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Facilities & Events Guidelines

Facilities and Events Policies & Processes
GENERAL FACILITIES POLICIES

Building related work orders. If you have any building related issues or concerns, please contact Teri Brandon via email or Teams so that she can submit a work order. Building related issues include pest control, HVAC, furniture moves, etc.

  • If you have IT issues in a classroom, please email ITSupport@wm.edu.
  • Only those who have swipe card access may be in the building outside of regular business hours. Students do not have swipe card access. The building is open 7:30am – 10:30pm Monday – Thursday, 7:30am – 5:30pm on Friday, and closed on Saturday and Sunday.
GENERAL EVENT POLICIES

Scheduling - Inquire with Teri Brandon and Joan Davis (Events Team) about each event by providing the desired date, location, name of event, number of people anticipated, and time (including set up and breakdown). The Events Team will respond about availability and reserve the space in the EMS system.

  • Provide as much advance notice as possible – minimum of 3 weeks out
  • Event times – The times you provide as beginning and end times should always include any set up and break down needed. These times also represent when the room will be unlocked and then secured at the end of the event. These times are important - the Events Team and facilities manages their schedules and room flips around the times you provide. Please ensure all your guests and caterers have vacated the room by the end time.
  • Any space in the building including classrooms, the Atrium, conference rooms, lobby, or outdoor areas should be formally reserved. Most of these spaces are rentable areas, so confirming and reserving the space ensures there will not be any overlap.
  • Typically, the Events Team is on-site for all events to provide support whether it be technical, meet with catering, assist with set up or clean up, place signage up or work with facilities when needed for issues that sometimes arise. For smaller faculty-led gatherings we provide event-time support only when requested but are always available to create signage, etc.
  • Regardless of the number of people, events may only take place when the building is open due to safety precautions. Building hours can be adjusted when approved in advance. Typically, events are not scheduled when the university is closed due to holidays.
  • The Events Team should be aware of all planned gatherings.
  • If you are requesting a room in the Event Management System (EMS), please request at your earliest convenience but a minimum of 1 week in advance. Our HVAC is run through an automated system. If a space is not approved for a reservation – the HVAC will not heat/cool properly. Please do not adjust the thermostats in the classrooms or other spaces. If you are experiencing an issue with HVAC, please contact Teri to address through facilities.
Set up – Once an event has been scheduled, the Events Team will create a floorplan for your review and approval. Floorplans are submitted to facilities a week and a half in advance for their planning purposes to complete the flips.
  • Furniture can only be moved by facilities due to liability precautions, so please be sure to review floorplans thoroughly. Last minute changes should be requested through the Events Team so that facilities can make the needed adjustments.
  • Please do not use tape or an adhesive on painted walls. Caution should be exercised when sticking items to the white boards in the conference rooms as well. We are noticing they are beginning to pucker from the stronger adhesives being pulled off so frequently.
  • The Events Team will create and place directional signage to guide your attendees.

Clean up

  • All materials (signs, papers, etc.) brought in should be removed when the event is over.
  • Full-service caterers will complete all food clean up.
  • Food provided by drop off service (Panera, Moe’s, pizza, etc.) must be cleaned up by the host including all food containers, empty boxes, etc.

Parking

  • All parking passes are created and distributed through William & Mary Parking Services. Parking Services charges $6 per space requested. You must provide an index when completing the request form. Passes are required for all guests who are not faculty/staff or students. Parking Services needs as much time as possible to process requests and create and distribute passes. The link to complete is here: https://wmsas.qualtrics.com/jfe/form/SV_231GXlWog6krdVX
  • Please note that we may not use university funds to purchase parking passes for W&M students, faculty, or staff. All students and employees must purchase their own parking passes.

Food

  • The Events Team should be aware of any food orders being dropped off or catering services occurring in the SOE building. The Events Team can supply table linens, ensure all sternos are extinguished, larger trash cans are provided if necessary, and clean-up is complete.
  • Refrain from serving food in classrooms whenever possible. This is important to aid us in controlling unwanted pests and reducing garbage in the small classroom-sized trashcans. Food should only be consumed in the café area, outdoor tables or assigned conference rooms in the PDC where garbage cans are available. The concourse is not intended for food consumption.
  • All on-campus food purchased with university funds must route through America To Go. The Events Team can assist with ordering food for your event unless you are familiar with ATG and prefer to do so on your own. You will need to provide an index number for the charges if the Events Team will order. All food orders should be entered a minimum of two weeks prior to the event.
  • We have a preferred list of caterers we provide to all event hosts. These are caterers found on ATG. For any event where alcohol will be served, only caterers with an ABC license may be secured to provide and serve all alcoholic beverages.

Cost - Please inquire if there is a cost for the space reserved for your event. A good rule of thumb is that there is no charge for events solely for SOE students hosted by SOE faculty/staff. When external groups or outside departments are hosting, co-hosting or attending with or without SOE, a charge is generally applied for the space.

Priority in Scheduling - We are sometimes asked how events are prioritized in scheduling. Official events hosted by the SOE, official university events and then departmental events and retreats are scheduled first. External groups are then able to reserve spaces after all other events have been reserved. On occasion we allow external events, but the School of Education is prioritizing these external events that are of an academic nature, educationally focused or mission aligned.

In addition to availability on the calendar, the Events Team ability to staff the event is also a consideration.

The School of Education is a William & Mary unit subject to the policies listed within the university's Use of Campus Facilities document.

Facilities & Events Team Contact Information

Joan Davis (jedavis@wm.edu), Events Assistant

Teri Brandon (tbbrandon@wm.edu), Events & Facilities Manager