Roster Procedures

Instructions for completing your roster
The roster will be emailed as an Excel attachment.  It will include the name(s) of the residence(s) and room numbers (if applicable) pertaining to where your conference will be residing. On the roster, you will be required to complete the following sections:

• Last Name/First Name: List the names in the separate columns provided.

• Gender: Select from the drop down menu “M” for Male or “F” for Female.

• Room Type: Defaults to the typical accommodation type for your program. Select from the drop down menu “Single” or “Double.” Please note that “Double” refers to all types of shared room configurations (e.g., double, triple, quad, etc.). If there will be only one person residing in a room, change the field from “Double” to “Single.”

• Participant Type: Defaults to “Participant.” You will need to change these fields if the visitor is considered “Staff” or “Guest.” Guests are individual visitors to a program (i.e., spouses, guest speakers, etc.). Select from the drop down menu “Participant,” “Staff,” or “Guest.” This designation allows the Conference Front Desk (CFD) to determine who is authorized to charge against your master account.

• Check-in Date: Defaults to the first date of your housing package. You will need to change this date for anyone arriving before the check-in date, as these are individuals who will be adding additional nights to their housing package. Participants/staff staying between sessions should be noted as early arrivals on the second and all subsequent session rosters.

• Check-out Date: Defaults to the last date of your housing package. You will need to change this date for anyone remaining beyond the check-out date, as these are individuals who will be adding additional nights to their housing package.

• Room Number (Applies only to Conference Organizers doing their own room assignments): The available rooms/beds in the residence(s) reserved for your program will be listed on your Excel spreadsheet. Please assign one person to each bed space. If your program will not use all the rooms in your assigned residence, please be sure to assign rooms that are close together, rather than partially occupying an additional floor or wing of a residence. For more information on floor plans, please see Page 2 of this document.

Please maintain default capitalizations in all columns. Once you have completed your roster, please be sure to save it under the same file name used by Stanford Conferences.

Floor Plans
If you choose to make your own room assignments, floor plans of your conference’s assigned residence(s) will be emailed to you along with your roster form. Offline rooms and room occupancies will be indicated on your floor plans. These plans have been saved as PDF files and should be viewed using Adobe Reader. To download the most recent version of Adobe Reader, please visit:   http://get.adobe.com/reader/

• Reading your floor plans: Please be advised that furniture configurations depicted on floor plans are often not current. Refer to the labels for actual occupancy type. If two rooms share the same room number but each are labeled with different letters, notice the door between the rooms, as this is often a two-room double or a two-room triple. Two-room triples typically have three beds in one room and other furniture (dresser, desk, etc.) in the other room.

• Rooms taken offline for your program’s offices: When completing your roster, be sure to indicate any rooms that your program will be using for offices or storage rooms (if not already marked). Enter “Office” or “Storage” into both the Last and First name fields on the spreadsheet

Printing floor plans: To print your floor plan from the Adobe PDF file, choose “Print” from the File Menu. Under the “Comments and Forms” section of the print window, select “Document and Markups” (options can differ according to the version of Adobe you are running). Selecting these options will allow the colored boxes (indicating configurations and offline rooms) to print. For paper scaling, choose “Fit to Paper” or “Fit to Printable Area” (depending on your printer’s options) to produce the largest possible printout size. If your printer has the capability, you can print the floor plans to their full 11”x17” size. Otherwise, Adobe will re-scale them by default.

Note: Please see illustration of floor plan printing instructions

Roster FAQs

What is a roster? 

A roster is list of all your participants, staff, and guests living on campus during the duration of your conference.

How do I obtain a roster?

The roster form will be emailed to you as an Excel spreadsheet. Floor plans will also be emailed if you have chosen to make your own room assignments.

When are rosters due? 

If you are making room assignments for your conference, the roster is due seven days before the start of your conference. If Stanford Conferences is making your room assignments, the roster is due 14 days before the start of your conference. The penalty fee for late rosters is $150/per day, seven days a week. Note: This penalty fee is cumulative.

What if I need to increase the number of my participants/staff?

Contact your Conference Account Manager/Coordinator prior to increasing your program’s participant/staff numbers beyond the number of bed spaces reserved on your most recent contract. Roster increases will be accommodated depending on space availability.

What if I have participants/staff arriving early or departing late?

Participant/staff early arrivals and late departures need to be listed on your roster and approved by your Conference Account Manager/Coordinator. If scheduling conflicts arise, early arriving/late departing individuals may be assigned to alternate housing for the additional days of their campus residency.

What if I have participants/staff staying for two or more sessions?

Participants/staff staying for two or more sessions must be included on the roster submitted for each session.

To cover their night(s) between sessions, all participants/staff staying for any additional session(s) should be noted on your roster as early arrivals for the second and all subsequent sessions they are staying for. Their check-out date should remain the actual check-out date for each session. For example, if you have three sessions with dates 7/5-7/12 (Session 1), 7/14-7/21 (Session 2), and 7/23-7/30 (Session 3), an individual staying for all three sessions should be listed on each roster with the following dates of stay:
 

The Roster Update Form includes a column for stay-overs. If you are providing updates for any participants/staff staying between sessions, please note them as “Y” (Yes) in the “Stay-over” column. If your program will have multiple sessions with individuals staying for two or more sessions, we strongly encourage you to have either your on-site contact or the individual who prepares your roster discuss these “multi-session” participants/staff in detail with your Conference Front Desk (CFD). This will ensure a smooth check-in and check-out for all your sessions.

How do I return my completed roster?

Use the same roster spreadsheet that was emailed to you by Stanford Conferences and email it back as an attachment to: conferencerosters@stanford.edu. (Note: Please be sure to save the roster under the same file name used by Stanford Conferences). Please DO NOT FAX your roster. If you experience problems reattaching your roster to your email message, please call your Conference Account Manager/Coordinator for assistance with this process. On the roster, please provide the information requested in the appropriate columns. The roster format has been locked to ensure accurate portrayal of information.

What if I need to change my roster?

If you have changes to make after you’ve submitted the original roster to Stanford Conferences, use the Roster Update Form. This form will be sent along with your roster form. Please email or fax your Roster Update Form to your designated CFD, along with a copy to your Conference Account Manager/Coordinator. Requests submitted less than 24 hours before your designated check-in time will be processed upon the conclusion of your check-in.