William & Mary

General Scheduling Guidelines


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: The Scheduling Office will notify you when your space is reserved, but you MUST contact Rich Thompson [[rmtho2]] to discuss how you would like the furniture set in the room reserved. This MUST be done at least 7 days prior to your event otherwise the room will be set theater style (rows of chairs).  Audio visual assistance must be reserved at least 5 days prior to your event.  See the links below for further assistance.


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

Sadler Center & Campus Center

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

Audio-Visual Requests

For audio visual needs in the Sadler Center or Campus Center
All other venues including access to AV equipment already in classrooms and outdoor needs

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
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.

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

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, Jamestown Field, and The Green (green space between north side of fraternity housing and Green and Gold Village).

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

Contacts for areas not scheduled by the Scheduling Office:

         Adair Gym -Chris Wilson 221-2758

         Blow Hall -Board of Visitors Room -Sandy Wilms 221-1257 

         Computer Lab -Registrar’s Office 221-2800

         Ewell Hall -Olivia Sorensen 221-2157

         The Charles Center-Jane Kim 221-2460

         W&M Hall -Mike Pritchett 221-3355               

         Wren Building-Susan Kern 221-1540 or Kimberly Renner 221-1570

          Andrews Lobby-Cathy Jacobs 221 -2519