Wedding Packet
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STEP ONE
Submit the Wedding Inquiry Form online and select possible dates and times.
Fill out the Wedding Inquiry Form.
STEP TWO
Schedule an appointment to tour the Chapel with the Chapel Coordinator, Gus Villa, at 210-431-6550. At this
appointment, the couple will:
Tour the Chapel and Bride’s Room;
Review and sign the Policies and Procedures in the wedding packet, which must be signed in person.
STEP THREE
If the date desired for the wedding is available, the following forms and payment must be turned in before a hold can be
made:
Fill out the Letter of Connection Form, describing your connection to OLLU, the Sisters of Divine Providence and the
Sacred Heart Conventual Chapel (example template);
Wedding Reservation Form with both the bride and groom’s signatures;
Nonrefundable deposit of $200, which will go toward the total fee;
Policies and Procedures Form
STEP FOUR
Twelve weeks from the date of the deposit, the next payment of $550 (can be completed online) and the following form
and letters will be due:
Facility Rental Agreement completed and signed. (The Chapel Coordinator will review this with you).
Letter of Permission Form from the couple’s home parish granting permission to marry outside of the parish. This should
be forwarded to your priest or deacon.
Presiding Priest/Deacon Agreement Form conrming the presider’s obligations for the wedding.
STEP FIVE
Send all vendors their corresponding letters detailing their obligations and a campus map.
Priest/Deacon letter
Florist letter
Photographer/Videographer letter
Musician letter
WEDDING RESERVATION
CHECKLIST
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STEP SIX
The nal appointment will be scheduled 60 days prior to the day of the wedding with the Chapel Coordinator. At this
appointment, the couple will:
Pay nal payment of $550 (can be completed online);
Couple will contact the OLLU University Police Department (UPD) to arrange payment for security (Final payment for UPD
is due two-weeks prior to the wedding date.).
All payments must be made by check or money order, and made out to:
Our Lady of the Lake University
Attn: Chapel Coordinator
411 S.W. 24th Street
San Antonio, Texas 78207
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Checklist
LETTER OF CONNECTION
EXAMPLE
*THIS IS FOR DEMONSTRATIVE PURPOSES. FILL THIS FORM ONLINE*
Date: _______________
(Introduction)
Introduce yourself and your ancé.
Write a brief bio in a few sentences, including your clear and direct connection to one of the following: Our Lady of the Lake
University, the Sisters of Divine Providence, Providence High School or Saint Martin Hall.
(Request)
Indicate the date you plan to have your wedding and the time block you have chosen.
Write why it is important to be married in Sacred Heart Conventual Chapel.
(Important)
Indicate that you will abide by the Chapel guidelines.
(Closing)
(Signature)
You can ll out the Letter of Connection online.
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POLICIES AND PROCEDURES
GOVERNING WEDDINGS IN
THE CHAPEL
*THIS FORM WILL BE SIGNED IN PERSON AFTER THE CHAPEL TOUR WITH THE CHAPEL COORDINATOR*
Our Lady of the Lake University (OLLU) is happy to share Sacred Heart Conventual Chapel (SHCC) with you for your Catholic
wedding ceremony. The following policies and procedures will help you and OLLU to care for this sacred place and to preserve its
beauty and elegance, as well as meet your hopes and expectations for your special event.
ELIGIBILITY TO USE THE SHCC FOR WEDDINGS
• The bride and groom must be free to marry in the Catholic Church.
• The bride or the groom must have some relationship with OLLU, the Congregation of Divine Providence and/or a
Congregational Sponsored Institution.
• The bride and groom must secure a Catholic priest or deacon to ociate at the ceremony and work with the couple to
ensure that the couple has completed all necessary marriage preparation requirements as set forth by the Archdiocese of
San Antonio.
• Only Catholic clergy may ociate at Catholic weddings in SHCC. In the event that one of the parties is not Catholic, a
minister of that party’s religion may participate with the Catholic presiding priest or deacon celebrant at the wedding.
• The bride and groom must submit all documentation required for a Catholic marriage to the presiding priest or deacon
and complete all required preparations for the Sacrament of Matrimony within the Catholic Church.
• The bride and groom must complete all forms and pay all fees required by OLLU for use of the SHCC.
Bride's Initials: ________________ Groom's Initials: _______________
RESERVATION PROCEDURES
Submit the Wedding Inquiry Form and select possible dates and times.
For the appointment, the couple will:
• Fill out the Wedding Inquiry form
After submitting the letter, the bride and groom must contact the Chapel Coordinator to set up an appointment to tour the
Chapel. At this appointment, the couple will:
• Tour the Chapel and Brides’ Room;
• Receive the Wedding Packet:
• Review and sign the policies and procedures in the Wedding Packet.
If the date is available for a wedding, the following forms and the deposit must be turned in to reserve the Chapel:
• A letter describing your connection to OLLU, the Sisters of Divine Providence or the SHCC. Use the provided template;
• Wedding Reservation form with both the Bride and Grooms signatures;
• Non-refundable deposit of $20 which is part of the total rental fee.
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Twelve weeks from the date of the deposit the next payment of $550 (can be completed online) is due and the following form and
letters will be due:
• Facilities Contract completed and signed;
• Letters from the couple’s home parishes granting permission to marry outside of the parish–use the provided form;
• Completed SHCC Presiding Priest/Deacon Agreement Form conrming the presider’s obligations for the wedding.
The nal appointment will be scheduled 60 days prior to the day of the wedding with the Chapel Coordinator. At this
appointment, the couple will:
• Pay nal payment of $550 (can be completed online);
• Couple will contact OLLU Police Department (UPD) (nal payment for UPD is due two-weeks prior to the wedding date).
Payments by check or money order, should be made out to:
Our Lady of the Lake University
Attn: Chapel Coordinator
411 S.W. 24th Street
San Antonio, Texas 78207
NO CASH PAYMENTS WILL BE ACCEPTED.
Any additional meetings to view the Chapel or any meetings for additional information must be scheduled with the Chapel
Coordinator two weeks in advance.
Only the couple can contact the Chapel Coordinator with questions or discussions about the wedding. Others can be authorized
to contact the Chapel Coordinator only by written permission for the Bride or Groom.
Couples are allowed one date or time change (if available). Any additional date or time changes must be submitted in writing to
the Chapel Coordinator and will require an additional $50 fee.
Non-cancellation of a wedding reservation will result in loss a of the $200 deposit. All cancellations must be made in writing to the
Chapel Coordinator.
Bride's Initials: ________________ Groom's Initials: _______________
SACRED HEART CONVENTIONAL CHAPEL FEE
The fee for use of the SHCC is $1,300 for up to four hours and will include:
• One-hour rehearsal;
• One-hour decorating before the wedding;
• One-hour for the wedding ceremony;
• One-hour for the photography session inside the SHCC.
Bride's Initials: ________________ Groom's Initials: _______________
POLICIES AND PROCEDURES
GOVERNING WEDDINGS IN
THE CHAPEL
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OLLU UNIVERSITY POLICE DEPARTMENT SECURITY FEE
The wedding party is responsible for contacting the OLLU Police Department (UPD) to make arrangements for UPD to direct
wedding trac.
• Two UPD ocers are required for a wedding;
• Ocers will be on-site one hour before the ceremony begins and leave 30 minutes after the ceremony ends;
• An additional payment for the security fee is $225 and is due to UPD 60 days prior to the wedding ceremony.
University Police Department Oce Hours: Monday – Friday, 8 a.m.-4:30 p.m.
*Oce is closed on all university and Federal Holidays but ocers are on duty 24 hours a day.
Emergency Calls Only: 210-433-0911 Non-Emergency Calls: 210-434-6711, ext. 4022 or 210-431-4022
Fax: 210- 431-4067 Email: [email protected]
Bride's Initials: ________________ Groom's Initials: _______________
PARKING
The OLLU University Police Department will direct parking to designated areas. Parking will begin in the lot in front of OLL
Convent, then Lot A, and overow is designated in Lot K. (map of university)
• Due to scheduled events on campus, parking in university lots may be limited.
Bride's Initials: ________________ Groom's Initials: _______________
MUSIC AND USE OF MUSICAL INSTRUMENTS
• Arrangements for all musicians requesting to use the digital organ, pipe organ and/or piano need to be granted
permission by the SHCC Music Coordinator
• Only qualied musicians who agree not to alter in any way the instruments' mechanisms may be granted permission.
• The SHCC digital organ, pipe organ and piano cannot be moved under any circumstances.
• The pipe organ in the chapel can be used for an additional fee of $100 (for maintenance and upkeep)
Bride's Initials: ________________ Groom's Initials: _______________
DECORATIONS AND FLOWERS
SHCC is a sacred space with a particular architectural character. All decorations for any event in the SHCC must maintain the
integrity and sanctity of the SHCC.
Environmental enhancements must maintain the integrity of the liturgical celebration.
Since the SHCC is the main worship space of OLLU, University Ministry personnel may have in place appropriate liturgically
oriented art or decorations in the SHCC.
POLICIES AND PROCEDURES
GOVERNING WEDDINGS IN
THE CHAPEL
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Further:
• The environment will reect at all times the dierent liturgical seasons celebrated by the Catholic Church. (e.q., Lent,
Easter, Advent, Christmas, etc.).
• The orist must contact the University Wedding Coordinator in advance of the wedding to describe arrangement,
placement, etc., and receive approval.
• Flower arrangements are to be appropriately placed and need to be removed from the SHCC within the hour following
the wedding ceremony.
• Pew decorations are to be secured with ribbon only. Pew clips, wire, masking tape, etc. are not permitted.
• Special candles are limited to the Unity Candle and the two altar candles. The Paschal Candle (during the Easter Season)
will be lit for the ceremony. Other candles on other altars are not available. Candles may not be placed on the pews or
along the aisle.
• Floor runners are not permitted.
• No rice, owers/petals (real or articial), confetti or bird seed, etc. may be thrown inside or outside of the SHCC or on the
SHCC steps.
• Only authorized persons are allowed to operate lights, and public address system
• No receiving line is to be held in back of the SHCC after rehearsal and after the ceremony.
• The contracting party is liable for damages to the building, furnishings and equipment.
Bride's Initials: ________________ Groom's Initials: _______________
PHOTOGRAPHY AND VIDEOGRAPHY
• The photographer/videographer should contact the Chapel Coordinator in advance of the wedding for information and
instructions.
• Equipment and lights will be placed away from the altar and altar platform.
• Oversized equipment and lights will be allowed only at the discretion of the wedding coordinator.
• No tape is to be placed on the oor or the pews.
• No furniture is to be moved.
• The photography/video session in the SHCC and outside the SHCC must be completed at least 10 minutes before the end
of the reserved time block.
• It is presumed that the photography/videography during the wedding ceremony will not interfere with or distract from
the solemn religious nature of the celebration of Sacrament of Matrimony.
Bride's Initials: ________________ Groom's Initials: _______________
SMOKING
The SHCC areas and all university facilities and grounds are smoke- and tobacco-free.
• Prohibited are all forms of tobacco, including but not limited to:
cigarettes, cigars, pipes, hookahs, electronic cigarettes and all forms of smokeless tobacco.
• Tobacco use includes smoking, chewing, dipping or any other use of tobacco products.
POLICIES AND PROCEDURES
GOVERNING WEDDINGS IN
THE CHAPEL
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• Smoking refers to inhaling, exhaling, burning or carrying of any lighted or heated tobacco product, as well as non-
tobacco smoking substances and smoking instruments.
Bride's Initials: ________________ Groom's Initials: _______________
FOOD AND DRINK
Food and beverages are allowed in the bride’s room only. Food is not allowed in SHCC and vestibule.
Bride's Initials: ________________ Groom's Initials: _______________
NAME OF SHCC
Any printed reference to the SHCC on invitations and/or for publicity must identify the SHCC as:
Sacred Heart Conventual Chapel
Our Lady of the Lake University
411 S.W. 24th St.
San Antonio, Texas 78207
Bride's Initials: ________________ Groom's Initials: _______________
REGISTRATION AND PREPARATION FOR THE
SACRAMENT OF MATRIMONY
Weddings celebrated in the SHCC are recorded in the Marriage Register in the sacristy of the SHCC. All additional records and all
civil documents are recorded and led at:
St. Jude’s Catholic Church
130 San Augustine
San Antonio, Texas 78237
Phone: 210-432-8044
It is the responsibility of the ociating priest/deacon to ensure that all records, including the civil records, of the intended couple
are collected and led at St. Jude’s Catholic Church and with the appropriate civil authority.
Bride's Initials: ________________ Groom's Initials: _______________
POLICIES AND PROCEDURES
GOVERNING WEDDINGS IN
THE CHAPEL
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CHAPEL COORDINATOR
An SHCC Chapel Coordinator is required for each rehearsal and wedding ceremony. SHCC Chapel Coordinators have been trained
in the special intricacies of Chapel weddings and will work with each couple to ensure that all SHCC policies are understood and
that a timely ow of the day’s proceedings occur with smooth transitions between weddings.
Contact the Chapel Coordinator approximately 60 days before the wedding. At that time you may:
• Conrm your rehearsal date and time;
• Consult to work through the details of your rehearsal and wedding day (such as private wedding planners, orists and
photographers).
At the rehearsal:
• Discuss all aspects of the wedding (including placement of attendants, seating of special guests and assignments of
specic ushers to mothers/grandmothers, etc.).
Bride's Initials: ________________ Groom's Initials: _______________
EXITING THE CHAPEL
Due to safety issues the following items are not allowed on the Chapel steps as couple is exiting the SHCC:
• Rice • Confetti • Flower petals • Glitter • Bubbles
If any of these items are found on the chapel steps there will be an additional $150 cleaning fee charged to the couple.
Bride's Initials: ________________ Groom's Initials: _______________
OTHER ITEMS
The following items are not allowed without written authorization of Reservation Manager or Event Services Sta:
• No Pets are allowed; unless they are service animals (copy of documentation is required).
Bride's Initials: ________________ Groom's Initials: _______________
RESPONSIBILITY OF THE BRIDE AND GROOM
Before the wedding:
1. Secure the presiding priest or deacon celebrant; give enclosed letter and form to the priest/deacon;
2. Preparation of paperwork for the Sacrament of Marriage by presiding priest or deacon celebrant;
3. Stipend to the presiding priest or deacon celebrant;
POLICIES AND PROCEDURES
GOVERNING WEDDINGS IN
THE CHAPEL
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4. Preparing for the Mass:
a. Prelude/Gathering Music;
b. Memorial Candle (not required);
c. Welcome (Cantor);
d. Wedding Party Procession;
e. Procession Music;
f. First Reading;
g. Second Reading;
h. Unity Candle (not required);
i. Bible, Rosary, Arras and Lazo Ceremony (not required);
j. Eucharist (Gift Bearers);
k. Eucharist Music;
l. Presentation of Flowers to the Blessed Mother;
m. Presentation of Flowers to the Blessed Mother Music;
n. Recessional Music.
5. Secure the orist/wedding planner; give enclosed letter to orist/wedding planner;
6. Secure the musician (List of certied musicians); give enclosed letter to musician;
7. Obtain approval of musicians by the SHCC Music Coordinator;
8. Stipend to musicians;
9. Secure the photographer/videographer; give enclosed letter to photographer/videographer;
10. SHCC fee for use of SHCC paid to OLLU 60 days before the wedding;
11. Security fee paid to the OLLU University Police Department 60 days before the wedding.
After the wedding:
1. Remove all decorations from the SHCC.
2. Remove all items in Bride’s Room
Bride's Initials: ________________ Groom's Initials: _______________
SIGNATURES
I have read and understand the POLICIES AND PROCEDURES to be observed for the use of SHCC and agree to comply with these
regulations.
Bride: ___________________________________________________________________ Date: ____________________________
Groom: __________________________________________________________________ Date: ____________________________
Chapel Coordinator: _______________________________________________________ Date: ____________________________
POLICIES AND PROCEDURES
GOVERNING WEDDINGS IN
THE CHAPEL
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FACILITY RENTAL AGREEMENT
Lessor: Our Lady of the Lake University Phone Number: 210- 528-7152
Lessee: _____________________________________________________________________________________________________
Cell Number: _______________________________________Phone Number: ___________________________________________
Address: ____________________________________________________________________________________________________
City: __________________________________________________ State: ______________ Zip Code: ________________________
Individual Responsible for the event: _____________________________________________________________________________
Email: ______________________________________________________________________________________________________
Facility Being Reserved: Chapel Auditorium Sacred Heart Conventual Chapel
Set Up Date: __________________________ Set Up Time: _____________________ Until: _________________________
Event's Dates: _________________________ Time: ____________________________Until: _________________________
Facilities to be used are limited to the following activity: ______________________________________________________
Total number of participants not to exceed: ________________________________________________________________
In consideration of the use of specied facilities for fees as agreed here:
Fee for Sacred Heart Chapel - $1,300 for up to 4 hours:
$200 Deposit non-refundable deposit which is applied to the $1,300 (Required to hold date)
An additional $50 will be charged per ½ hour for the use of the Chapel beyond the 4-hour time.
Use of the Chapel Auditorium - Please see Appendix A for Pricing
$200 non-refundable deposit (applied to the total cost is required to hold date)
Total hours reserved: ________________________________
Total charge: _______________________________________
Music Concert in Sacred Heart Chapel - $1100 for prot, $650 for non-prot including set-up and take down time up to
8 hours; $200 non-refundable deposit, which is applied to the total cost is required to hold date.
Total hours reserved: ________________________________
Total charge: _______________________________________
Other ceremonies in Sacred Heart Chapel - $100 per/hour. $200 non-refundable deposit which is applied to total cost is
required to hold date.
Total hours reserved: ________________________________
Total charge: _______________________________________
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Alcohol Service
Yes, alcohol will be served and sold by Events Services Oce.
No, alcohol will not be served at this event.
Licensed entry will sell/serve alcohol
The Lessee agrees to the following conditions:
1. Policies and Procedures: Lessee is responsible for reading and observing all Sacred Heart Conventual (SHCC)
2. Supervision and Security: Lessee is responsible for providing supervision for all of its participants students, agents,
employees, volunteers, spectators, vendors (collectively referred to as "guests") and for all of its activities, including
campus security as specied in the SHCC Polices and Procedures, without the assistance or involvement of the Lessor.
University Polices fees will depend on how many guests attend and if alcohol will be sold or served at the event. Lessee is
required to contact University Polices at (210)431-4022 to make arrangements for campus security at the event.
3. Equipment: Lessee will inspect the facility and equipment before using it and immediately report any problems of the
attention of the Chapel Coordinator so that problems can be corrected before usage. Ordinarily the Chapel Coordinator
will accompany the Lessee during the inspection. Lessee acknowledges that the Lessor's equipment is available AS IS and
agrees that Lessor is not liable for any damage to personal property belonging to Lessee or its guests while utilizing the
Lessor's equipment.
4. Cleaning: After use of the facilities has been completed, Lessee agrees to leave the facilities and all furnishings and
equipment in a clean and orderly condition and in the same condition as they were prior to Lessee's use, except for
normal wear and tear.
5. Damages: Lessee will be responsible for any damages to premises caused by Lessee's activity or any of Lessee's guests
during the time of the activity. Cost to repair or replace the damaged furnishings, equipment, or premises will be
determined by the Lessor and will be billed to the Lessee.
6. Prohibited Items: In addition to the items listen in the SHCC Polices and Procedures. No Confetti or Glitter is allowed in
the auditorium(Lessee will be charged an additional $150 cleaning).
7. Minor During Setup: Children will not be allowed in the Chapel Auditorium during setup and decorating time.
8. Assumption of Risk: Lessee is voluntarily assuming full responsibility for any risks of loss, property damage, or personal
injury, including death, while using the facility and equipment. Lessor is not responsible for any property belonging to
Lessee or its guests left behind after the event. Lessor is not responsible for any damage to vehicles or personal property
in the Lessor's parking lot. Lessee understands and agrees that Lessor will not be responsible for any medical costs, and
Lessee will be required to pay personal medical and emergency expenses in the event of injury or illness.
9. Indemnication: Lessee completely and unconditionally releases Lessor from all claims of liability for each and every
injury, harm, damage, and loss of every kind or description (including death) to the Lessee's person or property, except
such occasioned by willful, wanton or gross negligence or misconduct of the Lessor. Lessee does further agree to defend,
hold harmless, indemnify and release, and forever discharge the Lessor from and against any and all claims, demands, and
actions or causes of action on account of damage to or related to the Lessee's such participation.
10. Mandatory Arbitration: Lessee agrees that any claims, disputes, or controversies arising out of or in any way related
FACILITY RENTAL AGREEMENT
13
FACILITY RENTAL AGREEMENT
to this Contract, as permitted by law, will be resolved by arbitration conducted in San Antonio, Bexar County, Texas in
accordance with the rules of the American Arbitration Association, and judgment on any award rendered by the arbitrator
may be entered in any court having jurisdiction thereof. It is UDERSTOOD THAT LESSEE WAVIES AND RIGHT TO A JURY
TRIAL OR A TRIAL BEFORE A JUDGE. The expenses of the arbitor will be borne (or reimbursed, as applicable) by the
nonprevailing party.
11. Force Majeure: Lessor will not be liable for nonperformance or defective or late performance of any of its obligations
under this Contract to the extent and for such periods of time as such nonperformance, defective performance, or late
performance is due to reasons outside of Lessor's control, including acts of God, war (declared or undeclared), action of
any governmental authority, riots, revolutions, re, oods, explosions, sabotage, nuclear incidents, lightening, weather,
earthquakes, storms, sinkholes, epidemics, or strikes (or similar nonperformance or defective performance or late
performance of employees, suppliers, or subcontractors).
12. Notice of Renovation and Construction: OLLU has commenced a Capital Campaign to raise funds for the costs
associated with renovation the historic SHCC and the Chapel Auditorium. In the event the SHCC and/or the Chapel
Auditorium may be undergoing any substantial construction or renovation activity during the event date(s) that would
materially aect the event, Lessor will provide Lessee with at least six (6) months' notice prior to the event date, and
Lessee will have th right to cancel this Contract without liability if, in Lessee's reasonable judgment, such construction
or renovation may tend to unreasonably aect the use of the facilities or the quality of service to be provided under this
Contact. No such unplanned renovation or construction activity will be undertaken except under emergence conditions.
Should an emergency necessitate any construction activity during the event date(s). Lessor will promptly contact Lessee
to determine an acceptable remedy, which may include Lessee's right to cancel this contract without liability.
13. Deposit: To secure the forgoing reservation, Lessee tenders with this agreement a nonrefundable deposit of $200.
14. Balance: The remaining balance of $ is due within 60 days of the scheduled
reservation, of by .
Failure to pay the balance 60 days prior to the event will result in canceling the reservation.
15. Cancellation: Excluding any exceptions as noted in the Terms and Conditions of this Contract. Reservations canceled after
sixty (60) days will result in loss of all payments.
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The signature of the Responsible Party below indicates that Lessee hereby agrees to all conditions and clauses in the Contract
and will abide by all such written conditions and terms. Lessee hereby agrees to assume responsibility for Lessee's guests'
adherence to all relevant OLLU policies and procedures. Lessees acknowledges that failure to pay the balance sixty (60) days
prior to the event will result in Contact's immediate and total termination, along with loss of all payments. Lessee assumes
responsibility for conrming with the Chapel Coordinator.
Accepted: ________________________________________________ Date: ______________________
(Signature of Responsible Party)
(Signature indicates that Responsible Party has received, read and accepts the Policies and Procedures for usage of the
Sacred Heart Conventual Chapel and/or Chapel Auditorium)
Lessor: ___________________________________________________ Date: ______________________
Elizabeth Longoria, Director of Campus and Community Engagement
or
Gustavo M. Villa Jr., Chapel Coordinator
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Checklist
APPENDIX A
Please select the Package of your choice:
150 guests: $3,500
200 guests: $3,700
The hall reservation includes a building manager, security fees, setup, breakdown, housekeeping, polyester linen in the color of
your choice, light backdrop, celing drapery, chair covers, chair bows, up-lighting and two bartender. You also get six (6) hours of
your choice up to midnight for the time of the event (if additional time is needed the cost is $150 per hour). We sell beverages
and concessions.
You can bring your own catering. Please indicate the following:
Buet Service
Table Service (if table service cleaning is provided [no additional fee charged]; if table service cleaning is not provided a
fee of $130 will be charged for sta).
Add-on's are: charger plates $1 each, napkins are .50¢ each. Premium linen is available in place of the polyester linen for an
additional cost, depending on the material.
**Alumni discount: $100 o the total price.
Please check to indicate Alumni status.
FACILITY RENTAL AGREEMENT
