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Arts & Sciences
Graduate Studies

How to Reserve the Graduate Center

Last updated August 22, 2024

View the Graduate Center Calendar
Instructions:
  1. Check the Graduate Center Scheduling Calendar for the room's availability. The calendar exists in Microsoft SharePoint; to view it, you must login to 365 using your W&M credentials. Note that the Center's hours are 8 a.m. to 11 p.m. (Mon-Sun).
  2. Review all of the guidelines posted below. The reservation form will ask you to agree that you have done so. You are responsible for following all guidelines when running an event in the Grad Center. Failure to follow guidelines will forfeit the right to future use of the space.
  3. Fill out the Graduate Center Scheduling reservation form. This is a form in Microsoft SharePoint. The person who will be "in charge" of the event must login to 365 using W&M credentials to access and fill out the form. The person in charge (i.e., the person who reserves the space) must be present at the event.
Guidelines for using the A&S Graduate Center for Events and Gatherings

You must read, agree to, and abide by the following guidelines when using the Grad Center. Direct any questions to [[sgglos, Sarah Glosson]], Director of the A&S Graduate Center.

  1. Only current Graduate Students in Arts & Sciences may reserve the Grad Center.
  2. Each event must have one person designated as "in charge" of the event. This person should fill out the scheduling form. Please list any other individuals who will help run the event on the form. The person in charge must be present at the event.
  3. The range of eligible events is broad! We welcome writing or study groups, association meetings, informal social gatherings, etc. The room's capacity is capped at 76 people.
  4. All reservation requests must be made through the Graduate Center scheduling form (link below). Events are not confirmed until approved. The requestor will receive an email about the status of their request. Your event is not considered booked until formally approved.
  5. The scheduling form will ask you to provide: 1) your setup time, 2) the event start time, 3) the event end time, and 4) the clean up end time. Be sure you allow for enough time for any setup and clean up your event will require.
  6. W&M regulations and policies regarding conduct and use of facilities apply to the use of the Grad Center, including but not limited to rules regarding alcohol at student events.
  7. SAFETY AND SECURITY. The person in charge is responsible for ensuring the room is locked and the doors are properly shut at the end of the event. The W&M Police non-emergency phone number (757-221-4596) is posted on the bulletin board. In case of any emergencies, call 911. Be aware of the location of all building exits and fire extinguishers.
  8. DECORATIONS. To reduce damage to the space, do not tack, tape, or otherwise affix anything to the walls. The use of candles is prohibited. Your group may be billed for damages or labor resulting from failure to adhere to this policy.
  9. FOOD.  You are welcome to serve food. You may use the small appliances in the space, but you must clean up any spills or messes made. Do not leave leftovers in the mini-fridge. Note that at this time there is no kitchen sink available for clean up. 
  10. CLEAN UP.  Please tidy the space when you are done by wiping any crumbs or mess off of tables and counters and placing all trash in the provided trash cans. Large amounts of trash (e.g., pizza boxes) should be placed in the large trash can located in the hallway near the back door to the Grad Center. In the case of a spill or stain that will require special clean-up, please email [[sgglos, Sarah Glosson]] immediately so that cleaning can be scheduled.
  11. TRASH FOR EVENTS ON FRIDAY, SATURDAY, SUNDAY.  Do not leave trash in the Grad Center when hosting an event on a Friday, Saturday, or Sunday. Instead, place all trash--especially food trash--in the large trash can located in the hallway near the back door to the Grad Center.
  12. TECHNOLOGY.  You are welcome to use the TV near the sofas or the A/V setup in the classroom end of the space. Please be sure to turn off the equipment and leave all cables, adapters, remotes, and other Grad Center tech items in the room.
  13. If there are any problems or questions, email [[sgglos, Sarah Glosson]].

Graduate Center reservation form
Have fun, be safe, and take good care of our wonderful space!