Meeting Spaces and Event Services

Meeting Spaces and Event Services

There are a number of procedures and fees associated with the use of campus auditoriums, classrooms, and outdoor spaces. Because our campus meeting spaces are used heavily during the summer months, conferences must submit their Event Space Request Forms on a timely basis to Stanford Conferences for processing. Subsequently, Stanford Conferences will submit the processed requests to the Office of the University Registrar or to the appropriate departmental scheduler for final approval.

Fees associated with the use of campus meeting spaces may include, but are not necessarily limited to, the following:

• Rental of audio-visual equipment and technician support from Stanford University Event & Labor Services (ELS).

• Rental of tables, chairs, and trash cans from ELS.

• Unlocking and locking of classroom buildings through UGL Services (UGL).

• Cleaning of classrooms and auditoriums, along with adjacent bathrooms (UGL).

• Cleaning of outdoor spaces such as courtyards, groves, and athletic fields (Grounds).

• Fees for use of athletic fields.

• Fees for use of certain classrooms.

Each of the services listed above will be billed by the respective service provider and, subsequently, charged to your conference account.

AUDITORIUMS
An ELS technician must be present for the duration of an event held in an auditorium, including rehearsal, setup, and takedown periods. The technician's duties usually include unlocking and locking the building, and providing support for any equipment in the auditorium. A typical charge for a technician on weekdays, 6:00 AM - 4:00 PM is $65.50+/hour. Evenings (after 4:00 PM) and weekends are typically charged at a rate of $79.50+/hour. Please note that conferences using Annenberg, CEMEX, Cubberley, Hewlett 200, and Hewlett 201 auditoriums will also be charged a technology replacement fee (associated with the facility’s built-in equipment) of $75+/hour. Additional information on equipment rental fees and technician rates are available on the ELS webpage: http://bgm.stanford.edu/groups/els/equipment_services [1]. Planning meetings can be scheduled with an Event Manager from ELS. As prices are subject to change, conference organizers are urged to request estimates for all services.

All auditoriums and adjoining bathrooms require custodial cleaning after the event, regardless of the number of attendees. Estimated custodial fees for various auditoriums are as follows:

CLASSROOMS
All requests for conference use of classrooms are submitted to the Office of the University Registrar by Stanford Conferences and will be accommodated only after the scheduling of Stanford Summer Session classes has been finalized. Based on information received from the Office of the University Registrar, UGL (the University’s custodial contractor) is responsible for unlocking and locking classroom buildings. Custodial cleaning of classrooms and adjacent bathrooms is also required when classrooms are used.

Fees for performing this service are as follows:

If your program encounters a problem with gaining access to classrooms, please contact your Conference Account Manager/Coordinator.

Since many of the auditoriums and classrooms are used by multiple groups on any given day, it is essential for your program to adhere to its scheduled time in each space.

BUILDING ACCESS

• Access to Academic Buildings: Keys are not available for academic buildings. These buildings are opened and locked by custodial personnel on a pre-arranged schedule. If you have written confirmation for the use of a classroom and find that the building is locked, contact your Conference Account Manager/Coordinator immediately.

• Locking Individual Classrooms: Your Conference Account Manager/Coordinator may be able to arrange for individual classrooms to be locked. Although locking a classroom does increase security, this action does not necessarily render the room completely secure, as all regular occupants of buildings may have keys to classrooms. Items of value should never be left in the classrooms. The program must assume the costs of unlocking and locking the classrooms during these times. Estimates can be obtained in advance by your Conference Account Manager/Coordinator.

OUTDOOR SPACES
Breaks, lunches, dinners, performances, and receptions are often held in outdoor venues. All outdoor spaces require cleaning by the Grounds Department after the event, regardless of the number of people in attendance. Outdoor event furnishings/equipment such as tables, chairs, umbrellas, trashcans, recycling containers, stage units, and sound equipment can be rented daily from ELS. All rented equipment is subject to a delivery charge, in addition to the daily rental rate. Rates vary based on when the furnishings/equipment are needed (i.e., weekday vs. weekend, daytime vs. evening).

More information is available on the ELS webpage: http://bgm.stanford.edu/groups/els/equipment_services [1]. Please note that prices are subject to change. An estimate of fees can be requested from ELS.

CHANGES AND NEW REQUESTS
Because of the dramatic increase in requests for event and meeting spaces, it has become challenging for the Office of the University Registrar to process last minute requests. Therefore, changes and new requests must be submitted to your Conference Account Manager/Coordinator at least 30 days before the start of your program in order to ensure processing and obtainment of necessary approvals. Please note that the Office of the University Registrar is no longer able to process last minute requests and changes. Therefore no cancellations, changes, or new requests will be accepted within 7 days before your event.