Policies & Procedures
The Reves Center for International Studies is pleased to make the Reves Room available to William & Mary departments, programs, offices, and faculty or staff-sponsored student organizations for official, internationally-focused events. The Reves Room is not available for personal events.
Please carefully read the following guidelines before planning your event, and contact [[dralleman, Dianne Alleman]] at the Reves Center (221-3514) if you have any questions.
- General Policies
- Room Capacity and Set-up
- Reves Room Security
- Serving Food at Your Event
- A/V Equipment
- Cleaning and Securing the Room After Your Event
The Reves Room must be reserved in advance, by submitting a Reves Room Request Form. To check room availability for a specific date, contact [[dralleman, Dianne Alleman]] at 221-3514. Once the reservation application has been received, you will receive a return e-mail confirming your event or letting you know the room is unavailable at that time. Please note that by signing the Reves Room application, you are agreeing to accept responsibility on behalf of your department, program, unit, or organization for the proper care of the Reves Room and for any expenses incurred as a result of your event.
Smoking is not permitted in the Reves Center. Animals are not allowed unless they are assisting people with disabilities.
The Reves Center is a place of business as well as an event space, so we ask that you keep noise to a minimum during the work day and avoid passing through business offices.
During after-hour events, the business offices are not accessible from the Reves Room and there is no telephone in the Reves Room. Please be sure to have a cell phone in order to call campus police to return and secure the building and set the alarm. If there is a problem or an emergency during an after-hours event, notify Campus Police (221-4596) immediately.
Room Capacity and Set-Up
- Reception: 50 guests maximum;
- Lecture/Conference: 50 guests maximum;
- Served Meal: 32 guests maximum;
- Buffet Meal: 32 guests maximum.
For room set-up, you may either set up and break down the room yourselves or place an online work order with Facilities Management, which will charge a fee for both set-up and break-down. Please be certain the room is restored to its original appearance at the end of your event. When reserving the room, be sure to add sufficient time for set-up and break-down.
You may wish to contact Dianne in advance to discuss your proposed room set-up, in case questions or problems arise when work crews and/or caterers arrive to set up for your event.
The Reves Center owns 47 folding metal chairs, 7 rectangular tables, and 2 round tables 72" in diameter, which are stored in two closets in the Reves Room, and you may use these tables and chairs for your event free of charge. The 72" round tables will comfortably seat 10 people. Other tables and non-folding chairs may be available for a fee from Facilities Management. Table linens are not available from the Reves Center. You may bring your own table linens or rent them from Aramark or another vendor of your choice. Green table skirts of various sizes are available at the Reves Center for your use. They must be returned to the plastic container over the coat rack where they are stored, and soiled skirts must be cleaned at your organization's expense (please notify Dianne if the skirts need to be cleaned after your event). Table tops must be cleaned at the end of your event. Cleaning supplies are stored on the shelf above the coat rack.
The piano may be played during after-hour events, but neither the piano, room furniture, nor artwork may be moved.
Reves Room Security
The Reves Room is filled with fragile and valuable objects, many of which belonged to Wendy and Emery Reves, and we need your assistance to ensure their security. The security contact person for your event must be present for the full duration of the event, and at no time may the Reves Room be left unlocked and unattended. If your event begins and/or ends after working hours, your security contact must call Campus Police (221-4596) to open the room and, at the conclusion of the event, call Campus Police again and wait until they arrive to secure the building. Note that the security contact must wait in the Reves Room until caterers have finished, as caterers may not be asked to wait for the Campus Police or be held responsible for the room's security.
Serving Food at Your Event
You may use Aramark or an outside caterer for your event, or you may serve food and beverages yourselves. If you choose to go with a caterer other than Aramark, please contact Dianne as early as possible to discuss your plans. Alcohol may be served to anyone over 21, but beer kegs are not permitted.
During working hours (M-F 8 am - 5 pm), only buffet meals are permitted, and caterers may use only the atrium area and rear hallway (where the water fountain is located) for set-up. The hallway between the Reves Room and business offices must remain clear during working hours. Caterers may not roll carts into or carry equipment through any of the offices. Please make sure your caterers are aware of this, and if you are not using Aramark, ask your caterer to contact Dianne to discuss the use of the space and/or schedule a walk-through.
The Reves Center has a ceiling-mounted LCD projector that is available for use. At this time, the projector works only with PCs, and is not Mac-compatible. You must provide your own laptop. The directions for the projector, the remote, and connector cables are stored in the top drawer of the sideboard. A retractable screen is located between the columns in front of the Emery Reves portrait. We recommend doing a test run at least a day in advance of your event. To request other A/V equipment, complete the AV Event Support Request Form.
Flowers, A/V equipment, and other items needed for your event may be delivered directly to the Reves Center. Please inform Dianne in advance to make sure someone will be available to accept the delivery.
Cleaning and Securing the Room After Your Event
Please be sure to clean the tops of all tables used as well as any spills, garbage, etc. All garbage must be removed from the premises at the end of your event, and carried to the dumpster located on Grigsby Drive (across from the Main Power Plant).
Once the room has been cleaned and restored to its original set-up, notify Campus Police that it is ready to be secured. Please remember that your security contact person must wait until Campus Police arrive to set the alarms and secure the building.
Before leaving, turn off all lights, with the exception of the light in the coat rack hallway near the alarm keypad. The two table lamps in the main room, the two lamps near the entrance, and the light over the portrait of Emery Reves must be switched off individually. The light switches for the two display cases are mounted on the back of each one.