Guidelines for Student Use
For Students / Student Organizations
If you have questions about any of the guidelines and regulations listed below, please contact [[wrenevents]] before booking your event.
Usage Restrictions
Student use of the Wren Building is encouraged. Students must submit an online request form to the director of Wren Operations and Events to make a reservation. No other office on campus has the authority to book rooms in the Wren for student-sponsored events.
Reservations are required for all events and activities happening in the Sir Christopher Wren Building, Wren Yard, Wren Courtyard and Wren Vista. All events and activities require prior approval by the director of Wren Operations and Events, and must be consistent with the dignity of the facility and the historic campus.
- Student Organizations - Only Recognized Student Organizations are eligible to reserve space on the Historic Campus. Student organizations are permitted one reservation per semester. Reservations that are cancelled may be rescheduled for the same semester.
- Individual Students - A student may reserve a space in the Wren Building for a private event no more than once a semester. Individual students may not reserve more than one room or location. The most commonly approved event for an individual student is a thesis or dissertation defense.
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 planners must be prepared to follow the EMT's notice about cancellations. University Events will work with event planners to reschedule as soon as it safe to do so.
Event organizers must be on site within 15 minutes of their event start time. Otherwise, the individual student or recognized student organization will be deemed a "no show" and the event will be cancelled 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 University Events deems appropriate.
Individual students or student organizations wishing to cancel and/or reschedule their own events may do so at any time. It is greatly appreciated that events be cancelled at least 24 hours in advance.
Responsibility
The individual student or sponsoring organization 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 individual student or sponsoring organization.
It is the responsibility of the individual student or a representative of the sponsoring student organization to be present during the entire length of time that space has been reserved, which includes setup and cleanup time. This student or representative will serve as liaison with the Wren Building staff and must be identified on the request 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 and restrictions 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 help wheelchairs get into the chapel. Visitors may request the use of the portable ramp in advance or on-site. There are two additional steps between the sanctuary and pew area inside the chapel and the design is such that a ramp cannot be built for those steps.
Furniture & Decorations
Bringing in, moving, or removing equipment and/or furnishings must be approved by University Events at least 2 weeks in advance of your 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. The long wooden tables in the Great Hall and north stairhall may NOT be moved.
If additional seating is needed in the Great Hall, the Wren Building has black metal chairs that may be used by students free of charge. The individual student or sponsoring organization will be responsible for setting up and cleaning up the borrowed chairs.
Students must move 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 must be limited to free-standing or table-top. Nothing may be taped, tacked, stapled, nailed, or otherwise affixed to the bricks, wood paneling, furniture, or doors. Balloons filled with breathable air may be used; helium-filled balloons are not permitted.
Paintings, plaques, candle sconces, and other pre-installed furnishings may not be removed from their proper place even temporarily.
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 Historic Campus or University Events.
The balcony may NOT be used for student-sponsored events.
The Wren Yard
Recurring events such as religious ceremonies and Wren Tens may not occur on the Wren Yard side of the building (facing Colonial Williamsburg). 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.
Outdoor Events
Use of outdoor spaces does not imply or guarantee that buildings on the Historic Campus will serve as rain sites, restrooms, or other facilities needs. Any use of the buildings must be arranged separately and in addition to reserving outdoor spaces.
Food & Beverage
Food and beverages may not be served at student-sponsored events inside the Wren Building.
The individual student or sponsoring organization is responsible for ensuring that guests and participants do not bring food or beverages into the building. Closed containers of water are the only exception.
Event Hours
Events may be scheduled within the following timeframes:
- Monday thru Friday 4:00pm - 9:00pm
- Saturday and Sunday 9:30am - 9:00pm
These timeframes also apply to the time needed for setting up and cleaning up before and after each event. Students must provide a detailed explanation for any setup lasting more than 1 hour.
Per the university's Use of Campus Facilities Policy, student organizations are not permitted to schedule events during reading and exam periods anywhere on campus including the Sir Christopher Wren Building.
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 Executive Director of the Historic Campus. The intent to charge admission must be disclosed at the time the student submits a reservation form.
Fees & Charges
Due to the historic nature of the Wren, the required maintenance/upkeep, and the demands on staff resources, we’ll be requiring fees beginning in fall 2023.
Charging for space in the Wren has been handled inconsistently in the past … sometimes not charged at all, sometimes only charged when the building is used after normal business hours. Beginning fall 2023, a fee of $60 per hour will be charged for events held inside the Wren Building. The individual student or sponsoring organization may also be charged a custodial fee if clean-up from their event is deemed unsatisfactory. The individual student or sponsoring organization will be charged repair or replacement fees for any damage to the Wren Building, furnishings, bricks, fencing, or equipment should they be found to be at fault or negligent.
Candles & Burn Policy
Candles may not be used inside the Wren Building for any reason. Prior approval by the director of Wren Operations and Events, and a burn permit is 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 any entrance.
Unauthorized Use
If it is discovered that a recognized student organization reserved space in the Wren Building, Wren Yard, Courtyard, or Vista for an un-recognized student organization, both the recognized student organization and students from the un-recognized student organization responsible for coordinating the event will be referred to the Dean of Students for punitive action. Both parties will also be prohibited from scheduling any future events in the Sir Christopher Wren Building or the Historic Campus until such time that the Director of Historic Campus and or University Events deems it appropriate.
