Managing a Conference

Housing Assignments

Approximately 30 days prior to check in, Conferences at Williams will be sending a spreadsheet to fill out with participant names, room assignments, gender, check in, and check out dates.

Please visit our Residential Housing Floor Plans page to download the floor plans for your designated dorm.  The floor plans will show details such as which rooms are next to each other and their proximity to restrooms and common rooms.

All conferences must submit their housing list via the spreadsheet we send you. Please do not alter the columns with building names or room numbers. This ensures that the information can be imported into our conference management software.  Dates should be altered so they are correct for each individual, but please do not change them to dates outside of what is initially listed with out checking with us.

Dining Arrangements

If your group has requested special catered events or morning/afternoon break deliveries, please visit the Catering page to view options and then contact us to discuss the details and pricing. If you have a participant with dietary restrictions or food allergies, please have them notify Dining Services using this link.

Classrooms

If you have questions about the classrooms you have reserved or their setups, please click the following link to View our classrooms.

Planning Guide

As you decide on the details for your stay, we will begin preparing the Planning Guide for your conference.  This is the document we use to organize all logistical information and services provided while you are on campus.  Please carefully review this document when we send it to you and ensure that the final version is submitted to Conferences at least 3 weeks before check in.

Parking Information

Please make sure to review our Where to Park page and to direct all participants to carefully read the information before coming to campus.  Parking difficulties are best avoided by planning ahead and becoming familiar with campus parking regulations and each program’s pre-assigned parking location.

General Parking Instructions:

  • Do not park in faculty and staff parking spaces
  • Do not park on the grass or sidewalks
  • Do not park on the side of Route 2 or in a Fire Lane
  • No overnight parking in Spring Street parking lot or on any street in Williamstown