Frequently Asked Questions

What is your capacity?

The capacity of the Davidson-Gundy Alumni Center ballroom is 700 guests with theater-style seating or 400 guests when seated at banquet rounds of 10. However, the venue offers multiple spaces available for reservation, and we have hosted up to 3,000 attendees at our event facility. Be sure to check out the Spaces page for more details, as well as the capacity, for each event space. You can also contact us at 972-883-6921 to discuss your specific needs and possibilities to determine if the DGAC is a good fit for your upcoming event.

How do I book my event?

If you are ready to reserve your event space, please fill out the contact form provided below to complete a reservation request. Once submitted, your request will be processed and a representative from the Davidson-Gundy Alumni Center will be in contact with you. Requests are typically processed within 48-72 hours.

Can I come take a tour?

We would love the opportunity to show you our facility, answer your questions and work together to conceptualize your upcoming event. Simply scroll to the bottom of this page and click on "Schedule a tour" or fill out the contact form at the bottom and we will reach out to you. You may also call us at 972-883-6921 to speak with us directly. Tours are typically scheduled Monday through Thursday between the hours of 10 a.m. and 3 p.m. Alternate times can be accommodated, but are subject to our event calendar, so please don’t hesitate to ask!

When is the Davidson-Gundy Alumni Center open?

Our regularly scheduled hours of operation are Monday through Friday from 8 a.m. – 5 p.m. On occasions, the facility may be booked completely or sold out, but you may always call us at 972-883-6921 to confirm accessibility.

What is your cancellation policy?

Forfeiture of any and all deposits paid will occur as a result of cancellation. Should the canceled event be rescheduled within 30 days of a written notice of cancellation, the forfeited deposits will apply to the rescheduled event. Additionally, the Davidson-Gundy Alumni Center does not offer a rain provision for outside events, and alternative arrangements are the client’s responsibility.

Can I bring in outside catering?

Inspirations Catering (created specifically for the facility by our campus partner, Chartwells) is the exclusive caterer for the Davidson-Gundy Alumni Center. Any food, beverage, alcohol and/or staff specific to an event hosted with us must be arranged and contracted through Inspirations Catering by Chartwells.

Are there any exceptions that can be made if an alternate caterer is preferred?

There are two exceptions that may be approved to allow for an outside caterer: If a known religious requirement cannot be met by our caterer, or if our caterer declines the event. The exception will not apply if the event is declined by Inspirations Catering by Chartwells due to failure to adhere to their policies. If this occurs, the event may be hosted in the facility, but food and beverage will not be allowed in from an alternate provider. For these exceptions to be considered, the request must be made through Inspirations Catering by Chartwells, and they will communicate the request to us on your behalf.

Can I use disposable dishes, flatware and cups?

We do allow disposable plastic or eco-friendly, compostable paper for outdoor events, passed hors d’oeuvre receptions, conferences or beverage-and-snack-break catered packages. China for buffet meals, plated dinners and stationed receptions are required for service booked inside the facility and can be arranged through your caterer.

What is your alcohol policy?

All alcoholic beverages must be served by a Texas Alcoholic Beverage Commission (TABC) licensed entity, and coordinated through your contracted caterer. Alcoholic beverages cannot be delivered and stored on Davidson-Gundy Alumni Center property in advance of the event. Alcohol cannot be served prior to 4 p.m. on regular business days. All alcohol must be served by a server/bartender who holds a valid license by the TABC, alcoholic beverages CANNOT taken out of the designated area, individuals under the legal drinking age will NOT be served, and food must be available in conjunction with the alcohol being served.

Can I bring in my own alcohol?

Absolutely! The details can be arranged through catering. All alcohol becomes the property of the caterer until the end of the event, and at that time, it is to be removed by the client or caterer, and may not be consumed after the event on University property.

I don't need more than two hours for my event; why can't I book a smaller amount of time than that?

Rental rates are based on predetermined needs for the facility to include (but not limited to): event set and strike times, general facility maintenance, and (if applicable) media set and maintenance. Each event is unique, and we will ensure that your expectations are exceeded throughout the planning process, as well as on the day of your special event.

My event is scheduled to end at 11:30 p.m., but can I pay to have my event last longer?

Unfortunately, no event may extend beyond 11:30 p.m. Guests and vendors must leave before midnight, but we can recommend locations and ideas for an after party.

If I book my wedding at the Davidson-Gundy Alumni Center, is there a bride’s room and groom’s room where we can get ready?

We have a room designated as the bridal suite on our second floor, and our groom’s room is typically designated on the first floor. However, we have a few options available to our wedding parties based on their unique, individual needs.

Can you guarantee a rehearsal time the day before my wedding?

Because our event calendar is subject to adjust or change with the variety of weekly events hosted, we can’t guarantee a rehearsal time. However, we will try our best to accommodate the time you desire. We allow a one hour rehearsal included with your rental, which will be set within 2 weeks prior to your event date. No food or drink is allowed at the rehearsal, and cleaning is not scheduled post-rehearsal. An additional charge may be incurred if clean-up or a re-set of the facility is required.

Where may I or my vendors load-in?

There are two available options for load-in to include ANY items outside of personal belongings: the loading dock or the approved double doors behind the facilities service hall. Absolutely nothing may be brought in through the front wooden doors or the patio. We greatly appreciate your assistance in preserving the integrity of our facility!

Are there any décor items you don’t allow?

The following items are prohibited in order to maintain the integrity of the facility: confetti, glitter, rice, birdseed, decals, stickers, or silly string. In addition, you may not use glue, tape, nails, screws or staples to attach décor to any facility surfaces (including walls).

Can we come in early to decorate for our event?

Subject to the Davidson-Gundy Alumni Center event calendar, load-in times for vendors and decorators are determined during the planning process, and will be individualized for each client. We’ll discuss the possibilities during your initial consultation and design a plan that fits your unique vision.

Do you allow candles?

Candles must have an artificial flame, with the exception of unity candles specific to wedding ceremonies. Permission to use unity candles must be obtained in writing no less than two weeks prior to your event date.

What departure items do you allow?

We allow bubbles, glow sticks, white rose petals, dried lavender, camera flash and butterfly releases upon exiting your special occasion the Davidson-Gundy Alumni Center.

Are there accommodations available on-site or nearby for overnight guests?

Depending on the time of year, we often have on-site accommodations that we will help you arrange. We also partner with many hotels in our surrounding area that offer shuttle services directly to our facility.

Are we responsible for tear-down and clean-up or is the facility?

The Davidson-Gundy Alumni Center crew will handle tables, chairs, floors and restrooms. You and/or your vendors will be responsible for taking all décor-related and personal belongings with you when you depart, including any remaining alcohol, gifts, etc. The caterers will be responsible for trash removal and kitchen cleanliness.

What are the options for parking?

We have several parking options for you to consider, and we will be happy to discuss all possibilities to fit your event vision. Parking arrangements are specifically tailored to the needs of your guests by our dedicated Davidson-Gundy Alumni Center event planners, and these options include custom parking lot and parking garage choices, shuttles, greeters and valet service.