Grimsley Boardroom (Blow 201) Policies and Procedures

The Charles Center is pleased to make the Grimsley Boardroom (Blow 201) available to William & Mary departments, programs, and offices for official academic-focused events. The Charles Center will give scheduling priority to Arts & Sciences related events. Please Note – Events not related to the college’s academic departments and programs will not be scheduled in the Grimsley Boardroom (Blow 201). Please carefully read the following policies and procedures, and contact the Charles Center (221-2460) if you have any questions.

General Policies

All events must be approved by the Charles Center prior to room use. After you have filled out the Grimsley Boardroom (Blow 201) online reservation form, you will be notified by email to confirm that your event has been scheduled, or that Grimsley Boardroom (Blow 201) is unavailable at that time. When requesting times, please be sure to include sufficient time for set-up and clean-up.

Smoking is not permitted in Grimsley Boardroom (Blow 201).

Animals are not permitted in Grimsley Boardroom (Blow 201) unless they are assisting people with disabilities.

No tape permitted on floors, walls, or furnishings.

Furniture cannot be removed from the Grimsley Boardroom (Blow 201). Furniture brought into the room may not be left.

Please pick up the key to the Grimsley Boardroom at least one hour before your event begins or one hour before you will be meeting facilities and/or catering for set-up.

If there is a problem or an emergency, please notify Campus Police (221-4596) or a Charles Center staff member immediately.

By submitting the Grimsley Boardroom (Blow 201) reservation form, you agree to accept responsibility on behalf of your organization for any expenses incurred as a result of your event or your failure to comply with these policies. Such expenses may include, but are not limited to: repairs, special cleaning costs, and replacement of lost, stolen or damaged items.

Capacity
Reception: 75
Lecture/Conference: 75-100

Furniture and Room Arrangements

The Grimsley Boardroom (Blow 201) has a total of 46 chairs: 30 hard-back chairs on wheels, 16 hard-back chairs without wheels; 4 rectangular tables, and 2 half-round tables 30” in diameter. Each table will comfortably sit 6-7 people. You may use these tables and chairs for your event free of charge. If you need additional furniture, you will need to contact Facilities Management. Groups using the room are responsible for providing their own table linens. There are two options available for setting up the room for your event. You may either place an online work order with Facilities Management or have members of your organization set up and break down the room. Facilities Management will charge a fee to set up or break down tables and chairs.

Unless other arrangements are made with the Charles Center, you are expected to restore the room to its original appearance at the conclusion of your event.

Food Events

You are free to use any caterer you wish, or bring your own refreshments. Be advised that there is not a kitchen or storage closet available for food and drinks. Please make sure your caterers are aware of this, and ask them to contact the Charles Center to discuss the use of space and/or schedule a walk-through if needed. Please have all food and beverages set up in the back of the room. Please remove all food at the conclusion of your event. Remove trash from the room if your event finishes after 5PM.

After working hours (M-F 8:00 a.m.-5:00 p.m.), caterers may set up and serve from the outer hallway where the half-round receptionist desk is located.

A/V Equipment

If you will be using any Charles Center equipment, you must visit the Charles Center prior to your event so that you can be shown how to properly use the equipment. The Charles Center is open Monday through Friday, 8:00 a.m. – 5:00 p.m

Cleaning/Closing Up

All spills and food on the windowsills and floors must be cleaned up. If the Charles Center tables were used, wipe up all food and drink stains before returning them to their original places. All lights and AC/heat units must be turned off or returned to the levels you found. Please be sure to turn off all A/V equipment and lock and secure all the doors.

Groups that do not follow these guidelines may jeopardize future use of the Grimsley Boardroom (Blow 201) for you/your department/program.