General Scheduling Guidelines

Students

The Scheduling Office reserves space for meetings, parties, and special events for recognized student organizations on campus. The organization must have an approved constitution on file with the Office of Student Leadership Development before any space may be secured.  For more information, visit: How to Start a Club or Organization.

You must complete a Student Facility Request Form to schedule locations on campus. Forms are available in the Scheduling Office at the CORT, and may be turned in any time the Campus Center is open.  You can print the facility request form online (pdf); however it can not be submitted electronically.  Requests can take several days to process but you can expedite this process by including alternate dates, times, and locations on your request form.

ATTENTION - Room Set Requests for Sadler and Campus Centers:

The Scheduling Office will email you a confirmation when your space.  If your event or meeting requires a very basic set-up and you do not need a diagram, you may complete the online furniture request form. If you have a more complicated set-up or would like a diagram, call the Sadler office at (757) 221-3433 to schedule a meeting at least 10 days prior to your event to discuss the furniture set-up you will require.  For more informaiton visit Sadler Center/Campus Center Events and Meeting Planning.

Sadler Center & Campus Center

General Rules and Regulations
Set-Ups
Capacities - Select desired room.
SC/CC Homepage

Audio-Visual Requests

Audio Visual Request Form
* To view the above rooms and Audio Visual available in each room, go to Sadler Center and Campus Center Rooms, then select desired room.

Furniture Requests for Outdoor spaces and other areas

If you are planning an event on campus but NOT in the Sadler Center or Campus Center, all furniture requests must be submitted to the Scheduling Office.  Sadler Center and Campus Center furniture is not used outdoors or in other venues on campus.

Policies

Use of Campus Facilities
Movie/Video Policy
Noise Policy
Crim Dell Meadow Policy
Sunken Garden Policy
Tent Policy


Scheduling Lottery

The Scheduling Office holds lottery in early October for the scheduling of meetings/events for the Spring Semester and late March for the scheduling of meeting/events for the Fall Semester.  See our Scheduling Lottery page for more information.

Rooms Scheduled by the Scheduling Office:
Academic Buildings (pdf)
Sadler Center (SC):
  • Colony, James, York (Conference style for 28 - tables & chairs cannot be moved)
  • Commonwealth Auditorium (463)
  • Chesapeake/Tidewater (varies depending on set up)
  • Lodge 1 (80)
  • Lobby (Tables)
Campus Center (CC)
  • Little Theater (varies depending on set up)
  • Trinkle (varies depending on set up)
  • Lobby (Tables)

 Please note that it generally takes 20-25 business days to secure a stage permit.

Additional Venues

Phi Beta Kappa Hall (Auditorium, seats 769)
The Dodge Room

Outdoor Areas Scheduled:

Sunken Garden, Crim Dell Meadow, Crim Dell Amphitheatre, Crim Dell Bridge, Fraternity Field, Sorority Field, and Jamestown Field.

Martha Wren Briggs Amphitheatre at Lake Matoaka ($50/hour usage fee), is billed to student organization.

Contacts for areas not scheduled by the Scheduling Office:
Adair Gym -Chris Wilson 221-2758
Alumni House - Cindy Gillman 221-1168
Andrews Lobby-Cathy Jacobs 221-2519
Blow Hall - Board of Visitors Room -Sandy Wilms 221-1257
Blow Hall Room 201 - Jane Kim 221-2460
Campus Center - Ballroom Conference Room - Dean of Students 221-2509
Student Affairs Conference Room (220 ) Student Affairs 221-1236
Computer Labs - Registrar’s Office 221-2800
Ewell Hall - Recital Hall
Miller Hall - Dana Headden 221-4716
Muscarelle Museum of Art - Cindy Lucas 221-2710
Reves Center - Dianne Alleman 221-3514
School of Edcuation - Liz Kiewiet 221-6027
Swem - https://libraries.wm.edu/services/room-space-reservations
Tazwell Basement- Head Resident 221-3196
W&M Hall -Mike Pritchett 221-3355
Wren Building - Kimbery Renner 221-1570