Frequently Asked Questions

Registration

Q: When does registration open?

A: April 3, 2024

Q: When does registration close?

A: While the regular registration window is tentatively scheduled to close on October 4, 2024, if we reach maximum capacity before 10/4, delegations will be able to join a waitlist and will receive notification from the Registration Director if their status changes. We also ask that you wait to register until you know your final delegation size - please refrain from over-registering to reserve seats, as this directly prevents other interested delegations from attending.

Q: What are the registration fees?

A: WMHSMUN XXXVIII charges $90 per delegate, $10 per sponsor, and $70 for each delegation (this delegation fee is waived for independent delegates attending without a school). Reminder, all adults attending must be registered as a sponsor. We also offer a financial aid program—read more about WMHSAid under “Finance” if you are interested in learning more!

Q: I’m an independent delegate - what should I do to sign up?

A: Please fill out the same registration form linked above! We will use your committee rankings to place you in a committee and will otherwise follow an identical registration process for delegations and independent delegates. All independent delegates are also required to bring a sponsor for the weekend, and we highly recommend that a parent/guardian (an adult over the age of 18) accompany you. When registering, please list your school on the first page, but be sure to use your home address and personal contact information to ensure that all billing information is accurate. Please reach out to Registration Director Mona Garimella (registration@wmhsmun.org) with any additional questions regarding independent delegations at WMHSMUN!

Committee Logistics

Q: When will I be able to mark my preferences for committee types and positions?

A: As our committees are fully finalized, sponsors will be able to rank their committee preferences directly on the Registration Form!

Q: How should we assign positions to our students?

A: Position assignments within your delegation are entirely up to you! However, if you have been given a Specialized Agency or Crisis Committee position, you must fill that position. These committees are small, and absences have a significant impact on the quality of the simulation. Please pay attention to the level of difficulty when assigning their committee placement. For novice committees, please follow the guidelines listed below so that all delegates are placed in the appropriate committee for their experience level. Do not put novice delegates in non-novice committees, as we are not responsible for providing training in these committees. All sponsors will receive rosters from the Registration Director in early October and must assign delegates to the positions by the given date to participate in WMHSMUN.

Q: How are committee positions assigned?

A: The Secretariat assigns committee positions based on several factors, including the size of a school’s delegation, the number of years a delegation has attended, records of past performance, and past country assignments. We always take your preferences into account when making these decisions and try to give you at least one of your preferences while completing this process. We also try to give a measure of preference to smaller delegations, since we understand that there is a tendency for these schools to get left behind in the assignment process. The Secretariat assigns positions immediately after registration ends, which is why it is vital that our delegate records be correct at that time.

Q: What are novice committees?

A: WMHSMUN XXXVIII is proud to offer seven novice committees this fall, all meant for delegates who are new to Model UN. All novice directors receive specialized training, and committees will start with instructional materials to ensure that delegates are given a positive space to develop their MUN skills. The definition of a novice delegate can be found below—we ask that you adhere to these guidelines so that all novice committees can provide the best learning experience possible for all relevant delegates!

Delegates participating in novice committees must meet the following criteria:

1. Novice delegates may not have participated in more than three committees, either online or in-person, including middle school conferences and training simulations.

2. In addition to the previous qualification, novice crisis delegates may not have participated in more than two crisis committees (meaning of a crisis delegate’s three committee experiences, no more than two may be crisis).

3. Novice delegates must not have competed in any non-novice committee at WMHSMUN in prior years.

4. Delegates who have received any individual or double delegate award including but not limited to best delegate, outstanding delegate, honorable mention and verbal commendation, at previous conferences are not eligible for novice committees. This stipulation includes receiving awards at middle school conferences and online conferences at any level.

Note on awards deliberations: Awards will be given to those who exhibit outstanding growth in their abilities throughout the conference weekend.

Finance

Q: Do I have to pay as soon as I register?

A: No! The Initial Deposit is due on August 15, 2024, for early registration, and October 4 for regular, so you may cancel your registration with no penalty until then.

Q: How can I pay?

A:  We accept payment via Stripe (credit card/bank transfer) or as a mailed check. The link to pay through Stripe is attached to our “Registration & Fees” page, and more information on paying via check can be found below and on the “Registration & Fees” tab. Each school will receive more concrete information concerning payment with their confirmation of registration.

Q: Whom do I make the check out to, and where should I send it?

A: Please make checks payable to “International Relations Club at William & Mary”. Checks made out to any other address will not be processed.

Our address is:

WMHSMUN XXXVIII

International Relations Club at William & Mary

P.O. Box 3032

Williamsburg, VA 23187

Q: Is there financial support available? How do I apply for WMHSAid?

WMHSMUN is proud to offer a financial aid program called WMHSAid, which can subsidize delegate and/or delegation fees for applicants. All prospective recipients must apply using the respective form, and applications are due by the end of the day on September 10, 2024. All WMHSAid decisions will be released within a week after the application forms close. Both delegations and independent delegations can apply, and the application is linked to the registration form and the Registration & Fees page. If you have any concerns or questions, please contact Registration Director Mona Garimella at registration@wmhsmun.org.

Q: We need to fill out tax forms for our school. How does that work?

A: WMHSMUN is not responsible for filling out any paperwork. We are not affiliated with the College or its finances, and WMHSMUN does not have its own tax code. Our club policy states that we cannot fill out any paperwork for you or your school division.

Q: How do reimbursements work?

A: If your school overpays and needs a reimbursement, you will receive that reimbursement in the form of a check when you arrive at the conference. We will not mail you a reimbursement check unless extenuating circumstances occur. Barring a major event in Williamsburg that causes the College administration to close campus, no reimbursements will be issued due to weather conditions.