Facilities

Cancellations

The following sliding scale will apply for cancellation of facilities. All cancellation requests must be made in writing to Conference Services ([[wmconf]]).

30 days or more prior to conference/event start date no charge
29-15 days prior to conference/event start date 50% of original price
14-8 days prior to conference/event start date 75% of original price
7 days or less prior to conference/event start date* 100% of original price


*If less than seven days advance notice is provided for cancellation of facilities that require staffing (i.e. lifeguards, facility supervisors), charges for staffing will not be waived.  

Additional Space

Requests for additional space should be made in writing to Conference Services ([[wmconf]]).  Confirmed requests for additional space not included in the original agreement will be charged additional rental fees and a revised facilities billing schedule will be issued to the Group Leader by Conference Services. 

The College reserves the right to reassign space as needed, particularly if changes occur to projected attendance or setup needs. 

Fields & Tennis Courts 

The College reserves the right to prohibit activity on athletic fields due to inclement weather.  Any use of field space is limited to “playable” conditions.  Specifically, if rain has occurred within 24 hours, permission must be obtained for use of any field.  Client is expected to abide by the guidelines in Schedule AA (Lightning Policy (pdf)).  Client is responsible for making alternate arrangements to serve as rain sites. 

Groups using fields and tennis courts are responsible for cleaning the area after usage, to include trash discarded on the ground and overflowing trashcans.  Additional clean-up charges may apply if deemed necessary by the College administration or Conference Services.

Room Setups

Room setup requirements must be submitted by the Group Leader to Conference Services 30 days before the group's arrival date.  Minimal changes may be made after the initial submission, but setups must be finalized by the Group Leader no later than 10 days prior to the arrival date.  If setup instruction is not provided by the required date, rooms will be set in a standard style as reflected in Schedule A.  A room set change fee (minimally $50) will be imposed if there are significant changes to planned setups.