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Reservation Procedures

1. General Reservation Procedure

Reservations can be made by calling the MRO at (304) 293-3250 or by e-mailing Reservations may also be made in person during office hours, which are 8:15 a.m. to 4:45 p.m., Monday through Friday. West Virginia University recognized student organizations and University departments have priority of scheduling within the Mountainlair.

The Mountainlair is funded through student union fees for general building use by West Virginia University students, faculty, and staff; no charge is levied for University-related meetings and events when the following criteria are met:

  1. The meeting or event is sponsored by a University recognized or registered student, faculty, or administrative group.

  2. The nature of the meeting or event is within the recognized purposes of the group, and the event is intended for members of the sponsoring group or for students, faculty, and staff of West Virginia University.

The name of the individual authorized to make reservations or request changes or cancellations of all recognized student organizations must be filed with the MRO.

Recognized student organizations can request space at:

Student organizations not yet recognized are permitted three reservations until paperwork is completed.

2. Cancellations

Notifying the MRO of cancellations enables the Mountainlair to meet the growing demand for space by the University community. Please notify the MRO at (304) 293-3250, 8:15 a.m. to 4:45 p.m., Monday through Friday, if a reservation is no longer needed or (304) 293-3701 after 4:45 p.m. and on weekends.

The Mountainlair reserves the right to cancel, move, or modify a reservation based on operational necessity of the University and the Mountainlair.

Reservations not cancelled within twenty-four hours of a scheduled event may result in the responsible party being charged one-half of the direct costs of the event, including technical charges, when applicable.

3. No-Show Procedure

A student organization’s failure to cancel a reservation will result in a written warning letter. Two warnings will be given during the school year. A third failure to cancel a reservation will result in the loss of scheduling privileges for the remainder of the semester and cancellation of all events currently scheduled. This procedure applies to both meeting rooms and lobby spaces. Failure to cancel may also result in surcharges, as noted above.

4. After Hours

Any student organization, student or staff that does not have a scheduled reservation at that time can come to the Mountainlair Information Center and request a room. Meeting rooms will be issued based on availability.

Anyone requesting a meeting room must have a valid West Virginia University student or staff ID to be collected by the Night Operations Personnel. The ID will be returned upon satisfactory completion of a room inspection. Any damage to the room or missing equipment may result in appropriate fees.

The furniture and technical equipment in the meeting rooms may not be removed, rearranged, or changed in any way.

After 4:45 p.m., customers requiring tables, chairs, extension cords, and other similar items should go to the Information Center on the first floor and request those items. The provision of equipment for customers without a reservation is subject to availability and the decision of Night Operations.

5. First Floor Lobby Spaces

Five Informational Lobby Spaces are available on the first floor for use by student organizations and departments. Table space can be reserved Monday through Friday, between the hours of 8:15 a.m. to 4:45 p.m. by calling (304) 293-3250 or by e-mail at Each organization may utilize a table on the first floor for only five days per month with a limit of five total at one time. The user must use the table space designated by the MRO. Table reservations are non-transferable; a member of the organization must be present at the table at all times.

Chairs are provided at each table. The chairs may not be removed from the dining tables to supplement seating. Sitting or standing on the tables is prohibited. Due to the large amount of pedestrian traffic, group members must remain behind their assigned table. Obstruction of the walk-ways is not permitted.

If an organization fails to appear by 12:00 p.m. on the day of the reservation, the space will be released for the remainder of the day. Tables not occupied by 12:00 p.m. may be reserved by another organization through the MRO.

Nailing, tacking, or taping anything to the pillars or walls is strictly prohibited. However, the gummy adhesive, “Hold It,” may be used. A backdrop may be hung behind the table using the black pipes. Posters, signs, or banners may not be hung on walls or columns, but they may be placed on the front of the table or booth as long as they do not exceed the length of the table. An easel may be used, but it must be placed directly behind the table.

No materials may be stored overnight.

6. Games Area Special Event Policy

Reservations for bowling/billiards parties can be made by either contacting the Games Area in person, or phone (304) 293-2206. Basketball, Corn Hole, Ladder Ball, Frisbee, Soccer Ball, Football and Spike Ball are available to check out for use on the Rear Plaza. The Games Area has a vast assortment of board games that can be checked out with a WVU Student ID.

Special events and parties are generally reserved in two hour blocks and include bowling lane rental, shoes, ping pong, board games, and billiards. The Games Area will not close to the public for parties unless arranged in advance with management approval. For rates, please contact the Games Area Manager at (304) 293-2206.

Reservations are not available during WVUp All Night program hours on Friday and Saturday nights from 10:00 p.m. until close. Individuals under the age of seventeen are not permitted in the Mountainlair Student Union after 10:00 p.m. on Friday and Saturday evenings featuring WVUp All Night programs.

  • Any special events or parties that require the area to be opened and/or closed other than during regularly scheduled hours will be charged at a rate to be determined by the Games Area Manager and approved by the MRO.

  • Any food brought into the area must be provided either by the Season 67 Catering Office, or any Mountainlair Food Court vendor. Requests for an exemption must be made through the Season 67 Catering Office.

  • Final arrangements must be confirmed with the Games Area management staff no later than forty-eight hours prior to the event.

  • Notice of cancellation must be confirmed no later than twenty-four hours prior to the event. Groups that fail to cancel their event may be assessed a fee of 50% of the total estimated cost based on arrangements that have been made.

  • Payments can be made with cash, check, or credit cards. Groups can be invoiced if arrangements are made in advance.

7. Meeting Rooms

A. Available Space

The Mountainlair offers sixteen meeting rooms, including the Ballrooms. Student organizations may schedule space two weeks prior to the start of Fall semester and two weeks prior to winter break for the Spring semester.

The Mountainlair does not assume responsibility for damage to or loss of any materials or equipment left in the building on display or in storage. All items will be given the same care and protection given to Mountainlair property.

If special services are requested, such as the use of additional chairs, tables, or special electrical requirements, additional fees may be assessed. The MRO will assist in coordinating necessary Facilities Service work requests and will require a copy of the request at least two weeks prior to the scheduled event.

B. Available Items

Subject to availability, the Mountainlair may provide all in-house meetings, conferences, and banquets the following equipment. Please inform the MRO in advance of equipment or support needs.

Available items include:

  1. Easels
  2. Sign standards
  3. Portable staging
  4. White/Cork Boards
  5. Pianos (Grand in Ballroom and portable upright)
  6. Coat racks
  7. Podiums
  8. Portable Screens
  9. Marquis poles and velvet rope
  10. Exhibit curtains and poles, curtains and skirting available in black and blue
  11. Tables (6ft, card, 60" round and 72" round) and chairs

C. Rooms and Set-up Options

Listed below are the maximum capacities in each room. If registration table, catering tables, and/or information tables are needed, this will reduce the overall seating chart.

Room capacity and set-up options - Ballrooms and Meeting Rooms

Room Theatre - Room setup Banquet - Room setup Classroom - Room setup Conference - Room setup U-Shape - Room setup Features
Ballroom 850 450 330 n/a n/a Stage, PA, Projection System
Ballroom – Large Blue 600 350 240 n/a n/a Stage
Ballroom – Small Blue 490 290 180 n/a n/a Stage
Ballroom – Large Gold 250 144 120 n/a n/a PA
Ballroom – Small Gold 175 108 90 n/a n/a
Blackwater 15 12 16 8 8 Projection System
Bluestone n/a n/a n/a 26 n/a Credenza, Projection System, Camera
Cacapon n/a n/a n/a 14 n/a Projection System
Cathedral 44 30 24 16 28 TV Monitor
Greenbrier 55% 36 36 22 30 Projection System, Presentation Board, Screen
JG Theatre 196 n/a n/a n/a n/a Screen, PA. Projection System
Kanawha n/a n/a n/a 14 n/a Projection System
Laurel 41 30 33 14 31% Blackboard, Screen, Projection System
Lobby Spaces n/a n/a n/a n/a n/a 4 Available
Monongahela 45 24 24 14 28% Screen, Projection System
Mountain 27 n/a 27 20 24
Mountaineer 50 48 45 n/a 40 Screen
Potomac n/a n/a n/a 16 n/a TV Monitor
Rhododendron 90 66 60 n/a 76 Blackboard, Screen, Projection System
Shenandoah 90 42 63 n/a n/a Projection System
Tygart n/a n/a n/a 12 (octagon) n/a Projection System

8. Ballrooms/JG Theatre

Each student organization may schedule one event per semester, one year in advance in the Ballrooms or JG Theatre. A second large event may be scheduled if space remains available. These reservations must be confirmed two weeks prior to the event.

The Mountainlair reserves the right to require a University Police Department officer for large gatherings. Recognized student organizations will arrange security through Office of Student Engagement and Leadership for after-hours events.

University departments may reserve space on an “as-needed” basis.

9. Non-University and Off-Campus Groups

The use of campus facilities by off-campus individuals or organizations will be permitted in accordance with the guidelines detailed below.

University facilities and support services will be made available only to the extent that their proposed use is not in conflict with the regular programs of the institution.

An Event Contract, accompanied by evidence of such insurance protection as may be required to adequately protect the institution, shall be executed by the campus sponsor and also be signed by a responsible officer of the non-University organization that plans to use a campus facility.

A 50% deposit must be made in advance of the facility fee. All of the charges assessed for the use of campus facilities shall be sufficient to cover all identifiable costs of both a direct and indirect nature except that charges for indirect costs may be waived at the discretion of the institution for nonprofit organizations and/or public bodies of the State of West Virginia, such as county schools or school systems.