Reservation Policy
(last updated January 22, 2009)
Availability - A reservation request form must be appropriately submitted to the President’s Office before an event can be considered. It is recommended that requests be submitted 30 days prior to the event date. Each request will be reviewed individually. The President’s Executive Assistant and the Vice President of External Affairs will review and make recommendations to the President. No event is confirmed on the calendar until approval has been finalized by the President.
Types of Events - Bon Aire is an ideal venue for several types of functions, although only one event takes place at a time. The residence includes spacious rooms and outdoor lawn and patio areas that can be used for special events. The house can accommodate both large and small crowds for reception and standing functions.
For seated dinners, Bon Aire can accommodate up to 18 guests. The Dining Room provides seating for a total of 10 guests, while the Morning Room provides seating for an additional 8 guests.
For social events, the Great Room comfortably accommodates 25 guests. Receptions of up to 100 guests are acceptable utilizing the Great Room as well as the adjacent veranda.
Security/Parking - Security will be provided by the ULM Police Department (UPD) and arranged by the President’s Office. Payment shall be rendered to the security officer at the time of the event. Security services are provided with a three-hour minimum ($75.00 minimum charge with a $25.00 fee per additional hour). The sponsoring organization will be responsible for payment of security services. One officer per 100 guests is required. Any sponsored event involving alcohol will require security. The President’s Office will determine if security is required for all other events.
The circular drive at Bon Aire can accommodate approximately 15 cars and is appropriate to use for small events or for VIPs attending large events (please submit VIP list 24 hours in advance). Parking for large events can be accommodated in the Grove area with valet service an option. It is the sponsoring organization’s responsibility to reserve golf carts as well as certified drivers for valet service.
Guidelines - The President and/or First Lady are the hosts of each event and must be present at each event at BonAire. The President may co-host an event with another vice-president, dean, university affiliated organization, or community organization.
Bon Aire is not a rental hall facility. In each event, individuals are invited as guests of the President and the University. Tickets are not sold for events held at Bon Aire, except in rare cases approved by the President.
Aramark, the campus food service provider, is the exclusive caterer for Bon Aire. The sponsoring organization of an event shall contact Aramark to reserve all catering needs and determine catering expenses once an event has been approved. Catered events will be set up and cleaned up under the direction of Aramark and the cost will be included in the caterer’s service fee.
Additional Guidelines
- A draft copy of the invitation to your event must be approved in writing by the President’s Office prior to distribution.
- Events are expected to begin and end on time; it is the responsibility of the host organization to ensure that its event ends in a timely manner.
- The hosting organization must have a contact person at Bon Aire from at least 30 minutes prior to the start of the event until the last guest leaves.
- Guests are welcome to visit the public areas of the house; however, guests are not allowed, unless invited, in the private residence areas.
- Smoking is prohibited in Bon Aire.
- Award Banquets, Initiation and Recognition Ceremonies, and sit-down meetings are prohibited.
Fiscal Responsibility - The responsibility of paying for events rests with the sponsoring organization. It is not possible for the President’s Office to assume responsibility for paying for related costs associated with each event (catering expenses, alcohol expenses, security fees, etc.).
While the President or First Lady may host an event, it may primarily benefit one college or department, and that department will be responsible for the costs.
For more information, please contact Priscilla Turner, Assistant for Special Events/Projects at 318-342-1010 or turner@ulm.edu.
