Rules & Regulations for the Campus and Sadler Centers

The following rules and regulations are in place to help you have a safe and successful event. Feel free to contact us with any questions at (757) 221-3433.  Use the links below to jump to the applicable section.

Furniture Requests
Audio/Visual Equipment
Decorations
Clean-up
Staging
Commonwealth Auditorium
Security
Lighting
Alcohol
DJ or Band
Other Considerations

Furniture Requests

The Sadler Center and Campus Center maintain a large inventory of furniture that is provided free of charge for events within those buildings.  Our inventory includes banquet chairs, 60" round tables, 6' rectangular tables, staging, lecterns, flip charts/white boards, portable walls, and easels.  If you are in need of other types of furniture or are looking to rent furniture for an event elsewhere on campus, please contact Facilities Management.  

The Colony, James, and York Rooms are set in a standard conference-style arrangement.  For all other rooms in the Sadler Center and Campus Center, you must request the furniture you will need.  All furniture must stay in the room in which it is requested; due to fire safety policies, we cannot set up tables in the hallways.  If your event or meeting requires a very basic set-up and you do not need a diagram, you may complete our online furniture request form. For more complex set-ups, you must schedule a meeting with Sadler Center and Campus Center staff at least 7 days prior to your event to discuss your furniture needs and room arrangement. 

Audio/Visual Equipment

Although most rooms in the Sadler Center and Campus Center have some built-in A/V equipment, you must submit an online request to guarantee its availability.  A/V must be requested at least 5 business days in advance; if a technician will be needed for the duration of your event, the request must be submitted at least 10 business days in advance.

Decorations

To reduce damage to the building, we do not allow groups to tack, tape or otherwise affix anything to the walls, doors, windows, blinds, or railings in any of the rooms  or hallways in the Sadler Center or Campus Center. Helium balloons are not permitted and the use of candles must be approved by the Fire Safety Personnel of the College.  Your group may be billed for damages or labor resulting from failure to adhere to this policy.

Clean-up

You are requested to leave all rooms in the condition in which you found them, which includes removing or properly disposing of all items that you bring into the room. You should meet with the Building Manager on duty upon arriving for your event. They will make clear to you the expectations regarding clean-up at the end of the event. Your group will be held responsible for the cost of removing decorations or other items and any excessive cleaning that is necessary. The Building Manager will determine when the room is in satisfactory condition.

Staging

We are able to provide staging for events with reasonable notice.  We are permitted to set up stages ranging in size from 12' x 8' to 32' x 24'. If you will need a stage for your event, schedule a meeting with Sadler Center and Campus Center staff at least 7 days in advance to discuss size and positioning.

Commonwealth Auditorium

The Commonwealth Auditorium has extensive sound and light capabilities, but this equipment can only be operated by Sadler Center staff. A brief description of the event should be submitted to the Scheduling Office at the time the reservation is made. A/V requests should be submitted online at least 10 days prior to your event to ensure a technician can be scheduled.

Security

Security arrangements are made through the Office of Student Leadership Development. Security is typically required for events at which alcohol will be served or events expecting a high number of off-campus participants.

Lighting

The Chesapeake Rooms,  Tidewater Rooms, and the Commonwealth Auditorium of the Sadler Center are equipped with fully dimmable lights which can be set to the specific needs of an event.  Please arrive at least 30 minutes prior to your event start time and check in with the Building Manager if you would like the lights adjusted to a specific setting.  The use of candles for any event requires a permit (see "Decorations").

Alcohol

If you are interested in serving alcohol at your event, you must make these arrangements through the Office of Student Leadership Development as far in advance as possible. All alcoholic beverages must remain in the room in which they are served.

DJ or Band

DJs and bands may have specific electrical requirements that may need advance preparations.  Request a technical rider from any hired entertainment and bring it to your furniture set-up meeting so we can ensure our facilities meet the electrical needs.  With the exception of Lodge 1 and Commonwealth Auditorium, we do not have speakers or sound systems that are suitable for live bands or DJs.

Other Considerations
  • We do not skirt or cover tables.  W&M Catering can provide table cloths and skirts (for a charge), or you can provide your own. The round tables are 60" in diameter, and the rectangular tables are 6' x 3'.
  • Kitchen facilities are not available.  All food must be provided by a licensed caterer or prepared in advance.
  • We are not able to provide storage space for your event and are not liable for any items left following your event.
  • If you need decoration time before your event, please remember to reserve this time through the Scheduling Office. Otherwise, there is no guarantee that you will be able to access the room early to decorate.
  • Important Reminder: if you need to cancel your event for any reason, you must contact the Scheduling Office as soon as possible.