Policies and Procedures  

Policies and Procedures for Events at
The SUNY Cortland Alumni House

The Alumni House provides a wonderful setting for conferences, retreats, business meetings, weddings, rehearsal dinners and cocktail parties.  In consideration of the use of the Alumni House, the client agrees to abide by the following terms and conditions:

General Guidelines

• For non-wedding events, please see Alumni House staff for facility fee rates.
• The facility fee for a wedding and reception is $1000 plus tax.  This allows the use of all house/public areas from Friday check-in through Sunday check-out.  The kitchen is not a public space and its use is prohibited.
• All weddings must reserve five guest rooms (maximum ten guests) for the night of the event.  This fee is in addition to the $1000 facility fee.  A credit card is required to hold rooms for wedding lodgers.
• All social activities must conclude by 10 p.m., with some exceptions.  See staff for details.  All guests who are not staying overnight at the Alumni House must depart at this time.
• The kitchen and guest rooms are closed to the public during functions.
• The Alumni House Request Form must be signed and returned to the Alumni House at 29 Tompkins Street; Cortland, NY 13045, complete with payment terms, in order to hold your event and/or lodging reservation date(s).
• The attached form must be signed and returned to the Alumni House, no later than 2 weeks prior to the event.  Events with a shorter timeline may be given exception; please see staff.
• A follow-up meeting will be scheduled at least 2 weeks prior to the event, in order to finalize details between Alumni House staff, client and caterer.
• The Client must supply caterer with Alumni House Caterer Agreement, to be signed and returned to the Alumni House at least 2 weeks prior to the event.  The caterer is also responsible, at that time, for providing the Alumni House Staff with a copy of their catering license, liquor license (if applicable), and final food contract (signed by client).  Events with a shorter timeline may be given exception.

Food and Beverage

• The Alumni House does not operate a commercial restaurant. Therefore, for events with 50 or more guests, any meals or alcoholic beverages served at the House will require the use of a New York State food and beverage licensed caterer. The client must choose from our established caterer list.  See the attached listing.  Exceptions to this list must be approved by the Executive Director, SUNY Cortland Alumni Association.  A copy of the caterer and liquor license (if applicable) is required before every event.  The caterer requires at least a 30-day notice for any event that involves alcoholic beverages, as it takes time to acquire an off-site liquor license. 
• For events with 50 or less guests, clients may choose to bring in food rather than using a caterer. (See Carry-In Policy)

• A maximum of three hours is allowed for an open bar, after this time it must close or switch to a cash bar.  All bars must close ½ hour before the event ends.  Liquor licenses are the responsibility of the caterer.
• Under no circumstances is the caterer to leave alcoholic beverages behind.  Under no circumstances are alcoholic beverages to be brought onto the property by guests.
• Bar set-up is only available in the solarium, pub, and outdoors.  This is noted by a gray shading on the attached room configuration chart.  See staff for set-up details.

Smoking

• Smoking is permitted outside only, by the guest entrance verandah.  Ashtrays are provided.
• A $150 charge will be added to the client's folio if guests smoke in any of the rooms inside.
• Taper candle lighting (open-lit flame) is strictly prohibited.

Table Settings/Wait Staff

• Caterer will provide adequate wait staff.  The Alumni House does not provide complimentary linens, but the client may choose to rent them through the Alumni House.
• Table decorations are the responsibility of the client.  Please see staff for requirements and details.
• Alumni House china, silver and glassware are available to rent.  See China Rental Agreement.

Deposits

• A deposit equal to half of the total event/lodging fee, including applicable taxes, is due upon receipt of the signed Alumni House Request Form and will be applied to the final bill.  Receipt of these items, secures the reserved date and time.
• For weddings and large events, an additional $500 deposit is required two weeks prior to the event. It will be returned 72 hours after the function is complete, provided that all Alumni House rules and regulations have been followed. The house manager will determine if the rules and regulations have been violated, and if so, will pro-rate the deposit.

Cancellation

In the event that the client must cancel an event, the following deposit refund schedule will apply:  

• Deposit for an event or wedding is nonrefundable, if cancelled within 6 months of event date.
• Deposit for lodging is nonrefundable if cancelled within 2 weeks of reservation date.  For peak weekends, no cancellations/no refunds are allowed.

Lodging

• A maximum of 10 registered guests is allowed, according to State regulations.
• We offer a complimentary, continental breakfast daily from 8 - 10 a.m.  
• Rates are subject to change without notice. Rates are based on double occupancy.  A credit card is required to hold rooms.  Check-in is at 3 p.m. and Check-out is at 11 a.m.   All personal items and vehicles must be removed at this time.  Special arrangements for early and late arrivals can be accommodated by contacting staff at (607) 753-1561 or by e-mail at AlumniHouse@cortland.edu.

Parking

• We offer complimentary off-street parking; one car per room.
• Event guests may park on Tompkins Street.  Special note: Overnight parking on Cortland City streets is restricted and enforced.

Room Set-up

• Furniture moving is prohibited, unless prior approval is granted.  Please contact staff.

Client Agreement

The client agrees:

(A) To indemnify and hold harmless SUNY Cortland Alumni Association and its agents as a result of bodily injury or death to any person or persons or for damage to property of others arising out of the client’s use of the facility.

(B) To comply with all applicable municipal, state and federal government laws and regulations, and assumes all liability for and undertakes promptly to pay all taxes, if any, which are assessed against either SUNY Cortland Alumni Association or the client in respect to the space occupied or the use for which the space is used.

(C) To indemnify and hold harmless SUNY Cortland Alumni Association and its agents for any debt or other monetary obligation incurred by the client before or during use of the facility aforesaid.

(D) To reimburse SUNY Cortland Alumni Association for any loss or damage to property arising out of their occupancy, however caused.