Room Reservations

Room Reservations

The Group Leader may alter the number of rooms reserved and/or linen packets being ordered by providing a housing guarantee change form (doc) to Conference Services at least 30 days prior to arrival. Changes will only be accepted via the housing guarantee change form. Your group must meet a minimum of 20 cumulative bednights.  You may not exceed sleeping reservations unless availability is confirmed by Conference Services.  Billing will be based on the guarantee or actual usage, whichever is greater and will include charges for all rooms used regardless of purpose (storage, equipment, camp stores, etc.). 

Rooming Lists

Conference Services will send an electronic rooming list form to the Group Leader for completion 30 days prior to your group's arrival date.  The Group Leader should complete the electronic rooming list including all staff and participants with housing assignments, as well as any rooms used for administrative purposes, and submit it to Conference Services.  Failure to submit the rooming list at least 7 days prior to arrival will result in a $150 penalty.  A data entry fee ($3 per participant) will be charged by Conference Services if you choose not to use the College’s electronic file. 

After submitting the initial rooming list, minor changes (no more than 15% of the total number of the original rooming list submitted) may be made via the rooming list change form (doc).  The change form must be received at least 24 hours prior to arrival. Any changes occurring during check-in on-site must be reported to Conference Services by the Group Leader no later than two hours following scheduled check-in completion.  Failure to provide this updated information will result in a $500 penalty

If you are unable to complete your housing assignments until your guests actually arrive, you must obtain approval from the Director of Conference Services (via email to [[wmconf]]) for an exception to this policy and you will be charged additional fees for on-site staffing ($25 per staff hour) and manual data entry ($3 per participant). 

Youth Supervisors

Youth groups must also provide Conference Services with a listing of supervisors (residential and commuter) via the youth supervisor form (doc).  This form should be submitted a minimum of 24 hours prior to arrival.  Failure to provide an updated listing within two hours following check-in completion will result in a $500 penalty.