Room Reservation

Room(s) Reservation Form

In the event of potential inclement weather at the Fredericksburg, Stafford and Dahlgren campuses of UMW, please monitor the university website for announcements. Information about closings or delays also can be accessed through the Information Hotline (540) 654-2424 or by tuning into one of the regional radio and television stations . The information above will be emailed with your confirmation letter once the event is scheduled.
*
- I acknowledge that I have read and understand the inclement weather procedure above.
Event
Event Name
Description
If other, please explain.
Date(s)*
Set-Up Time*

: Hours

Minutes

AM/PM
Event Start Time*

: Hours

Minutes

AM/PM
Event End Time*

: Hours

Minutes

AM/PM
Expected Number of Attendees
NSWC Employees
Are you a NSWC employee?*
- Yes
- No
All NSWCDD employees scheduling meetings at UMW-Dahlgren with Foreign Nationals in attendance must complete the NSWCDD Foreign National Visitor Process. Please contact Command Security NSWCDD at 540-653-8502 for assistance or questions.
This field applies to the NSWC contract events. Reference Number (provided by Joe Weeks, CXPT)
Contacts
Type of Organization*
If other, please explain.
Organization and Department*
Event Contact's Name*
First Last
Phone*
Email*
Enter Email Confirm Email
Billing Information
Billing Contact's Name
First Last
Employer Identification Number (EIN is required for billed events)
Address
Street Address Address Line 2 City State ZIP Code
Phone
Email
Enter Email Confirm Email
Desired Room(s)
All rooms are equipped with instructor computers, projection screens/monitors, whiteboards and wired and wireless Internet access. You are able to configure the room set-up for your event, but rooms are to be returned to classroom style at the end of your event.
Please select your desired room(s)*
- 10 seat conference room
- 12 seat classroom
- 24 seat classroom
- 32 seat classroom
- 15 seat computer lab with Dual Monitors
- 30 seat computer lab with laptops
- University Hall (multi-purpose room/auditorium)
University Hall Room Usage Selection (this includes set-up time)
- Entire Room - Full day (8+ hours)
- Entire Room - Half day (4 hours)
- Half of the Room - Full day (8+ hours)
- Half of the Room - Half day (4 hours)
We have a variety of styles to choose from for the set-up in University Hall (auditorium) only. If you are requesting "other", please describe your set-up in description.
If "other" room set-up was selected (applicable to University Hall only) and/or you have additional requirements, please provide details. Note: classrooms can be reconfigured by the client; however, we ask that the room be returned classroom-style.
Software Installation
All software installation request must be pre-approved through our IT department. Installation of software will only be provided if a license for each computer is received. Software with certificates must be received 2 weeks prior to the event. This will ensure the proper amount of time for installation. Please list the software name below with a point of contact name and phone number.
Do you require software installation for your event?*
- Yes
- No
Software Name*
Contact Name*
First Last
Phone*
Email*
Enter Email Confirm Email
Technology Requirements
Please select device being used for your presentation
- Laptop
- Macbook
- IPad
- Tablet
- Other
If other, please specify device.
If you have additional AV/technology needs, please check the respective boxes.
- Technology assistance
- Conference phone
- Zoom
- Other
Name*
First Last
Phone*
Email*
Enter Email Confirm Email
If other, please specify your requirements.
Video Teleconferencing
Video teleconferencing (VTC) allows two or more locations to communicate by simultaneous two-way video and audio transmissions. If VTC is required for your event, please provide the information below.
Do you require video teleconferencing( VTC) for your event?*
- Yes
- No
Contact Name*
First Last
Phone*
IP/ISDN address*
Catering
Will this be a catered event?
- Yes
- No
- Unsure
The Renter may spend up to $1,000.00 with the provider of its choice for prepared foods and/or catering services for event participants. The Renter shall be fully liable for any food purchases and/or catering and will be responsible for meeting any pertinent health requirements. If the Renter desires to purchase food in excess of $1,000.00, the Renter must do so through the University’s Dining Services Contractor. Any other purchases of prepared foods and/or catering services in excess of $1,000.00 will be permitted only in the event that the University Dining Contractor indicates, in writing, that it is unable to meet the Renter’s food service and/or catering requirements. In such cases, a licensed and insured catering service may be selected by the Renter. Any catering service hired by the Renter must provide the University with copies of all pertinent licenses and certificate of insurance. Please contact Sodexo at 540-654-1930.
Additional Assistance
If you have questions, need assistance, or require special accommodations, please specify here.
Is your event open to the public?
- Yes
- No

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Room Reservation

Room(s) Reservation Form

Event

NSWC Employees

Contacts

Billing Information

Desired Room(s)

Software Installation

Technology Requirements

Video Teleconferencing

Catering

Additional Assistance

Room Reservations

Inclement Weather Information