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The Mountainlair

Event Support Services

Event Support Services

Food and Beverage

All food or beverages purchased with state funds (SGA Grants, Department Funds, etc.) for events in the MSU must be provided through the WVU Hospitality Group catering office at (304) 293-0462.

Alcohol

The consumption or possession of alcohol at any event must comply with West Virginia University Board of Governors Policy 18 – Alcoholic Beverages on the Campus. Groups seeking approval to serve alcohol during their event must obtain approval from the President’s Office using the form provided.

Alcohol Request Form

Catering

Please refer to the WVU Hospitality Group website at dining.wvu.edu/catering or contact the WVU Hospitality Group catering office at (304) 293-0462 for selections, prices, and procedures.

Tablecloths for catered events must be requested from WVU Hospitality Group when placing a catering order. The MSU does not provide tablecloths for events with more than 25 tables or when catering is ordered.

External Catering

External catering must be approved by the MRO. It is the responsibility of the group hosting the event to coordinate with the external catering company. This includes coordinating the setup, teardown, and cleanup of the external catering. In general, these services are provided when catering is purchased through WVU Hospitality Group. These services cannot be assumed by MSU staff and are the responsibility of the hosting group and the external caterer. Additional trash bags and trash cans can be requested from the MRO when placing the reservation. Excessive mess or cleanup will result in appropriate damages being assessed to the group at a rate of $100/hr.

MSU tablecloths are not provided for events that utilize an external caterer. Procurement of tablecloths is the responsibility of the hosting group.

The use of open flames and warmers is strictly prohibited. Warming methods must be approved by the MRO.

Fundraisers

The MSU will permit fundraising subject to several regulations. All products to be sold in the building must be approved in advance. No items or products already sold in the MSU may be sold as a fundraiser. Items bearing West Virginia University trademarks may not be sold.

Please contact the MRO via phone at (304) 293-3520 or in-person for a complete explanation of applicable regulations.

Bake Sales

Bake sales are only permitted in reservable, outdoor spaces. Indoor rain backups are not permitted. Groups hosting bake sales are required to register their bake sale with the Monongalia County Health Department (MCHD) using the health department form available from the reservations office. A completed form, signed by a MCHD representative, must be provided to the MRO at least two (2) business days prior to your requested event date.

Per MCHD, bake sale items must be limited to cakes; cookies; fruit pies; candies; plain pepperoni rolls; yeast, nut, or fruit breads, muffins, or rolls. Prohibited items and potentially hazardous foods includes pepperoni rolls with cheese, sauce, or other toppings; custard, or meringue pies; and cream-filled products. Additional non-potentially hazardous foods may be allowed only if approved by MCHD.

Food items are required to be pre-wrapped in the portions that will be offered for sale to the public. Portions should be wrapped in see-through wrap or baggies. Slicing, wrapping, or exposing food at the sale or distribution is prohibited.

To lessen the risk of foodborne illness or transmittable disease, menu items should be prepared and wrapped by individuals who have attended a MCHD Food Worker’s Training Course.

A clearly visible placard is required at the sales or service location stating that the food is prepared in a kitchen that is not subject to regulation and inspection by the MCHD or any other regulatory authority.

Tents

10’ x 10’ pop-up tents may be requested for events on the Rear Plaza and the outdoor front tabling spaces, or provided by groups. Tents must have proper anchorage in order to secure the tent to the ground in the case of inclement weather or wind. Tents and tent weights cannot obstruct egress or walkways. Tent stakes are prohibited unless approval is given by the MRO.

At the discretion of the MRO, MSU tents may not be provided in the event of anticipated inclement weather or high winds.

Tents shall comply with the National Fire Protection Association (NFPA) 701 requirements for fire resistance, and have a permanently affixed label verifying the tent’s fabric follows NFPA 701. Large volume cooking with propane, while generally not permitted, shall be conducted outside of tents.

Use of Pianos

If tuning is required for an event, the MRO will contact the appropriate personnel to tune the piano, and reasonable charges may apply. Charges will be assessed to the sponsoring organization/person for damages resulting from misuse.

Grand Piano: The grand piano may not be removed from the Ballrooms; it must remain on the floor and may only be used in conjunction with a scheduled event unless otherwise given approval from the MRO. The person(s) scheduled to play for a musical event may schedule practice time in advance.

Upright Piano: The upright piano may not be removed from the JG Theatre stage and may only be used in conjunction with a scheduled event unless otherwise given approval from the MRO. The person(s) scheduled to play for a musical event may schedule practice time in advance.

A/V Technical Unit

The audio-visual services for patrons of the MSU are provided by the MSU A/V Technical Unit. Student technicians are available to assist with the setup and technical execution of the events.

Contact Information:

All meeting rooms are equipped with built-in presentation systems, with the exception of the Mountaineer Room. A portable TV and laptop for use in the Mountaineer Room can be requested during the reservation-making process.

Meeting Spaces with built-in presentation systems and video cameras are listed below. This includes a PC with an installed video camera, in-room audio, projection/screen or TV, DVD/Blu-Ray player, HDMI, VGA, and power connection.

  • Bluestone
  • Potomac
  • Blackwater
  • Tygart
  • Cacapon
  • Kanawha
  • Cathedral
  • Mountain

Meeting Spaces with built-in projection systems are listed below. This includes a PC, in-room audio, projector/screen or TV, DVD/Blu-Ray player, HDMI, VGA, and power connections.

  • Greenbrier
  • Laurel
  • Monongahela
  • Shenandoah
  • Rhododendron

Technician(s) may be required for any event, depending on the technical complexities of the event, which will be determined by the A/V Technical Unit. Technicians will arrive one hour prior to the start time of the event, unless otherwise arranged. Requests for a technician at an event must be made ten (10) business days prior to the event date.

Materials expected to be displayed by a technician during an event must be provided to the technicians in their completed form no less than five (5) business days before the scheduled event. Materials include PowerPoint slides, videos, slideshows, music playlists, etc. Providing these materials in advance allows testing of videos and materials on MSU systems and provides time for any issues to be worked out in advance. Materials can be sent to lairavtech@mail.wvu.edu.

Additional Equipment Available:

  • Portable webcam for video conferencing
  • Flat screen TV
  • VCR/DVD/Blu-ray players
  • Media Carts (Projection system with laptop and computer speakers)
  • Portable audio systems with microphone
  • Portable PA systems (Technician Required)
  • Assorted wired and wireless microphones
  • Stage lighting (Blue or full Ballroom and Gluck Theatre only)

Wireless Internet

Wireless internet is available via WVU.Encrypted (WVU single sign-on required) and WVU.Guest, and hard-wired ethernet connections can be requested from the MSU Reservations Office. Advanced notice is encouraged if hard-wired ethernet connection is anticipated.

Films

Movies scheduled through the MRO for public viewing must have proof of copyright permission before the movie can be shown. Proof of copyright permission must be provided to the MRO no less than five (5) business days before your requested event date.

It is encouraged that copies of DVDs provided by production companies be provided to the MRO for film testing no less than five (5) business days prior to your event.

For more information on obtaining a license and cost, please contact one of the film distributors listed below:

Please contact reservations@mail.wvu.edu for assistance.

Fees

All meeting rooms and equipment are generally available to student organizations and academic/administrative departments free of charge. However, charges will be billed for special services and for events generating funds.

The MSU reserves the right to determine which events and/or use of equipment require the use of a technician. Events that take place outside the MSU or those of a more complicated nature may require two technicians. If applicable, events with a technician will incur a fee of $25.00 per hour per technician.