Policies
- Request Our Services: Inquiries, Reservations, Orders, Changes
- Timely and Last-Minute Requests and Changes
- Cancellations
- Tentative or Incomplete Requests
- Forms of Payment
- Equipment Rentals Pickup and Return
- Lost or Damaged Equipment; Deposits
- Estimates
- Student Orders
Request Our Services
Inquire about equipment or services? Reserve equipment for rental? Place an order? Request an estimate? Make a change on a prior order? Your best action, by far, is to submit these forms: Request Services; or once you have your work request number: Change Request.
More than just an administrative procedure, this method is the best choice for immediately notifying all relevant staff of your plans or needs. No other method, not even a telephone call, will as effectively and quickly inform all of our planning, operations, financial and management teams of your equipment or service needs.
Timely and Last-Minute Requests and Changes
Our scheduling and planning operations are set up to best handle requests and changes arriving at least two weeks ahead of need. For large events, more lead time is recommended. This will afford you the best in planning and in your choice of equipment and services (whether from us or a third party), and is most cost effective.
We will do everything possible to fill your last-minute requests. Requests made less than four working days (Monday through Friday, 8am to 5pm) prior to the time the service is needed may not always be met, or may be charged more than normally expected.
If we have to bring on additional staff, however, or supplement our equipment or labor with outside vendors, these may turn out to be more expensive than our normal services. The likelihood of this is higher for requests or changes made less than four business days before your need. We will always tell you if this is the case for your request.
Further, if your request comes at the time of your service, this may require an additional delivery, for which there will be a charge.
Cancellations
While we understand that cancellations of part of or entire events are a part of the nature of event planning, last-minute job cancellations can be costly. When cancellations loom call us: 650.723.2285.
By contacting us early (more than 24 hours in advance), you may be able to avoid cancellation charges. Such charges arise when, for example, we have performed preparatory work, made commitments to vendors, or have called in or hired staff for your job.
Early notice may allow us to cancel or redirect some of these resources. Jobs cancelled within twenty-four hours of need are the most likely to incur some charges.
Tentative or Incomplete Requests
To deliver services we require a completed work request ( Request Services) at least one day before the work begins. If your initial request was for informational purposes only, or was a request for an estimate, we require finalization or acceptance of that request.
Forms of Payment
We accept Stanford Department account numbers on our online work request ( Request Services) and, for Student Orders, on the advanced, confirmed, approval by the ASSU financial officer. We also accept cash, check, or credit card (Mastercard and Visa only), but note that you must be using our services and equipment on campus.
Sponsored groups may be billed directly via Mastercard or Visa, but the Stanford University Sponsoring Department MUST provide the department's PTA. The sponsoring department is ultimately responsible for the sponsored group.
Equipment Rentals Pickup and Return
Instead of using our delivery services, you may choose to visit our facility and pick up the equipment yourself.
Pickup: Any time during our office hours. To allow yourself time to check over the equipment it is best to arrive before 3:00pm. We recommend you call first to be sure we are prepared for you, and that questions regarding payment won't delay you.
Return: To avoid additional daily charges, return your rental before noon on the day it is due back. Special return times may be arranged for multi-day rentals.
Lost or Damaged Equipment: See Lost or Damaged Equipment; Deposits, below.
When asking us to retrieve equipment from your location, please arrange a time when the location is accessible. That is, in a location not otherwise in use, and when someone can provide access to locked facilities. If we must make multiple attempts at pickup, you will incur additional labor charges, and possibly additional rental charges.
Lost or Damaged Equipment; Deposits
You are responsible to us for the equipment you use through us. Please ensure the equipment is used properly and held securely.
You will incur a charge, for the full replacement cost, for equipment lost, damaged, or otherwise altered.
Deposits: Your Stanford Departmental account will be used for these costs. If not using this payment method, an additional $30 deposit is required, in the form of cash, check, or credit card number. Your deposit is returned on the safe, on-time, return of the equipment.
Estimates
We are happy to provide estimates for your event, or any aspect thereof. With your help we can complete most estimates within one week of your request. Be sure to add that time to your request lead time, or let us know if you're in a rush. You can approve the provided estimate to convert it into a formal service request, or use the information on the estimate to submit a new service request.
Use our standard request form ( Request Services), indicate that it is a request for an estimate, and provide whatever information you can and whatever questions you have. Our Event Planners will contact you if they need any additional information or to explore options.
Naturally, the more specific your request and the more closely it matches your planned event, the closer our estimate will be to the actual charges we ultimately present for the services we actually provide at your event.
Most estimates include a 20% surcharge for "day-of" additions, which is waived if you do not make such changes.
Student Orders
Student organizations have at their disposal our full line of services and equipment.
To use our services and equipment, student organizations must follow the procedures established by the ASSU (Associated Students of Stanford University).
Your first step with Event & Labor Services is to request a detailed estimate: Request Services. Please provide a budget number so we can tailor our recommendations accordingly.
Once we have finally reached an estimate that you agree meets your needs, your Financial Officer MUST approve the "final" estimate and return it to us.
We will then forward the approved estimate on to the ASSU for final funding approval. Once we receive notice of ASSU approval, we consider the request fully funded.
For your information, the ASSU and OSA will verify that:
- Your organization is properly registered
- Your Financial Officer is on the signature card
- Your organization has sufficient funds in its ASSU account
- You have properly reserved the location for your event, with the appropriate campus office(s)
- You have made appropriate arrangements for clean-up following your event
See also: