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Hello everybody! My name is Emily Reynolds and I have the absolute honor

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and privilege to serve as the registration director for the 39th

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iteration of the William and Mary High School Model United Nations Conference.

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Today, I will be taking you through the steps of registration going a little bit

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more in depth about each, hopefully answering any questions that you might

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have. If you do have questions after this video, please feel free to reach out my

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email is registrationwmhsmun.org or and you can find much more

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information on our website as well everything I'm about to take you through

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today is on the registration tab of our website, so please reference that to see

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everything that I'm seeing. So, first things first, the only thing that you

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need to do to secure your spot at WMHSMUN 39 is to fill out the registration

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document. This document can be found on our website. There is a big black button

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that says register. In this document, you will find a couple of different things.

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The first couple of sections will ask you for basic information about your

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school and contact information for your sponsor and head delegate. The next

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section asks for information about your delegation including, most importantly,

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the total number of delegates. Please try to get that number as close to the final

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delegation size as possible. However, we do understand that there are

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extenduating circumstances so the most important thing is to just communicate

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those changes to me as soon as possible. It will also ask you to

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recognize that September 26th is the last day to drop a delegate with a

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refund. This section will then ask how many delegates would like to participate

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in the non- novice general and specialized assemblies, non- novice

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crisis committees and novice general, and specialized and crisis committees. These

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can be a rough estimate and we will attempt to give you assignments close to

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those numbers, but please note that there is no guarantee that we can stick

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exactly to that. Finally, for this section, you must state your total number of

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sponsors. Please, note here, that William and Mary requires an adult to delegate

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ratio of one adult sponsor to every 15 delegates and all adults who attend with

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WMHSMUN 39 must be registered as a sponsor per campus policy. The next section, is

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where you will rank your committee preferences. Please see the committees

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tab of our website for a list of all committees. Again, we will do our very

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best to stick to those preferences when we do committee assignments but there

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is no guarantee that you will get exactly that. The final section of the

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registration document will outline the fees for the conference which can also

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be found in the fees section of the registration tab for a WMHSMUN 39. Early

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registration is $75 per delegate, $5 per sponsor, and a $60 delegation fee which

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is waved for independent delegates. Early registration closes on August 29th and

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to qualify for these reduced fees, you must have paid 50% of the delegate fees

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and the delegation fee by that time. Then, regular registration, which is $90 per

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delegate, still that $5 per sponsor and a $70 delegation fee is open until the end

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of registration on September 19th 2025. Delegations signing up during regular

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registration must pay that initial deposit which is again the delegation

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fee and 50% of delegate fees by September 19th to participate in the

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conference. I want to reiterate that September 26th is the absolute last day

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to notify me of any drop delegates if you wish to receive a refund. Refunds

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after that date will be considered on a case-by case basis by the secretariat.

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You can find more information about our refund and late fee policies on those

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policy tabs. Whether you registered during early or regular registration,

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your remaining balance will be due on November 7th at the very latest by the

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beginning of opening ceremonies. I will note here it does make both of our lives

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a lot easier if you can send me that check or send in that Stripe payment

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before that deadline. After you've registered you will receive

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an email from me confirming your registration, saying thank you, and then

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giving you a few crucial documents. The most important is the logistics document

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which outlines every single date in detail that you might possibly need up

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until that conference. Please read through that document reference it for

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any kind of questions about policy, payment, hotels deadlines, and much more.

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The second attached document will be your personalized invoice. This invoice

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details exactly how much you will owe and will be updated as you send in

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payments. You'll also see a link to the hotel reservation form. This Google doc

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is essential for our records and should be completed as soon as you have made

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reservations at a hotel. If you are not staying in a hotel and instead commuting,

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please still fill out this form and just select commuting.

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Now, let's talk about payments. Payment can be processed in one of two ways. The

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first method is to mail a check to our PO box the address of which can be found

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on our website in the payment section. The second method is via card through a

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service called Stripe. The link to Stripe can be found in that same payment

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section and will take you to a secure service where you can input the amount

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you owe. There are two important things to note with Stripe. The first is that

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Stripe may call your payment a donation. If you see this, don't worry about it.

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It's just the way that Stripe labels it. Second is that Stripe collects a fee of

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2.9% plus 30 cents for every transaction. This year, delegations will be

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responsible for paying that fee. If you select that you were paying with Stripe

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on your registration form, that fee will appear on your invoice. If you changed

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your method of payment from check to Stripe and you had originally selected

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check on that registration form, please shoot me an email before you make that

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payment so I can update your invoice. Though a WMHSMUN remains

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committed to attempting to make money as accessible to as many delegates as we

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possibly can, we are very proud of our financial aid program with WMHSAid.

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There is an entire page about WMHS aid on our website where you can also

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find the delegation and independent delegate application to apply for

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WMHS aid. Simply fill out that form before the September 5th deadline. That

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form will ask questions about anticipated expenses, and whether your school

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subsidizes activities in your school district. It also asks if you have done

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any fundraising for WMHS and the extent to which students in your school face

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financial challenges. Please take your time on this

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application and include as much detail as possible so that we can evaluate your

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school's needs and provide as much aid as we possibly can. Along with that

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application you must provide a written statement from a principal or

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administrator detailing your delegation's level of need. Your

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application is not complete without that letter so please make sure that is also

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sent to me before the September 5th deadline.

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We really do wish that we could provide every school with aid but this is simply

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not possible. Please know that we will thoroughly consider each and every

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application, however filling out the application does not guarantee that your

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school will receive aid. Aid decisions will be sent out within one week after

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that September 5th deadline to give delegations time to plan ahead before

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the September 26th deadline to drop delegates with a refund. The final thing

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that I'd like to talk about in this video is the Colonial Williamsburg

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Woodlands Hotel. WMHSMUN has contracted a block of rooms with this

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hotel which is conveniently located right near the William and Mary campus.

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If you stay at the Woodlands you can receive a discounted group rate through

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WMHS as long as you follow the directions in the logistic document and

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reserve your rooms at least 1 month before the check-in date. There are many

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other perks for staying here including self- parking, Wi-Fi, free chartered bus

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transportation to and from the William and Mary campus and a complimentary bag

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breakfast. More information about the hotel and reservations can be found on

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the hotel section of the website and in the logistics document you will receive

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after registering. That is a whole lot of information for

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one video so please remember to check the WMHSMUN website for more

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in-depth information about any of the topics that I covered today. Once again

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if you have any questions, concerns, something just doesn't make sense, please

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do not hesitate to contact me. I would be more than happy to answer any questions

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you may have. The rest of the WMHSMUN secretary and I are so excited that you

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are interested in WMHSMUN 39 and we can't wait to see you on campus in

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November.

Early Registration: March 31st - August 29, 2025

For delegates: $75 per delegate, $60 delegation fee (waived for independent delegates).

For sponsors: $5 per sponsor. All adults attending conference weekend must be signed up as sponsors.

Regular Registration: August 30th - September 19, 2025

For delegates: $90 per delegate, $70 delegation fee (waived for independent delegates).

For sponsors: $5 per sponsor. All adults attending conference weekend must be signed up as sponsors.

April 2nd, 2025: Early Registration and WMHSAid open.

August 29, 2025: Early Registration closes. Delegation fee + 50% of fees due by end of the day to qualify for early registration. (the “Initial Deposit”)

August 30, 2025: Regular Registration opens.

September 5, 2025: WMHSAid application form closes at the end of the day.

September 26, 2025: Last day to notify the Registration Director of any dropped delegates for a refund (read more under “Refund Policy”)

November 7, 2025: Remaining 50% of fees due by the beginning of Opening Ceremonies (the “Final Deposit”)

Please see the Payment Policy for information on paying fees and dues. Note that, should registration close early due to capacity, the fee deadlines do not change.

Throughout conference weekend, WMHSMUN partners with the Colonial Williamsburg Foundation in order to provide a discounted group rate for delegations staying at the Williamsburg Woodlands Hotel. We highly recommend staying at this hotel as we provide a discounted group rate and complimentary transportation to and from William and Mary’s Main Campus before and after committee sessions. More details on booking and receiving the group rate will be provided by our Registration Director, Emily Reynolds, after registering. Please reach out to our Secretary-General Sarah Schulte at secgen@wmhsmun.org with any further questions.

WMHSMUN XXXIX requires a 1:15 sponsor-to-delegate ratio. Every adult attending must be registered as a sponsor. This helps our conference to run as smoothly as possible and is mandated by the college; thank you in advance for your understanding and cooperation!

If a delegation needs to drop delegates, the Registration Director must be notified of all changes by September 26, 2025, in order to receive a refund of delegate fees. Refunds for dropped delegates after this deadline will be subject to Secretariat discretion and may be offered on a case-by-case basis. Under no circumstance will delegation fees be refunded. Please note that it is easier for WMHSMUN to add new delegates to your delegation than it is to accommodate dropped delegates, so please keep that in mind when you are registering for a specific delegation number.

To ensure that our conference can accommodate as many interested delegations as possible, all payments received/postmarked after the deadlines will be subject to late fees. Initial Deposits must either be sent via Stripe by the end of the day on September 19, 2025, or postmarked by September 19, 2025. All Initial Deposits postmarked/received between September 29-October 18 will be subject to an additional 10% late fee, while any payments received/postmarked on October 18th or later will be subject to an additional 15% late fee. Committee Assignments will also not be distributed to delegations until we receive the Initial Deposit. All payments MUST be made in full by the start of Opening Ceremonies on the Friday of conference weekend in order for delegations to participate in WMHSMUN XXXIX. Our Registration Director, Emily Reynolds, will send a comprehensive invoice upon registering, and will contact you when we receive any payment so that you can keep track of your status!

WMHSMUN accepts payments in the form of credit card payments via Stripe or mailed checks. Further information on payments will be provided by Registration Director Emily Reynolds after registering. Should registration close early due to capacity, the fee deadlines do not change.

ONLINE PAYMENT

This is the link to pay online via our Stripe.

MAILING ADDRESS and CHECK PAYMENTS

All checks should be sent to the following address via regular USPS or USPS Priority. Please do not use UPS or FedEx. Please remember to address all checks to International Relations Club at William & Mary. Do NOT make checks payable to WMHSMUN, William & Mary, or W&M MUN.

WMHSMUN XXXIX

International Relations Club

P.O. Box 3032

Williamsburg, VA 23187

Please check out our Financial Aid page for more information on WMHSAID.

Applications are due September 5, 2025.