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All meetings and events that take place at DeFord Manor are initiated by the Office of the President. The home may host events on the weekdays or weekends as appropriate. All meetings and events should take place between the hours of 9:00 a.m. to 9:00 p.m. unless there is express permission from the Office of the President to deviate from these hours.

For campus organizations wishing to request the use of DeFord Manor, its availability is at the discretion of the President and the Office of the President based on the nature and purpose of the event and the availability of the home.

DeFord Manor is not available to persons or organizations outside of Â鶹´«Ã½rtb under any circumstances.

For campus personnel or organizations requesting to hold an event at DeFord Manor, please send a high-level overview about the event via email to officeofthepresident@vwu.edu including the following information:

• Purpose of event
• Type of event (reception; a seated-served dinner; a buffet lunch, etc.)
• Date/time of event – Does the event need to occur on a specific day/time? Or is there flexibility for when the event can be held? Make note of ideal time frames.
• The program for the evening:
  • Do you want the president to give remarks at the event? If so, what topic would he be asked to address? Length of remarks?
  • Any additional speakers (Please include name, title, and the topic of their remarks).
• Other known information as appropriate

The Executive Assistant to the President will evaluate the event for compliance with appropriate use guidelines, check the availability of DeFord Manor, and then contact the requester as soon as possible. All requests must be made at least six (6) weeks in advance.

Due to room size constraints and the desire to preserve DeFord Manor, the following guest accommodation plans will prevail:

• The East Room may accommodate 36 guests at a seated dinner or 65 at a standing reception. 
• Twelve (12) guests may be seated at the Dining Room table.
• There is an option for indoor/outdoor events to take place both in the East Room and the Virginia Oveda Williams DeFord Terrace, allowing for additional guests. If hosting an indoor/outdoor event, the following considerations must be decided:
  • Use of terrace tent
  • Use of terrace portable heaters

The East Room of DeFord Manor has a smart TV that can be used to display basic audio/visual needs. There is no teleconference or virtual meeting equipment available.

A Steinway Spirio player piano is also available to provide select music. Express and advance permission must be obtained for the Spirio’s use during the requestor’s event.

All guests must park at the Susan S. Goode Center for the Fine and Performing Arts across Smith Drive from DeFord Manor. Only guests with express permission from the Office of the President and catering staff are permitted to park at DeFord Manor.

In keeping with the status of DeFord Manor at Â鶹´«Ã½rtb, certain standards must be observed.

Pre-Event

1. Catering Services assistance is required for all events. For all events that involve dining, rental table linens and floral arrangements must be provided at the requester’s expense. Additional costs for other necessary amenities will also be borne by the requester. The Executive Assistant to the President will provide guidance.
2. Event set-up and clean-up is the responsibility of the requestor, Catering Services, and Facilities Management. Scheduling event set-up must be secured through the Executive Assistant to the President. 
3. The Office of the President must approve any and all communications and invitations regarding the requester’s meeting or event in advance.
   • In the University’s efforts to be “green,” most invitations for events should be created and sent electronically. 
   • Please provide a complete and accurate list of email addresses for all guests to the Executive Assistant to the President for invitation distribution.
   • Each event must supply a guest list of the meeting/event no later than three (3) days beforehand. The list should include guests’ titles and/or the guests’ relationship to the University.
4. Housekeeping for DeFord Manor (managed through Facilities Management) must be scheduled prior to the event and after the event.
5. Campus Security must be informed of the event by the requester to assist with guest parking and security at DeFord Circle.
6. Use of the outdoor heaters and tent, indoor fireplaces, and Steinway Spirio must be requested and approved in advance by the Executive Assistant to the President.

Day-Of Event

• All events must be attended by appropriate staff members related to the event.
• Catering staff working the event should park by the garage door with service entrance/exit through the back garage gate and service door. All other staff and guests must park at the Goode Center.
• All guests enter through the front door; they may exit through the front door or the back gate of the terrace. The terrace gate is for exit only.
• All guests and staff in attendance must be given and wear name tags.
• If the event is a seated meal, name cards must be at each place setting to ensure appropriate seating.
• If using the East Room, a welcome message to the group/organization should be displayed on the smart TV.
• Printed flyers about DeFord Manor (provided at the house by the Office of the President) should be made available to guests.
• Facilities Management (Aramark) must be instructed to attend to the grounds of DeFord Manor, including goose droppings on sidewalks and on the patio.
• Campus Security must be in place at least 30 minutes prior to the event.
• No smoking or vaping in any area of the house or grounds.
• The phone in the East Room catering closet is for emergencies only. 

Post-Event

• The President likes to personally thank guests following events; please provide a complete and accurate list of email addresses for all guests for such purposes.
• After the event, staff must ensure that the outside heaters, the fireplaces and the Steinway Spirio piano are properly turned off.
• The front door, East Room door, and pool terrace doors must be locked. Staff working the event may come and go from the service entrance, but it should be locked by the last person out. 

Housekeeping for DeFord Manor (managed through Facilities Management) must be scheduled prior and after the event.

In the event Â鶹´«Ã½rtb must close due to inclement weather, reasons pertaining to security, and/or other acts of God, DeFord Manor will also be closed for meetings and events as well.