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• Residence Hall Info

Group Check In & Out

Times

Group check-in typically occurs after 2pm and check-outs before noon. Should it become necessary to adjust those times, please notify Conference Services in writing as soon as possible to ensure availability.

Late Check-Ins

Participants who are unable to arrive during the scheduled check-in period may check-in individually at Conference Services during normal operating hours. Group Leaders can sign out keys for participants who will arrive after hours. Housing charges are based on keys checked out. To avoid unnecessary charges, keys must be returned immediately for guests who leave early or do not arrive as scheduled.

Early In/Late Out

Space for early arrivals / late departures should be requested by the Group Leader in writing to Conference Services at least 30 days prior to arrival date. The request should include the number of rooms needed for each date requested. If approved, this info will serve as a guarantee for billing purposes.

Security Meetings

A safety and security meeting is required for all youth groups staying in residence halls. It is typically scheduled to happen at the end of check-in (with the time noted on your service agreement), and we arrange for a Campus Police Officer to speak to the group at no additional charge. If you would like the meeting to take place on the day of check-in at a different time, please contact the Conference Services office to make the appropriate schedule changes.

We also try to post a safety and security brochure in each residence hall. We are happy to share an electronic version that you can share with attendees prior to their arrival on campus. 

Access Cards & Keys

Stay Safe

Residence halls must be secured at all times with access gained by card key only. 

• Doors to buildings should not be propped open
• W&M strongly encourages guests to keep room doors locked at all times.  
• Immediately report all lost keys and cards to Conference Services.  

Fees

To avoid charges for rooms not in use, return keys on the day a guest departs or fails to show. Any key or card not returned at check-out will be assumed lost and charges will be posted immediately to the Client’s bill. Late return of keys and cards will not be accepted.

Room Reservations

The Group Leader may alter the number of rooms reserved and/or linen packets being ordered by providing notice to Conference Services at least 30 days prior to arrival. You may not exceed sleeping reservations unless availability is confirmed by Conference Services. Billing will be based on the guarantee or actual usage, whichever is greater and will include charges for all rooms used regardless of purpose (storage, equipment, camp stores, etc.).

Rooming Lists

Conference Services will send an electronic rooming list to the Group Leader for completion 30 days prior to your group's arrival date. The Group Leader should complete the electronic rooming list including all staff and participants with housing assignments, as well as any rooms used for administrative purposes, and submit it to Conference Services. Failure to submit the rooming list at least 7 days prior to arrival will result in a $150 penalty. A data entry fee ($3 per participant) will be charged by Conference Services if you choose not to use the College’s electronic file.

After submitting the initial rooming list, minor changes (no more than 15% of the total number of the original rooming list submitted) may be made. The change form must be received at least 24 hours prior to arrival. Any changes occurring during check-in on-site must be reported to Conference Services by the Group Leader no later than two hours following scheduled check-in completion. Failure to provide this updated information will result in a $500 penalty.

If you are unable to complete your housing assignments until your guests actually arrive, you must obtain approval from the Director of Conference Services (via email to [[wmconf]] for an exception to this policy and you will be charged additional fees for on-site staffing ($25 per staff hour) and manual data entry ($3 per participant).

Youth Supervisors

Youth groups must also provide Conference Services with a listing of supervisors (residential and commuter). This form should be submitted a minimum of 24 hours prior to arrival. 

Room Setup & Inspections

Raised Beds

Conference Services will try to accommodate requests to lower beds if needed, but this will depend on staffing schedules.  Requests to lower beds should be made in writing by the Group Leader to Conference Services and will result in additional charges.

Only Conference Services staff is permitted to lower beds and penalties will apply if any of your group's staff or guests raise/lower beds or move furniture.  No furniture may be taken out of the residence halls for use outside.

Room Inspections

Conference staff will check each room after check-out and any damages, including missing linens, will be billed to the group.  If the Group Leader wishes to join the conference staff for inspection of rooms prior to or following your reserved dates, make arrangements to do so with Conference Services. 

Meals, Food, & Beverages

Required Meal Plans

All participants housed in William & Mary facilities must participate in a meal plan – three meals a day with exceptions to check-in and check-out dates and when a catered event is selected.  An exception may also be granted when the group plans to be off-campus.

Costs

Meal costs listed on the food service schedule do not include prevailing taxes (currently 10%).  Your billing will be based on the guarantee numbers or actual meals used, whichever is greater.  If the total guaranteed meals are not within 10% of the total actual meals, a penalty equal to 10% of the total meal charges will be applied. 

Outside Food & Beverage

All food and beverages must be provided by ARAMARK.  Due to health regulations, groups may not independently supply meals to participants. 

Catering

Outside caterers may not be used unless ARAMARK relinquishes the right to provide services requested.  Catering requests for the Program should be submitted 30 days prior to the catered event, with orders being signed at least 15 days prior to the event. The last day to change guarantee numbers is 3 business days prior to the catered event. Any requests for exception must be made in writing to the Director of Conference Services (email to [[wmconf]]).  Penalties resulting from failure to comply with this policy will be billed to the group's master account.

Housekeeping

The College does not provide housekeeping services in individual guest rooms.  Common areas, public bathrooms, hallways, stairwells, lounges, and kitchens will be cleaned regularly.  Trash will be removed daily from the large cans labeled “CSO” placed in various locations within the residence halls. 

Apartment kitchens, bathrooms, and living rooms are not cleaned during your stay unless your group has contracted us to do so.  Bathrooms in suite-style rooms are not cleaned while guests are in occupancy.