Facility Regulations

Availability: Zehmer Hall Conference Center is available to University, public, and private organizations. It is not available for private social functions. All events are subject to review for suitability. All events must end by 11 p.m. All events held after 5 p.m. Monday-Friday, and on weekends are subject to a $30 per hour overtime charge ($60 an hour for large groups).

Cancellation Procedures: Fifty percent of the conference fee will be assessed if cancellations are not received in writing at least thirty (30) days prior to the beginning of the event. Any direct costs incurred by the Zehmer Hall Conference Center in preparation for the event will also be assessed.

Caterers:All refreshment breaks (e.g. continental breakfast, beverage service, snack breaks) are handled by Zehmer Hall Conference Center. All meal functions held in Zehmer Hall Conference Center, including bar service, must be approved by the Conference Center Manager.

All meal functions, including bar service, must be coordinated and served by an approved caterer on the Zehmer Hall Conference Approved Caterer List. Please contact the Conference Center Manager for more information regarding approved caterers for the conference center.

Picnics and other Outdoor Functions: Picnics and similar outdoor events may be held on the lawn behind Zehmer Hall Conference Center. Outdoor music must be approved and is not permitted before 5 p.m. (Monday-Friday) or after 9 p.m. (at any time). The premises must be vacated by 10 p.m. and must be left in a clean and orderly condition. Reservation of the Zehmer Hall Conference Center grounds does not include use of the restrooms or any services inside Zehmer Hall Conference Center.

Damages: The client also assumes the entire responsibility and liability for losses, damages, and claims arising out of injury, damage, or loss to the building, its contents, and the grounds, to University of Virginia employees, or to the sponsor and/or sponsor's guests, invitees, other persons attending the function covered by this reservation, or the sponsor's equipment, displays, or other property that may result from use by the sponsor and/or the sponsor's guests, invitees, or other persons attending the function. The sponsor will indemnify and hold harmless the University of Virginia and its officers and employees from any and all such losses, damages, and claims.

Please resolve all questions about rates and regulations before the function.