Room Reservation Policies

Individual Reservations for weeknights (Sunday-Thursday)
and Non-Special-Event weekends 

Reservations may be made up to 6 months in advance, according to the following schedule:

Current Month Booking Through
January June
February July
March August
April September
May October
June November
July December
August January
September February
October March
November April
December May

Reservations are on a first-come, first-served basis. A credit card is required to secure guestroom reservations.

Group Reservations for weeknights (Sunday-Thursday)
and Non-Special-Event weekends 

1. Reservations may be made up to 6 months in advance, according to the following schedule: January reservations available starting July 1st, February reservations available starting August 1st, etc.

2. First come, first serve basis.

3. Members may reserve a group room block of 4-6 rooms per night based on availability. A Visa or Mastercard must be put on file to hold these rooms.

 

Special Event Dates

UVa Graduation

  1. UVa Graduation will be handled through a lottery system. Information regarding this is normally mailed out to all members over the summer prior.
  2. A mandatory three-night minimum stay is required during graduation weekend (Friday, Saturday, Sunday). No exceptions.
  3. There is a one-room limit per member.
  4. The graduation lottery is open to the general membership and will be conducted as follows:
    1. Requests to enter the Graduation lottery will be taken from the release of the lottery information through the deadline date set by the Colonnade Club business office.
    2. The lottery for the following year’s graduation will be conducted by office staff drawing names at random, and the results announced to all participants by the date noted in the information materials.
    3. Those members who enter the lottery but are not selected for a room will be placed on a waiting list in the order they were chosen.
    4. Please read the section on Cancellation Policies.

Family Weekend

  1. Family Weekend reservations will be handled through a lottery system. Information regarding this is normally mailed out over the summer prior. 
  2. There is a one-room limit per member.
  3. There is a two-night minimum stay during Family Weekend (Friday, Saturday).
  4. The lottery is open to the general membership and will be conducted as follows: 
    1. Requests to enter the Family Weekend lottery will be taken from the release of the lottery information through the deadline date set by the Colonnade Club business office.
    2. On the first business day following the submission deadline, the office staff will draw names at random for the weekend.
    3. Those members who enter the lottery but are not selected for a room will be placed on a waiting list in the order they were chosen.
    4. Please read the section on Cancellation Policies.

Wedding Parties

  1. Wedding groups with the wedding reception to be held at the Colonnade Club may reserve all 8 guestrooms up to 18 months in advance
  2. Other wedding parties may reserve up to six overnight rooms along the same policies as Group Reservations, noted above.
  3. During graduation weekend and Family Weekend, rooms are held for members under the lottery system. Wedding parties may be added to the waitlist.

Football Weekends

  1. All weekends in the fall will be held until the release of the football schedule and the date of Family Weekend.
  2. There is a one room limit per member.
  3. First come, first serve basis

Cancellation Policies

  1. A non-refundable pre-payment is required for Graduation and Family weekend guestrooms.
  2. Group room block cancellation policies are as follows:
    a. Cancellation of an entire block of rooms must be made 60 days prior to the date of arrival.
    b. Cancellations for individual rooms within a block must be made 30 days prior.
    c. Cancellations of room nights within a block must be made 7 days prior.
    d. Please note that a 50% cancellation fee will apply to any night that is cancelled after the specified period.
  3. Other high-demand weekends such as home football weekends, spring Foxfield weekend, etc. may have other cancellation deadlines, which will be informed at time of reservation and noted in the reservation confirmation.
  4. Non-special event periods require that all cancellations (entire reservation or single room nights within a multi-night reservation) be made via email by 5pm two business days prior to the date of arrival to avoid cancellation fees. When cancellation is not made two business days prior to arrival, the cancellation fee will be 50% of the total cost of the reservation.
  5. Same day cancellations fees are 100% of the total cost of the reservation.
  6. Reservations that are not honored or cancelled by the member/guest are considered no-show and the credit card on the reservation form will be charged the full cost of the reservation.

The Colonnade Club Board of Governors or Management reserve the right to amend these policies at any time.