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Group Leader Info
Our office coordinates many services such as catering, dining hall meals, transportation, audio visual, registration, etc. Follow your service agreement for guidance on security and safety on campus, housing lists and changes, meal changes, and more.
On-Campus Housing
Campus accommodations are arranged through our office and available from late May through July in residence halls. Wireless access is available in the residence halls and event spaces. Linen packs can be reserved that include pillow, pillowcase, bed sheets, blanket, and towel.
Off-Campus Housing
Housing is not available on campus during the academic year (August through mid-May). Your group may even be eligible for special contract rates at local hotels. Just because you’re staying off campus, doesn’t mean that you can’t still do part of your program on campus! We are happy to arrange for catered events, meeting space, tour group meals, and recreational space on campus.
Dining Hall
Summer attendees can enjoy meals with "unlimited seconds" in one of our dining halls. The dining hall allows your attendees the opportunity to network and enjoy each other's company while staying in close proximity to their event space.
Dietary icons on digital screens help guests pick selections that align with their dietary restrictions.
Guests can look for signs at the serving stations that indicate Halal friendly meat options. Chicken breasts and tenders in the dining hall are Halal.
Exceptional Catering
Dining Services has its own extraordinary catering division. From coffee breaks to black-tie events, our Catering Services can accommodate your needs.
Transportation
Conference & Event Services can help coordinate your transportation needs, whether for a shuttle loop around campus, a shuttle to one of the three nearby airports, or a group excursion.
Event Entertainment & Excursions
We can suggest an array of entertainment ideas to give conference attendees something to remember! Are you factoring any free time into your conference program for your attendees, their spouses, and guests? Exciting tour opportunities abound in the Williamsburg area. Area attractions include:
- Colonial Williamsburg
- Jamestown/Yorktown
- Busch Gardens Europe
- Water Country USA
- Historic James River plantations including Shirley, Berkeley and Sherwood Forest
- Mariner's Museum
- Virginia Living Museum
Additional Things to Do are provided under Guest Info, including guided or self-guided options.
Publications & Mailings
Conference & Event Services can assist with developing brochures, reports, and other conference-related publications. While use of the College's name for any purpose other than location identification is strictly prohibited, we can work with you to gain the appropriate approval for use of the William & Mary logo or other such visual identity symbols necessary for your promotional materials.
Insurance Requirements
All external and university-sponsored programs shall provide liability insurance with minimum policy limits of $1,000,000 dollars per occurrence. The term of coverage must include all dates the group will be on-campus. The Certificate of Insurance will list as a named insured and as certificate holder Commonwealth of Virginia and William & Mary, Conference Services, Post Office Box 8795, Williamsburg, VA 23187-8795. The Certificate of Insurance must be provided at least 30 days before scheduled arrival date.
Groups may purchase insurance through the College's Tenants and Users Liability and Insurance Policy (TULIP). Additional information and instructions about this insurance option are available by contacting Conference & Event Services.
- Complete and submit application forms to Bene-Marc for review.
Parking
All weekday visitors must display a parking permit while on-campus. If any guests did not receive a pass or if additional passes are needed on site, please contact our office to obtain additional copies.
Recreational Sports Center
Adult guests may purchase a guest pass to use the Rec Sports Center. Contact your Conference Coordinator to make arrangements to have your group listed on the guest roster. For hours of operation, contact the Rec Center at (757) 221-3310.
Policy Reminders
- Signs, banners, and other displays may not be affixed to walls,windows, doors, nor hung from trees, poles or fences. Items not in accordance with this policy will be removed.
- Animals are not allowed in any buildings on campus. Service Animals are the only exception. If service animals are going to be present, please notify Conference Services as soon as possible.
- Smoking is not permitted in any campus building.
- Bicycles are not permitted in the residence halls.
- Helium balloons are not permitted inside buildings.
- Furnishings and equipment may not be removed from or rearranged in any rooms. We will have already made arrangements for your meeting rooms to be set based upon your specification. If a change is needed, please contact your Conference Coordinator.
- Residence halls must be secured at all times with access gained by card only.
- The sale of food items on College property, without the permission of the Director of Auxiliary Services, is prohibited.
- Groups may not independently supply meals to participants staying in on-campus housing. Aramark should provide meals either as a catered function or by having meals in the dining hall.
- Groups with youth on campus must comply with policies found at: https://www.wm.edu/offices/ce/policies/safety-related-policies-and-regulations/minors-on-campus.php .