Group Leader Information
Managing your event
As you prepare for your event, review group leader information regarding security and safety on campus, general policies and regulations. Group leaders will also find out about housing lists and changes, meal changes and more.
Conference Services is responsible for managing use of University facilities during the summer and for administration of these policies. The office provides meeting management services and coordinates many services (such as catering, dining hall meals, transportation, audio visual, registration services., etc.) required by summer conferences and camps.
On-Campus Housing
Campus accommodations are available from late May through July in our residence hall complexes on campus. Residence hall floor plans range from traditional hall-bath layout to the more modern cluster or suite-bath layout and apartment style.
Sleeping Rooms
Most sleeping rooms in the residence halls are double occupancy, although there are a limited number of single occupancy rooms. Each campus room includes a twin-size bed, desk, chair, dresser, and closet for each occupant.
Telecommunications
Wireless access can be arranged through Conference Services.
Housekeeping
Housekeeping is provided in common areas only (hall baths, common lounges). Our staff of housekeepers will not enter occupied sleeping rooms or apartments unless special arrangements are made in advance.
Linens
Linen packages are available and include bed linens: pillow, pillowcase, sheets, blanket, towels, and washcloths.
Off-Campus Housing
William & Mary is a residential campus. As such, housing is not available on campus during the academic year (August through mid-May). Since we all know that conferences and events still happen year round, we have another popular option: stay off campus!
We have relationships with many local hotels. Your group may even be eligible for special contract rates at local hotels. Remember, just because you’re staying off campus, doesn’t mean that you can’t still do part of your program on campus! We are happy to arrange for catered events, meeting space, tour group meals, and recreational space even if your lodging is off-campus.
While the summer months (late May - early August) provide the most flexibility for meeting on campus, limited space is available during the academic year.
Catering
Cafeteria-style Dining
Our summer attendees can enjoy cafeteria-style meals with "unlimited seconds" in one of our dining halls. The dining hall offers an informal atmosphere that allows your attendees the opportunity to network and enjoy each other's company. Learn more about our all-you-care-to-eat Dining facilities.
Exceptional Catering
William and Mary's Dining Services has its own extraordinary catering division. From coffee breaks to black-tie events, our Catering Services can accommodate your needs. Relax and let Conference Services coordinate your event catering.
Transportation
Conference & Event Services can coordinate your transportation needs, whether for:
- a shuttle loop around campus
- a tour to Jamestown
- an excursion to Busch Gardens
- shuttles to one of the three nearby airports
Event Entertainment
We have entertainment options for just about any event you might wish to hold.
Let's think outside of the box...
- Planning a Colonial banquet for your closing dinner? Add a balladeer or march to your meal behind the Fife and Drum Corps.
- Looking for a deejay for your dance?
- Or a string quartet to add class to your reception?
- How about an opening address by Thomas Jefferson to bring your board meeting to order?
We can arrange an array of entertainment ideas that will give your conference attendees something to remember!
Companion Tours
Are you factoring any free time into your conference program for your attendees, their spouses, and guests? Are you looking for interesting tour or shopping options to offer during those times? Let us help you plan group activities and tours to one of the many popular sites nearby. Exciting tour opportunities abound in the Williamsburg area.
Area attractions include:
- Colonial Williamsburg
- Jamestown/Yorktown
- Busch Gardens Europe
- Water Country USA
- Historic James River plantations including Shirley, Berkeley and Sherwood Forest
- Mariner's Museum
- Virginia Living Museum
Additional Things to Do are provided under Guest Information, including both guided or self-guided options and details about our unique local transportation options—trolley ride, anyone?
Publications & Mailings
Conference & Event Services can assist with the development of brochures, reports, and other conference-related publications.
While use of the College's name for any purpose other than location identification is strictly prohibited, we can work with you to gain the appropriate approval for use of the William & Mary logo or other such visual identity symbols necessary for your promotional materials.
We can also assist with the distribution of brochures and coordinating bulk mailings of materials as needed.
Insurance Requirements
University-sponsored and external groups are required to provide liability insurance with a combined single limit liability of not less than $1,000,000 per occurrence covering participants in the conference or camp. The university must be named as additional insured on the policy and the certificate of insurance must be submitted to Conference & Event Services at least sixty days prior to arrival.
Groups may purchase insurance through the College's Tenants and Users Liability and Insurance Policy (TULIP). Additional information and instructions about this insurance option are available by contacting Conference & Event Services.
- Complete and submit application forms to Bene-Marc for review.
Parking
All visitors (including those dropping off/picking up participants) must display a parking permit while on-campus. If any guests did not receive a pass or if additional passes are needed on site, please contact our office to obtain additional copies.
Recreational Sports Center
Adult guests may receive a guest pass to use the College’s Recreational Sports Center for $5 per day. Contact your Conference Coordinator to make arrangements to have your group listed on the guest roster. For hours of operation contact the Recreation Center at (757) 221-3310.
Policy Reminders
- Signs, banners, and other displays may not be affixed to walls,windows, doors, nor hung from trees, poles or fences. Items not in accordance with this policy will be removed
- Only animals that assist our disabled guests are permitted in campus buildings, but written approval from the Conference & Event Services Director must be received prior to bringing them on campus
- Smoking is not permitted in any campus building
- Bicycles are not permitted in the residence halls
- Helium balloons are not permitted in the Sadler Center & Miller Hall
- Refreshments are not permitted in the Sadler's Commonwealth Auditorium
- Furnishings and equipment may not be removed from or rearranged in any rooms (meeting space and residence halls). We will have already made arrangements for your meeting rooms to be set based upon your specification. If a change is needed, please contact your Conference Coordinator.
- Residence halls must be secured at all times with access gained by card key only
- The sale of food items on College property, without the permission of the Director of AuxiliaryServices, is prohibited
- Groups may not independently supply meals to participants staying in on-campus housing. Aramark should provide meals either as a catered function or by having meals in the dining hall.
- Youth Groups: At least one adult staff member (over 21) must be assigned to supervise each 15 youth participants. Youth may not be left in residence halls or College facilities without direct adult supervision.
