Guidelines for Campus Use
For Faculty, Staff and Departments
If you have questions about any of the guidelines and regulations listed below, please contact [[wrenevents]] before booking your event.
Usage Restrictions
The public rooms within and outdoor areas surrounding the Wren Building may be reserved for official university functions that are consistent with the dignity of the facility and its historic character. All events held in the Wren Building must be hosted by a W&M department, student organization or university-related foundation.
Reservations are required for all events and activities happening in the Sir Christopher Wren Building, Wren Yard, Wren Courtyard, and Wren Vista. Departments must submit a request form to Wren Events to make a reservation. No other office on campus has the authority to book rooms in the Wren Building.
The Wren Chapel
The Wren Chapel may be reserved for religious/spiritual activities as well as secular functions of a solemn and dignified nature.
The altar table and the area behind the altar rail may only be used for religious/spiritual services. The altar area may not be used during concerts, induction/initiation ceremonies, lectures, or other secular events. Prior approval to use or move the altar table must be granted by the director of Wren Operations and Events.
Permission to seat guests in the balcony must be granted by Wren Events in advance.
Wren Yard
Only university departments or university-related foundations are permitted to host events in the Wren Yard. Approval must be granted by the director of Wren Operations and Events, W&M's President's Office, and Facilities Management. Only activities that serve a large cross-section of W&M departments and/or represent the university as outreach to or participation in greater community events will be approved.
Cancellations and No Shows
W&M's Emergency Management Team decides when inclement weather and public safety plans will cancel or postpone events for all of campus. Event organizers must be prepared to follow the EMT's notice about cancellations. Wren Events will work with event organizers to reschedule as soon as it is safe to do so.
A representative from the sponsoring department must be on site within 15 minutes of their event start time. Otherwise, the sponsoring department will be deemed a "no show" and the event will be canceled with no guarantee for rescheduling. Guests who arrived for the event may be asked to leave the premises. Repeat no-shows (3 or more) may be prohibited from scheduling future events in the Wren Building until Wren Events deems it appropriate.
Sponsoring departments wishing to cancel and/or reschedule their own events may do so at any time. There is no charge for canceling events at least 24 hours in advance.
Responsibility
The sponsoring department will be responsible for the condition of the facility, furniture, fixtures, and equipment during the time reserved. This includes cleaning up and leaving the room in the condition in which it was found. Repair or replacement charges for damage to the building, furnishings, or equipment will also be the responsibility of the sponsoring department.
It is the responsibility of a representative of the sponsoring department to be present during the entire event and serve as a liaison with Wren Building staff. Unless the sponsoring department states otherwise, this representative will default to the contact person listed on the reservation form.
Room Capacity
Room capacities are strictly enforced for the safety of the occupants and may vary depending on the furniture set and type of activity. View locations to see detailed information about room capacities for each space.
Accessibility
The first floor of the Wren Building is ADA-accessible via an approved ramp on the south side of the building. There is no ADA-approved access to the basement, second or third floors of the building.
There is an ADA-compliant, wheelchair-accessible restroom on the first floor across from the Great Hall.
A portable ramp (1 inch to 12 inch slope) is used to admit wheelchair users to the chapel. The design of the two additional steps between the sanctuary and pew area is such that a ramp cannot be built for those steps. Visitors may request the use of the portable ramp in advance or on-site.
Food & Beverage Service
The Great Hall, Piazza, Wren Yard, Wren Courtyard, and Wren Vista may be reserved for food-service events. All food and beverage service inside the Wren Building must be catered by university catering unless otherwise permitted by the director of Wren Operations and Events.
All meals in the Great Hall must be plated and served; buffet service is not permitted. Great Hall and Piazza standards include linen, china, glassware, and silverware for which the caterer will likely apply a surcharge.
Buffet service and disposable service are only permitted on the Wren Yard, Courtyard, and Vista. The sponsoring department is responsible for ensuring that their guests do not bring food and beverages served in outdoor locations into the Wren Building.
Room / Furniture Set
Bringing in, moving, or removing equipment and/or furnishings must be approved by Wren Events at least 5 business days in advance of your event. Departments are encouraged to contact [[wrenevents]] at least 2 weeks in advance to begin discussing your room set requirements.
Evening set-ups must be removed by 9:30 a.m. the following morning, including weekends unless the same set has been approved for use during a succeeding event.
Only select pieces of furniture located inside the Great Hall and Blue Room may be moved without prior consent. These pieces are:
- Red leather-upholstered chairs
- Wooden benches
- Wooden lectern
- Wooden chairs in the Chapel
All other furniture must remain in place.
Event organizers must handle approved furniture with care and replace all furniture to its original position. Moving wooden benches requires 2 people. Do not drag any furniture across the wooden floors or rugs as this will damage both the floors and the furnishings.
Decorations
Decorations must be limited to free-standing or table-top. Nothing may be taped, tacked, stapled, nailed, or otherwise affixed to the bricks, walls, wood paneling, furniture, floors, or doors. Balloons and confetti of all types are prohibited.
Paintings, plaques, candle sconces, and other pre-installed furnishings may not be removed from their proper place even temporarily.
Audio/Visual Equipment
The Wren Building's public exhibition rooms are not equipped with any audio/visual technology or equipment. Departments will be responsible for requesting A/V needs from W&M Tech Services at least 5 business days in advance of their event. Event coordinators are responsible for ensuring that Tech Services is notified when the event ends so they can pick up their equipment.
Outdoor Use Guidelines
Use of the Wren Yard, Courtyard, and/or Vista does not imply or guarantee that the Wren Building will serve as rain sites, restrooms, or other facilities needs. Any desired use of the Wren Building must be arranged separately and in addition to reserving outdoor spaces. Departments are responsible for arranging trash collection and removal, restroom access, parking, and utilities within all campus guidelines and code requirements.
Tents
Tent locations must be approved by the Director of Wren Operations and W&M's Code Review Team. Tents or like equipment must be anchored with water barrels. No stakes or posts may be driven into the ground or tied to trees or furniture. Sidewalks may not be blocked and statues may not be covered. Tents or like equipment should be erected as close to the start of the event as possible and taken down as soon as possible following the event's conclusion.
Vehicles
Vehicles must drive slowly (max 5mph) and keep all wheels on sidewalks; driving through landscaping is strictly prohibited. Drivers must yield to all pedestrians on sidewalks. Trucks and other large vehicles are strictly prohibited on the Wren Yard.
Event Hours
Events may be scheduled within the following timeframes:
- Monday thru Friday 8:00am - 10:30pm
- Saturday and Sunday 9:30am - 10:30pm
The timeframes listed above also apply to the time needed for the event coordinator to set up and clean up before and after their event.
Charging Admission
The Sir Christopher Wren Building and Historic Campus may not be used for events to which admission is charged unless special permission is granted by the Director of Wren Operations. The intent to charge admission must be disclosed before booking the event.
Fees & Charges
Due to the historic nature of the Wren, the required maintenance/upkeep, and the demands on staff resources, a fee of $60 per hour will be charged for events held inside the Wren Building beginning in fall 2023.
The sponsoring department is responsible for all fees associated with setting up and removing furniture, decorations, plants/flowers, and catering. Sponsoring departments will be charged repair or replacement charges for damage to the Wren Building, furnishings, bricks, fencing, or equipment should they be found to be at fault or negligent. The sponsoring department may also be charged a custodial fee if clean-up from their event is deemed unsatisfactory.
Candles & Burn Policy
The use of candles in the Wren Building requires advance approval by the Director of Wren Operations and Events. Candle use is restricted to dripless candles on the altar in the Chapel and the wall sconces in the Great Hall. These candles will be provided by, lit, and extinguished by Wren Building staff. Usage must be requested at least 7 days in advance of your event.
Departments may also use approved dripless candles on banquet tables in the Great Hall. Departments are responsible for supplying these candles. Wren Building staff will light and extinguish them. The candles must be shielded by hurricane globes or votive cups. Under no circumstances may candles be carried when lit.
Prior approval by the Director of Wren Operations and a burn permit are required for burning candles in the Wren Yard, Courtyard, or Vista.
The Wren Building is a smoke-free building. Per university policy, smoking is prohibited within 25 feet of all entrances.
Unauthorized Use
If it is discovered that a W&M department reserved space in the Wren Building, Wren Yard, Courtyard, or Vista for unofficial university purposes, the responsible department may be prohibited from scheduling any future events in the Sir Christopher Wren Building or the Historic Campus until such time that the Director of Wren Operations deems appropriate.
