University policy requires all conferences to secure academic sponsorship in order to host their program on campus. Program organizers are required to have a Sponsorship Form (available from Stanford Conferences) signed by a Stanford dean or department chair, verifying that the program fully supports the University's mission of teaching, research, and/or public service. This form needs to be submitted in a timely manner along with the program's Reservation Form and deposit check. Academic sponsorship must be renewed annually.
Stanford places great emphasis on external programs that invite Stanford faculty as guest speakers, and/or that afford employment and/or participation opportunities for Stanford students.
All accommodations are provided as a package that includes campus housing and dining services for the duration of your program. There is no reduction in price for late arrivals, early departures, and/or missed meals. Final package rates will depend on arrangements made at your planning meeting. Please keep this in mind when budgeting for your program.
Contractual Obligations (Letters of Agreement)
A signed "Initial Letter of Agreement" (LOA), guaranteeing 80% of your housing and dining packages, is due February 15 in the year your conference will be taking place at Stanford. A non-refundable deposit, covering 20% of your estimated participant housing and dining charges, is due with the Initial LOA.
A signed "Final LOA" is due 30 days before the start of your program. At this time, the minimum non-refundable payment due for housing and dining will be 95% of the guaranteed packages indicated in your Final Letter of Agreement, or 80% of the guaranteed packages indicated in your Initial Letter of Agreement (less the housing deposit for non-University conducted conferences), whichever is greater.
All non-Stanford conference groups must procure and maintain Comprehensive General Liability insurance covering claims for loss, damage, injury, death, and property damage arising out of or in connection to your conference. Insurance shall be for a limit of at least $2,000,000 per occurrence and shall include Leland Stanford Junior University, the Board of Trustees of the Leland Stanford Junior University, their Officers, Agents, Students and Employees named as additional insureds. Proof of insurance and your insurance statement of endorsement are due 30 days before the start of your program.
For programs conducted by Stanford organizations, the sponsoring department will be responsible for the deductible, if any, for any claim made against Stanford University insurance.
In compliance with the Americans with Disabilities Act of 1990, Stanford University is committed to ensuring that its facilities are accessible to individuals with disabilities. If any member of your group has special needs, please inform your Conference Coordinator/Manager of this prior to the start of your program.
Housing Check-in and Check-out
The standard check-in time is after 3:00 PM. Guests may check in at their designated Conference Front Desk (or nearby area, as determined by Stanford Conferences). Standard check-out time is 11:00 AM. Any non-standard check-in/check-out times and associated arrangements must be authorized by your Conference Coordinator/Manager in advance of your program's housing check-in date.
Lost Key Fees
Key deposits will no longer be collected at group check-ins. For the security of our guests, the lock to a sleeping room is changed once the Conference Front Desk is notified that a key has been lost or if a key is not turned in at check-out. Any lost key fees will be billed directly to the conference program.
Youth Program Staff
Participants under the age of 18 must be supervised by an adult at all times. We require a minimum of one adult counselor for every ten youth participants. Counselors must be aware of the Stanford University policies and Code of Conduct, and enforce as appropriate. If your program's attendees are undergraduate students, a Resident Assistant must live in each residence.
Smoke-Free Environment Policy
It is the policy of Stanford University that smoking in any residence or campus building and within 20 feet of any building is prohibited.
The Department of Public Safety provides on-campus law enforcement, security, crime prevention, and emergency services on the Stanford University campus 24 hours a day. A Palo Alto fire station is also located on campus.
Alcohol may be served at an adult event held on campus provided the conference organizer(s) adhere(s) to the "Guidelines for Distribution of Alcohol and Procedures for Obtaining an Alcohol License" as articulated in the "Alcohol Policy" document contained in the Conference Planning Manual (distributed to conference groups). Alcohol or controlled substances are not to be stored, served, or consumed in youth-designated buildings at any time, whether minors are present or not.
Bartending services for conferences holding an event in the dining hall are provided by Best Beverages Catering. Requests for bartender service should be submitted to the Stanford Dining Central Office at (650) 723-1628.
Parking lots are located near most residences. Parking permits are required for all cars seven days a week. Two types of parking permits are available from Stanford Conferences: monthly permits and daily permits. Permits can be ordered in advance and billed to your program or purchased individually at a Conference Front Desk.