit
institutions have desired to hold receptions or other events at Morven. Examples of these entities
include the American Association of Retired Persons (AARP), Kluge Compassionate Care, Phi Delta
Theta, and Dogwood and Rivanna Garden Clubs.
We assert that these uses are customary accessory uses for a property whose primary use is
public use in support of a public educational institution. University owned properties are
frequently used for meetings by other entities, many of whom are non-profit entities. Often those
entities will pay a fee to the University for use of the facilities, and that fee generation is one way for
the University to support the maintenance of the facilities being used. This is a primary concern for
the Morven property which is vast, yet remains mostly undeveloped and contains historic
structures, gardens and other areas which require costly maintenance and upkeep. In order to
Scott ! Kroner PLC
Attomeys at Law
June 21, 2012
Page 3
support UVA and its mission, Morven must support its own activities, and does so, in part, by
hosting outside organizations for a fee. Just as UVA can offer unique spaces such as auditoriums,
stadiums and arenas for use by outside parties, Morven can offer unique space that is serene,
beautiful, isolated and conducive to receptions and retreat -style gatherings to bring the members of
organizations together.
These types of events happen relatively infrequently within a calendar year. Certainly,
there are not enough of these events to come close to making a dent in the primary use of Morven,
given that those primary use -related events, as described above, are generally occurring on a daily
or weekly basis.
Accordingly, we suggest that these types of receptions, retreats and events held by outside
organizations at Morven be deemed permitted customary accessory uses to the primary public use
in support of the University, and we request your determination in that regard.
Uses by Non-public, Business Entities
On occasion, Morven also has the opportunity to host events similar to those described in
the preceding section, but where the organization involved is a for -profit business. Generally, these
types of events would involve businesses which are either tenants in the UVA research parks,
corporate partners of UVA with respect to particular projects, or major donors to the University. As
I am sure you are aware, public educational institutions do derive a large amount of support from
private enterprise in order to support and maintain their mission. UVA is no different. Many of the
same organizations that would be interested to have an .event at Morven also use University
facilities such as ballrooms, auditoriums or outdoor spaces for meetings and other events, and the
University desires to accommodate them in recognition of their financial support of the University.
Morven is the ideal location for these types of entities to celebrate that connection with the
University while enjoying a reception, retreat or other event for their business executives or staff.
The University hosts many of these types of events to make best use of its facilities and
generate income for their maintenance and upkeep. A list of the various University -owned facilities
can be found on its website here:
hq://www.virginia.edu/housinZ/coti:ferences/event facilities.php.
You will note that a large number of the facilities on that website note rental rates for
"Non-UVa." Clearly, those facilities are available for use by third parties, just as Morven should
be. We request that you confirm use by third parties of Morven's facilities, on an occasional
basis, as an accessory use to and in support of its primary, public use for public education, is
permitted.
Other considerations
With respect to all events listed above, there exist certain other factors which must be
considered and about which we seek your determination. Primarily, those factors involve (1)
whether use of the facilities is paid or as a guest of UVA or the Foundation and (2) whether the
events held involve overnight stays by any of the attendees. We submit that neither factor should
impact the determination that such. uses are permitted as public uses or customary accessory uses
Scott J Kroner PLc
Attomeys at Law
June 21, 2012
Page 4
to the primary public use. We base that assertion on the fact that receiving payment for use of
the facilities in some cases is irrelevant to determining the public purpose and in others is quite
critical to understanding how the use is an accessory use by financially supporting the primary
academic mission. Once again, these types of uses are typically held by universities and on their
campuses for the purpose of raising funds to support the maintenance and upkeep of those
facilities by appropriately maximizing the use thereof during times when the facilities are not in
use by the university itself. Additionally, the overnight stay component has no impact on
whether the use is a public use or a customary accessory use to the primary public use, yet it can
add substantial value to a particular retreat or to accommodating an important donor to the
University on a short term basis. University -owned properties, including university housing, are
used to allow third parties to stay in conjunction with functions being held at the University
during breaks in the academic calendar, and Morven should be able to provide the same type of
support through similar uses.
Summary
To summarize the requests for determination we have described above, we respectfully
request your determinations as follows:
1. Events, receptions, retreats, seminars, classes and other uses in which the University or
its affiliated entities are directly involved, whether academic in nature or otherwise, are
permitted at Morven as public uses, and constitute the primary use of the property;
2. Events, receptions, retreats, seminars, classes and other uses at Morven by non -
University entities which are public or governmental in nature are also permitted as public uses;
3. Events, receptions, retreats, seminars, and classes held by non-profit or other
organizations or business entities at Morven are permitted as customary accessory uses provided
that their frequency in occurrence is not significant enough to threaten the primary use of the
property and provided that their purpose is to support the University in some way, financially or
otherwise, through the Foundation.
4. Whether the events described in 1, 2 and 3 above involve payment of a fee for use of the
facilities or not, and whether or not those events involve temporary, overnights stays by guests
on the property has no impact on the determination of permitted use expressed in response the
above paragraphs.
It is important to note that the uses contemplated by 1, above, will constitute the majority
of use on the property, and that the uses contemplated by 2 and 3, will collectively occur with
less frequency than the primary uses, thereby preserving the primary use public educational use.
In support of the requests above, I have enclosed certain documentation including a list of
typical events at Morven demonstrating the nature of the primary use in support of UVA and
documentary evidence of some examples of similar customary accessory uses which have
occurred on university property.
n
Scott I Kroner PLc
Attomeys at Law
June 21, 2012
Page 5
We thank you for your continued interest and attention to these critical issues involving
Morven and its ability to best support the University. I welcome any questions you may have,
and am willing to provide any additional information or documentation that you deem necessary
in order to the make the determinations we have requested.
Sincerely,
�t
Peter J. Caramanis
Enclosures
Cc: Mr. Patrick McCann (w/encl.)
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ATTACHMENTS
Excerpts from Websites of
Some Existing University -Related Properties
Available for Use by Non -University Entities
as Examples of Customary Accessory Use
1. Alumni Hall (UVA)
2. John Paul Jones Arena (UVA)
3. Ash Lawn -Highland (William & Mary)
4. Colonnade Club (UVA)
S. V. Earl Dickinson Building (PVCC)
6. Chapel (UVA)
Alumni Hall Reservations About I U.Va..Alumni http://alumni.virginia.edu/about/alumni-hall-reservations/
virginia.edu/about/alumni-hall-reservations/
Reservations
If you are planning a wedding reception, presentation, banquet, conference, or a meeting,
and looking for quality, then start with the University of Virginia Alumni Association. We'd be
pleased to assist you with your event planning. The relaxed, friendly atmosphere of Alumni
Hall makes it an ideal location for your event. Our professional staff will ensure you have all
you need for a successful event.
SOCIAL STREAM
NEWS
EVENTS &
Lima.
REUNIONS
Magazine
Reunions
Newsstand
Football
Class Notes
Weekends
IJ.Va. YouTube
Homecomings
2012
iTunesIJ
Student
Membership
LI.Va. Sports
Events
Events in your
area
Return to
Grounds
Alumni & Friends
The University Alumni Association offers a variety of rooms to meet your conference and
banquet needs. If you would like to tour the facilities, please call us at 434-243-2665 to set
up an appointment.
RENTALS INCLUDE:
• 35 5' round tables
• 15 8' rectangular tables
• 5 6' rectangular tables
• 400 chairs
• Podium with microphone, as applicable
• Easels
POLICIES
U.Va. Alumni Hall can be used by alumni and friends, students, faculty, staff and
administrators, and the general public.
All food and beverage consumed in Alumni Hall must be approved and served by a caterer
from our approved list. A complete list of caterers is available here.
More policies can be found in our information packet
For more information, please contact Carol Anne Abbott at
alumnireservations(o)virginia.edu or 434-243-2665.
_............. ............ .......... ......._..........................................._.........._...................................... ._......... ._ ............... _ ..................._............................... ............ ...... ...... .................... .... ...... ...... .... ........__._....._....... _._.... - ...........
_._.
CONNECT
CAREER
LEARN &
GIVE &
ADMISSION
STUDENT
BECOME A
Alumni Directory
SERVICES
TRAVEL
VOLUNTEER
OUTREACH
PROGRAMS
MEMBER
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Lifetime Learning
Alumni
LI.Va. Office of
Class Councils
WaClubs
Events
Portal
Association
Admission
& Trustees
ABOUT THE
Alumni Interest
Career Advising
9
Research Library
Y
Membership
Admission
Student Life
ALUMNI
Groups
Explore Careers
Make a Gift
Liaison Program
Membership
ASSOCIATIOP
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ABOUT THE
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and
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ENGAGEMEN
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Osher Lifelong
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CONTACT
School
Learning Institute
Ambassadors
For Employers
2 o f 3
6/21/2012 2:41 PM
2
John Paul Jones Arena, home of UVA Cav-tiers Basketball >> Pro...
httn://www.johnpauljonesarena.com/promoter.asp
1
Home
Calendar of Events
Keeping up with the Joneses
Email Alerts
System Update & FAQ
Buy Tickets with
ticketmastear
Seating Charts
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Special Needs Information
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Visitor Information
Suggestion Box
Hosting Your Event At The
Arena
Contact Information
Photo Gallery
Employment Opportunities
About the Arena
Other Links
Cavaliers Athletics Site
UVA Home Page
Buy UVA sporting tickets
VlrgrnipGreen v
Wtv-
Meeting Services Ours cg—el—ful-L I Current SpqQIAI
..... .....................
MeetingServices.... . .. ,- ..................... _......... ....... _........... _....... __._..,._........_................................... ...........................................
j Meeting Services
John Paul Jones Arena provides not only world class entertainment, but also state-of-the-art
s meeting and conference space. The Arena has several areas that can be configured to
facilitate meetings, retreats, tradeshows, and parties of all sizes to meet your event needs.
The Tip Off Club and Courtside Club provide a more intimate atmosphere, perfect for
banquets, receptions, and socials, that create truly unforgettable experiences.
You'll work with our dedicated and experienced Event Services Department that will cater to
your every need. An extensive inventory of tables, chairs, pipe and drape, podiums, and
audio/visual equipment, plus power and wireless internet is all at your disposal. On -site food
and beverage service is available exclusively through Aramark whose menu features a variety
of delicious food and beverage options to complement any occasion. Please take a moment to
browse through our rooms. We look forward to hosting your next event!
Our Spaces
Our Spa
Click on t
space
Size
Reception
Theater
Classroom
Sanciuse
Tradesh0lY
Sandrid a Hall
6:.232.fe
360
300
100
200
65 booths
Terrace Inside
3,394 ft'
150
200
160
100
X
Terrace O€ ide
4,048 Ift?
20{4
X
X
100
X
Xhlelrc Dinh Hall
7,921 ft
425
.220
125,
20(}
50 trtaoihs
TiOff Club
1:,250 ft
150
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2„ 139. fe
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80
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6fi
26 booths
Crxrrtside Club
1,386 fe
175
150
100
60
X
Pmw Room
1,000e
100
75
1. 50
70
X
Arena Floor
27,000 f?
2.500
1,0004„600
i 1.000
1 200
160 booths
Helpful Links
Helpful Links
o Aramark Catering
Current Special
Venue Information
136' x 213'
Ceiling Height Roof Height: 98'
Lower Chords of Roof Trusses: 73'
Bottom of Scoreboard: 63'8"
House Curtain System Half House
John Paul Jones Arena - PO Box 400862 - Charlottesville, VA 22904-4862
1 of 3 6/21/2012 2:42 PM
John Paul Jones Arena, home of UVA Cav%',*ers Basketball» Pro... http://wwwjohnpauljonesarena.com/promoter.asp
stage biae masKing
Backstage)
Upper Bowl Masking
Four (4) Dressing Rooms
Load in/Out Parking;
Two (2) Production Offices
One (1) Media Press Room
Two (2) loading docks
Ticket Office
One (1) drive-in bay with access to Marshalling area and
arena event floor
Marshalling Area 3.2.60 square feet
1500 dedicated on -site parking spaces
Full - service ticket office providing computerized ticketing,
Telephones/Internet
remote outlets and telephone order service for all events.
Wireless Internet will be provided in arena
Rigging Guidelines)
Hardware Internet access is available
See pdf
Spotlights]
Four (4) 3,000 watt and two (2) 2,000 watt
Show Labor)
Show labor provided by Stagemonkie, LLC
Contact: William "Jason" Moore
stag emonkiePstaaemon kie.com
....................... ..................................................................................................................... ................... ....._.....__....._.._..._.__..
_.._...__........_.._.............................................................. ,
................................................................
Power Information i._._.__..._
Stage Right Show Power
(lighting, rigging, lasers, (3) 400A, 208/120V, 3 phase with a 400A main circuit
miscellaneous) breaker
(1) 200A, 208/120V, 3 phase with a 200A main circuit
breaker
(1) 400A, 208Y/120V, 3 phase with a 400A main circuit
breaker
(1) 800A, 208Y/120V, 3 phase with an 800A main circuit
breaker
Stage Left Show Power (1) 200A, 208/120V, 3 phase with a 200A main circuit
(sound) breaker
(1) 600A, 208/120V, 3 phase with a 600A main circuit
breaker
Event Floor North) (1) 200A, 208/120V, 3 phase with a 200A main circuit
breaker
Event Floor South) (1) 200A, 208/120V, 3 phase with a 200A main circuit
breaker
Event Floor Westj (1) 400A, 208Y/120V, 3 phase with a 400 a main circuit
breaker
Service Court Pedestals) (3) 100A, 208/120V, 3 phase with (1) 20A, 125V receptacle
(Nema 5-20R), (1) 30A, 125V receptacle (Nema 5-30R)
and (1) 50A, 125/250V receptacle (Nema 14-50R)
(1) 200A, 208/120V, 3 phase with a 200A main circuit
breaker and (2) 100A Helox receptacles
(3) 400A, 208Y/120V, 3 phase with a 400 a main circuit
breaker and (2) 200A Helox receptacles
(1) (at satellite uplink) 225A, 208/120V, 3 phase with (2)
100A, 3ph. 5 wire receptacles (Female 5-Pin sleeve
receptacle) , (2) 50A 1ph., 2 pole, 3 wire receptacles
(Nema 6-50R), (2) 30A 1ph., 2 pole, 3 wire receptacles
(Nema 1-6-30R), and (2) 20A duplex receptacles (Nema
5-20R)
-.1 . ................ . ......... I .......................... 11 ............... ... ............. .................. ... .................... . ............ ........................... . ... . ............................. .. . ......... .. ..................
SeatingConfigurations ................... .................. ... ............ ................. _... _........ ,............. _........... ..... _.._.... _...................... _... ._.... _... _..... _...... _...-.__.
......................................
.
Please note - the seating configurations may vary based on production requirements.
Basketball
Basketball Alternate
Center Stacie
2of3
Center Stage w/ Upper Masking
6/21/2012 2:42 PM
John Paul Jones Arena, home of UVA Cavaliers Basketball>> Pro...
http-//www.johnpauljonesarena,com/promoter.asp
C 1
Circus
.En
ge 180 w/ Upper Masking
nge 2.70 w/ UQpgLMasking
End Stage 360 w! Upper Masking
End Staae 360 Alternate w/ Upper
Masking
Ha f Hesse
Quarter House
Ouarter House w/ Stage -Side Maskin
End Stage 180
Ear d Stage 270
EndSta_ge_3. 0
End Stage 360 Alternate
Floor Event
EIQ9C_ _V�.4kk Y1LUR11e_r kin-q
Half H.4L3�/ 1RR�r M 3 keg
Quarter House w/ Upper Masking
Quarter House w/ Stage -Side and
Upper Masking
3 of 3 6/21/2012 2:42 PM
Cl ol
41
Ash
e-a. Home of President James Monroe -4i
2050 James Monroe Parkway, Charlottesville, VA 22902-8722
info@ashlawnhighland.org • www.ashlawnhighland.org
(434)293-8000 • fax (434) 979-9181
RENTAL GUIDELINES
Revised 01/12. Subject to change.
e-Z*- James and Elizabeth Monroe took great pleasure in entertaining guests at Ash. Lawn -
Highland. Nestled in the serene Blue Ridge Mountains, Monroe's "cabin castle" has
witnessed numerous social occasions both humble and grand, including the wedding
celebration ofMonroe's older daughter, Eliza.
r&- "Can you not come up and stay a day or two with us?" wrote James Monroe to James
Madison in 1799. For a day, an afternoon, or an evening, you can make Ash Lawn -
Highland your home and extend to your guests the same invitation. The Jefferson and
Madison families were frequent visitors over two hundred years ago, and in more recent
years Presidents, Senators, and Justices of the Supreme Court have enjoyed Highland's
hospitality.
A&- To insure that Ash Lawn -Highland accommodates your affair to the best of our abilities; the
following rental guidelines are provided. Please read them carefully and feel free to
contact Ash Lawn -Highland for further information.
I. RENTAL FACILITIES
a. Facilities available for rent include the Hilltop Pavilion (with serving kitchen, bride's room and band room), the
two story Barn (with use of the Conference Room, including kitchen and patio) and the various boxwood
gardens. Facilities may be rented individually or jointly depending on the event and renter's needs.
b. The Hilltop Pavilion, Barn with HVAC(two floors), Conference Room and grounds are available both during
the day and during the evening. By previous arrangement, the Monroe House is available for one hour of visits
by guests of renters in conjunction with the rental of Ash Lawn -Highland facilities. The Johns Garden and
Service Yard may not be used during public visitation hours (before 6 PM April —October or before 5 PM
November —March). The only exception is for actual wedding ceremonies.
c. Occasionally, and at the discretion of the Executive Director, the facilities at Ash Lawn -Highland may be rented
to more than one party on a single day. The Hilltop Pavilion is well separated from the Barn Pavilion and
Conference Room. If the Director feels that two events can be accommodated, every effort will be made to
coordinate plans in a way that is satisfactory for both parties. The first party to make a paid reservation will be
considered the "primary renter," and will have its choice of space and equipment. Any subsequent renters must
schedule their events and choose their locations in a way that will not disturb the primary renter.
d. No representation is made, express or implied, as to the fitness or suitability of any of the rental facilities for the
purpose(s) intended, notwithstanding anything that may be to the contrary. Ash Lawn -Highland assumes no
responsibility for providing security services of any kind.
e. Ash Lawn -Highland waives any and all liability for injuries to and for property damage of any renter, guests,
agents, contracted service employees, and/or any other persons associated with the event for which the property
has been rented.
II. RENTAL FEES
a. To rent any of the facilities at Ash Lawn -Highland for a private social occasion, the renter must join the Friends
of Ash Lawn -Highland by donating a minimum of $500. This contribution is tax-deductible. Additionally, a
portion of the rental fee may be designated either as a donation to the Highland Fund for restoration of the
Monroe Estate.
b. Rental fees vary depending on the date, the number of persons scheduled to use the property, the areas needed,
the type of activity, and the time of year. All payments associated with the rental are due at the time the
reservation is made and are not refundable. Should an event be canceled after payment of the rental fees, only
the security deposit will be refunded; other fees will be converted to gifts and so acknowledged.
c. Ash Lawn -Highland reserves the right to cancel the rental of its facilities at any time should the rental activities
endanger the collection or facilities.
III. RESERVATIONS
Payment: Check payable to:
Friends Membership Friends of Ash Lawn -Highland, $500
Security Deposit Ash Lawn -Highland, $500
Rental Fee Ash Lawn -Highland, $ 1,000
Donation Highland Fund, $
* Amount determined by the Executive Director based on event.
It is understood and agreed that Renter is responsible and liable for any disrepair or damage to the property of
Ash Lawn -Highland arising out of Renter's use of the rental property or caused by Renter, its agents, guests or
invitees. The security deposit will be returned to the renter after the scheduled event, assuming no damage or
late fees have been incurred. In case of damage to any of Ash Lawn-Highland's facilities or furnishings, Ash
Lawn -Highland will deduct the cost of damages from the deposit. Should damages exceed the amount of the
deposit, Ash Lawn -Highland will bill the renter the difference. Charges for additional time (i.e., use of the
property after 12 AM) may be deducted from the deposit. If the event is canceled for any reason, the security
deposit will be refunded; all other funds received will be retained and acknowledged as a tax-deductible
donation.
IV. SET-UP
Tables, chairs and other equipment included in the rental from Ash Lawn -Highland will be available in the
Hilltop Pavilion or other designated location. It is the renter's/caterer's responsibility to set them up. Equipment
rentals should be arranged at least ten days in advance. Equipment may not be dropped off at Ash Lawn -
Highland before the day of the event, except by special arrangement in advance. For a wedding ceremony
in the Johns Garden or Kitchen Yard during public visitation hours, decorations may be set up no earlier than
four hours before the ceremony, and chairs may be set up no earlier than one hour before the ceremony.
—2—
V. CLEAN-UP
a. Renters are responsible for clean-up on the day of their rental. All trash should leave with the caterer. No parties
or guests may interfere in any way with the normal operations or scheduled special events at Ash Lawn -
Highland.
b. All guests must vacate the property by MIDNIGHT. If the parties have not vacated by the agreed time, an
additional charge, not to exceed $200 for each hour or portion thereof after MIDNIGHT, will be levied on the
renter.
c. Because the Entrance Building staff will depart shortly after the guests, it is the responsibility of the caterer to
provide safe transportation for its staff to their vehicles in the front parking lot.
d. All catering supplies and external rental equipment must be removed by 9 AM the day following the event
unless special provision is made in advance.
VI. FOOD, BEVERAGE, CONDUCT
a. Food and beverage (alcoholic and non-alcoholic) arrangements are left to the discretion of the renter. First-time
caterers at Ash Lawn -Highland must meet with the Executive Director along with the renter prior to the event to
be approved and to familiarize themselves with the facilities. All caterers must sign the Caterer's Contract and
return it to Ash Lawn -Highland before the event.
Food and beverages served to guests must be consumed in the immediate vicinity of the serving area. Party food
and alcoholic beverages are not permitted in the entrance building/museum gift shop. The consumption of
alcoholic beverages must comply with all laws of the Commonwealth of Virginia, including open container and
drinking age policies. Renter shall be responsible for monitoring and supervising the consumption of alcoholic
beverages either personally or by a responsible individual designated in advance.
c. We require fraternities to have a caterer serve food and pour alcohol. All Greek events must serve beer from
kegs.
d. To protect the museum's valuable and unique collection, Ash Lawn -Highland reserves the right to ask the
renters and their guests to vacate the premises immediately should the conduct of the renters and/or guests
threaten the property, facilities, and/or museum collection.
e. Renters and/or their -guests should not move benches, urns, pedestals, etc. A fee will be charged for non-
compliance.
f. Electronically amplified music is allowed only between 6 PM and 11:30 PM. Acoustic instruments maybe
played before 6 PM.
g. Ash Lawn -Highland is a non-smoking facility. Smoking is not allowed in any of the buildings or on the
grounds. Smoking is permitted only in the visitor parking lot and in front of the Gift Shop.
VII. PARKING
All passenger vehicles must be parked in regular parking areas; only service vehicles are allowed on the lawn.
The cost of restoring lawns, if damaged by vehicles or renters or guests, must be paid by the renter. If the
museum lot cannot accommodate the number of cars, Ash Lawn — Highland will designate an adjacent field for
overflow parking.
3—
FACILITIES & EQUIPMENT
Hilltop Pavilion
50 by 80 feet. Permanent roof over full concrete floor, with additional space for serving kitchen, bride's
room, and band room. Overhead fans and lights, both with adjustable controls. Seats as many as 300 people
for dinner.
Barn Pavilion
30 by 70 feet. Two floors, concrete floor, stone foundation walls, patio and deck. Seats as many as 150
people for dinner. Electrical outlets. Heated and air-conditioned. Includes use of the Conference Room.
Conference Room
20 by 35 feet. With fireplace, kitchen and restrooms. Heated and air-conditioned. Seats as many as 40
people for dinner or 80 people for a lecture.
Equipment
(39) 60-inch round tables (5 feet across), for 8-10 persons
(7) 48-inch round tables (4 feet across), for 4-6 persons
(21) 8-foot long x 36-inch wide tables, for 8-10 persons
(5) 8-foot long x 30-inch wide tables, for 8-10 persons
(2) 6-foot long x 30-inch wide tables, for 6-8 persons
(300) ivory vinyl folding chairs
White wrought iron garden arch, seven feet high
Gardens and Yards
Johns Garden (north of house, available only after public hours, except for ceremonies)
Peacock Yard (large lawn shaded_ by 100-year-old ash trees)
Oak Tree Yard (boxwood -enclosed lawn graced by massive Monroe -era oak tree)
Slue Ridge Yard (boxwood -enclosed, north of statue, with view of Blue Ridge hills)
Theater Yard (boxwood -enclosed, shaded lawn near house)
Kitchen/Service Yard (available only after public visitation hours, except for wedding
ceremonies)
House Tours
Your guests may be our guests for complimentary tours of the Monroe's beautiful home. On request, your
guests may tour "open house" style, with a docent to answer questions, for up to an hour after the normal
closing time.
—4—
N
Meeting & Reception Facilities - Colonn- an Club
http://hoosonline.virginia.edu/site/c.ngITL IPGJrH/b.486 3 2 89...
Home
Meeting and Reception Facilities
History and Mission
_......._.....
_.... • Pavilion VII Meeting Spaces
Membership
( • Hotel E I Garden Room
Information
i-
j • Special Events
Regulations & Bylaws i • Reservation Policies
Guest Rooms
....... ................................................. ...... _..—..._—.
Pavilion VII Meeting or Reception Space
Meeting &Reception The Colonnade Club offers a variety of meeting and reception spaces that can accommodate both large and
Fcilities
small groups. Individual Club members and academic departments may reserve these spaces for themselves,
..... .aI.....•......................................_._.._.�._._
� as well as for their guests. Each space is furnished with historically accurate furniture to enhance the
Approved Caterers
j experience of members, guests, and associates who entertain or conduct business within Pavilion VII.
Upstairs
Floor
.LibraryVII
• First Floor
North Parlor
• Second Floor
� South Parlay
� • 7'he SctIii'un.�z '
• Rooms 2o2 and Upstairs Library
Front Parlor
• North.._nd_9 uthParlors
..........................................................
•Front Parlay
soiaruim & Garden
""•""""""'•••"•"""""""""""""'"""""...... """""'-""""'"""'-'
To reserve meeting or reception space in the Colonnade Club (Pavilion VII on the Lawn), please contact
Garden Room
1 the Club office at (434) 243-97io. Regular reservations are accepted six months in advance. Room
capacities and the current rates are as follows:
E2 - Constitution Room
Space Requested Cost (per Capacity Tables or chairs available
'Weddings
(click on links to view images) 2 hours*) (stand / sit)
Upcoming Events
t.,_.....
l
......................................................................�
j
Uystairs Library $55.00 12 table to seat 12
Event Gallery
I
I North Parlor N/A None
N/A
Newsletters
;
..................................... ............. .......... .... _
South Parlor $50.00 8 table to seat 8
Support the Colonnade;
Club
Front Parlor 40 / 3o None
$100.00
Contact Us -^ _._.�..._J
Solarium & Garden $20o.00 6o / 55 Four 3'x7' drop-leaf tables in Solarium
Main Floor & Garden $400.00 100 / 85 See above
(Comprised of the Front,
North & South Parlors & the Solarium)
*Prorated on the hour thereafter
Catering in Pavilion VII
Catering is required for all events held in Pavilion VII; hosts may not provide their own refreshments. All
catering arrangements must be made directly through the approved caterer of your choice. Tables, chairs,
linens, and other items can also be reserved through your caterer. Please see our list of a Mi oved
caterers for Pavilion VII.
(Back to "Top)
Hotel E
Lunch Reservations & Meetings
The Garden Room and meetings rooms E-1 and E-2 are located in Hotel E on the West Range. Lunch
reservations maybe made for these rooms during the hours of 11:3o a.m: 2:00 p.m., Monday -Friday.
Please call the Garden Room directly at (434) 243-8961. The Garden Room is open for lunch only while
school is in session. More information can be found on the Unive city Catgairxg,lv_ct;s tc.
1 of 3
6/21/2012 2:46 PM
Meeting & Reception Facilities - Colonp- Club
http://hoosonline.virginia.edu/site/c.ngITLlPGJrH/b,4863289...
Catered Events in Hotel E
To reserve the Garden Room or other Hotel E space outside of lunch hours (on weekends or after 4:3o
p.m. on weekdays during the academic year), please contact the Club office at (434) 243-971o. Room
capacities and the current rates are as follows:
Space Requested
(click on links to view images)
Garden Room
... _... __.... .._.._....... _....- .............. _......
El -Titus Room
... . ............. ............. ..... .......... ......I- ...........
......._ _..
E2-Constitution Room
Prorated on the hour thereafter
Catering in Hotel E
Cost per 2 hours* iCapacity
(stand/sit)
$150.00i!�._NIA /8o
$6o.00�! N/A / 14
................................................................6o.oa ..._. ..._. NIA 14
Catering or lunch service from the dining facility is required for all events in Hotel E; hosts may not
provide their own refreshments. All catering arrangements must be made directly through University
Catering.
Please note: The Garden Room and other Hotel E space may be booked through the Club office. However,
because Universitr:,Cateliiig has exclusive rights to serve in this area, a reservation cannot be confirmed
until catering has been contacted.
(Back to Top)
Special Events
Holding a Wedding -Related Event in - Hotel E
The Garden Room of Hotel E is an ideal seated dinner space for Club members and their guests. The
Garden Room can accommodate large wedding parties as the space contains tables and chairs to seat 8o
guests.
Download our Wedding Information Brochure.
Reservation Policies
General Policies
Colonnade Club members may reserve space in Pavilion VII and Hotel E for personal or University -
related events. Non-members may reserve space only with the sponsorship of a current Club member.
Regular reservations for guestrooms, meeting space, or reception space may be made six months in
advance to the month (will book through end of July starting January 1st). Wedding -related reservations
may be made one year in advance to the month (will book through end of July 2007 starting July 1,
20o6). Please refer to the cancellation policies below or click for a printable reservation police.
Cancellation Policies
Regular Reservations
The cancellation policy for Pavilion VII and Hotel E space reservations is two weeks prior to the date of the
event. The cancellation fee will be 5o% of the total reservation cost if this policy is not followed. Reservations
that are not honored or cancelled will be considered no-show and the host will be charged the full amount of
the reservation.
Wedding -Related Events
Wedding -related events cancelled 6o days or more prior to the event will be refunded 5o% of the rental
deposit only. The $500 security deposit for wedding receptions is non-refundable. Wedding -related
events cancelled within 6o days of the event date will not be refunded.
(Back to Tops
Rules and Regulations
When making reservations at the Colonnade Club (Pavilion VII), please be aware of the following:
1. We are a bed and breakfast and often host overnight guests. Please observe appropriate noise
levels while in the Club.
2. All events must end promptly at ir:oo p.m.
3. Space in the Club is rented as is. It is the responsibility of the host to determine the need for and
secure items such as additional chairs, tables, and AV equipment.
4. Special requests must be made to the Club Office in advance. Walk-throughs for events are
strongly recommended.
5. Please respect Club furniture and refrain from placing cups or other items on wood surfaces.
6. Please observe the following regulations about Club furniture:
a. All rearranging of furniture (chairs, cocktail tables) must be approved by a Club staff
member.
b. Large pieces of furniture (including the tables in the South Parlor and Upstairs Library)
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Meeting & Reception Facilities - Colon ( Club
http://hoosonline,virginia.edu/site/c.ngITLlPGJrH/b.4863289...
may NOT be moved.
c. Four drop-leaf tables in the Solarium maybe used for functions; however, when in use
their protective covers must be in place. If the tables are not needed, they may be
moved into the adjoining hallways.
d. All furniture must be returned to its original location at the conclusion of the event.
7. The piano in the Solarium may not be moved under any circumstances. The piano is an antique
and can easily go out of tune. Failure to follow this rule will result in a fine and possibly the
suspension of the Club member sponsoring the event. It is the responsibility of the host to inform
all parties involved in his or her event (caterers, band members, etc.) of this policy.
8. We welcome student -group events. However, please note that the member sponsor is required to
attend.
9. The Club provides parking only to overnight guests. Walking directions from the Central Grounds
parking garage to Pavilion VII and Hotel E are available at the Club office. All other parking
arrangements must be made through the LiVu.11zh_irtiueitt„ofYoking„<td.'i'rinstprtltin at (434)
924-7231.
Directions & Parking
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PVCC Fine Arts and Performances - Facie-- Rental Accommodations http://www.n. \ c.edu/performingarts/accommodations.php
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The V. Earl Dickinson Building is available to the general public for rent at competitive
commercial rates and discounted not -for -profit rates to qualifying organizations.
The building boasts several uniquely designed meeting spaces that can accommodate
from 15 to 500 people. For additional booking information and facility availability,
please contact William T. Hurd, arts coordinator, at 434.961.5374 or email
bhurd@pvcc.edu.
Proscenium Theatre
With its high -resolution digital VCR and DVD projector for multi -media presentations,
this state-of-the-art 500-seat theatre is ideal for large conferences, company or
association meetings.
Maxwell Theatre (Black Box)
If you like the acoustics and set-up of a theatre but are looking for a smaller space,
then consider the more intimate Black Box Theatre. This space exudes a more casual
environment and can comfortably seat up to 75 people.
Classrooms
Classrooms are perfect for breakout sessions and the Dickinson Building has three
available for rent. The classrooms come with projection equipment and seat 30 people
classroom -style.
Lakeside Amphitheatre
The Lakeside Amphitheatre provides a beautiful setting for outdoor activities. Ideal for
an informal summer program, this 750+ seat mixture of lawn and stone -step
amphitheatre has an inspiring view of the three -acre swan lake.
Reception and Common Areas with Gallery Space
The Dickinson Building's rectangular, 15' x 90' hall with floor -to -ceiling glass walls is
flanked by an outdoor patio balcony and offers a spectacular view of the amphitheatre
and lake.
RV
FINE ARTS PROGRAMS OF STUDY
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Newcomb I Event Planning
Places To Go
Renovation
What's Happening
http://www.yi)rginia.edu/newcomb/wordpress/?page-id=45
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Search Newcomb I
UVA I Office of the Dean of Students I Charlottesville
today's events event planning contact us
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EVENT PLANNING
UVa Chapel
Reservations:
Please contact the Newcomb Hall Event Planning Office for availability at (434) 924-3203.
The SOURCE has information on upcoming events scheduled to take place in the chapel.
Important information about the chapel and your reservation:
RESERVATIONS: Only the bride, groom, or members of their immediate families may make reservations.
Wedding Fees
Registered full-time U.Va. students $200
Alumni, staff, faculty, administrators $350
No University affiliation $750
Other Ceremony Fees
Christening/Baptism (UVA affiliation required) $25 for one hour
Memorial Services/Funeral (UVA affiliation required) No fee
Concert (UVA Department or CIO only) $40 fee if admission is charged
Use of microphones and speakers is available for $75.00. For more information, please call (434) 924-3203.
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Newcomb I Event Planning r
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http://www.virginia.edu/newcomb/wordpress/?page-id=4S
Chapel Reputations and General Information (pdf)
Reserving the Chapel for your Wedding: Lottery System
Due to the high volume of requests, a lottery system is used to book the Chapel for wedding ceremonies. Only the bride
or groom or members of their immediate families may make reservations.
Wedding reservations are able to be booked one year in advance. For example, for an April 2013 wedding, one would
enter the lottery by calling our office during the last 5 working days of March 2012. The drawing would be held on the
first working day of April 2012.
Lottery entries are drawn at random. Requesters are contacted as their names are drawn and may reserve any date and
time available. The requester must be available via phone the morning of the lottery drawing. The lottery continues until
every requester has been called.
The exception to this is for the months of September, October, and November. This is due to the finalization of the
home football schedule.
To reserve for September, October, or November one may enter a lottery during the last 5 working days of January of
the same year. The lottery drawing is held on the 2nd Monday of February. If the football schedule has not yet been
released, you will be notified when you call to enter the lottery.
After the lottery drawing is complete, reservations for remaining dates and times are accepted by calling directly.
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Text -only version I Questions? Call (434) 924-3601 Business Hours Newcomb Hall
Last Modified: Monday -Friday: 8:00 AM - 9:00 PM PO Box 40D701
® Copyright by the Rector and Visitors of the University of Virginia Saturday: 8:00 AM - 7:00 Pm Charlottesville, VA 22904-4701
Sunday:9:00 Am - 7:00 rM
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