Only the president or treasurer of the group may place a request. Please submit your request online here.
Requests for meeting room reservations are accepted andprocessed the last two weeks of each quarter for the subsequent quarter.
Bechtel cannot approve or confirm requests for the following quarter before the last day of the prior quarter. One-time events may be scheduled up to one academic year in advance. All requests must be submitted no later than four full working days prior to your proposed meeting or event.
Rooms are available Monday-Friday 9am-10pm, Saturday & Sunday 5pm-10pm
To reserve a room you must fill out the room reservation form (available online) and submit it in person to the information desk at Bechtel. Room availability information cannot be given over the phone, nor can rooms be reserved by phone.
There may be an administrative fee, a fee to cover cleaning costs, and/or a host fee, depending on the size of your group and the nature ofyour event.
Priority for the I-Center given on case-by-case basis, subject to availability, and according to priorities. First priority is given to I-Center programs and functions, followed by international groups, and or functions which are international in nature, followed by non-internationally related events sponsored by Stanford groups or departments.
All Groups holding events for which the I-Center determinesthat a work order will be necessary for clean up, must pay a $20 fee inaddition to the cost of the work order. All groups holding events for which the group is charging any sort of fee (for food, admission, etc) must provide the I-Center with a written budget detailing the charges, expenses, and amount of money generated by the event that will be retained by the group.
If you are expecting 100 or more people at your event and/oryou are planning to serve food, the I-Center must submit a work order f! or adetailed cleaning that will be charged to you with an additional administrative fee.
Available only after 5:00pm
Capacity: 8-15
Bridge, 723-3392
Sign Up Sheet on the door. Students must use student rooms, not rooms used by Bridge. Students must clean up after themselves.
Reservations for the use of any Athletic facility for non-athletic events must be made with RSO and are subject to the approval of the Director of Stanford Events.
Any group using an Athletic facility is responsible for all costs incurred including, but not limited to, clean up, technical, floor tarps and utilities.
The Athletic Department does not have any athletic equipment available for users of their facilities.
Capacity: 221
Registrar’s Scheduling Office (RSO), 723-6755
The classroom in this building is an air-conditioned recital hall for musicians, and can be used as an auditorium for non-Music classes before Noon from Monday through Friday.
Must fill out reservation form either in person or online.
The Clubhouse Auditorium is a general use facility formeetings, workshops, receptions and occasional large social events sponsored byregistered VSOs. Priority is given! to the tenants of the Clubhouse. The Clubhouse is only available for useMonday thru Friday from 8:00am-5:00pm and Saturday and Sunday afternoon(2:30-5:00pm) and some weekend evenings. Social events/dances and private events are not permitted.
Groups with more than 40 participants must submit a workorder. Furniture and equipment forthe ballroom may be ordered through Event Services.
Activities scheduled in Cubberley include classes, lectures, exams, panel discussions,meetings, conferences, films (both 16mm and 35mm), slide shows, symposia, smallmusical ensembles or soloists, workshops and certain small-scale theatricalproductions.
Becauseof the lead-time needed to schedule the required technical assistance,custodial s! ervice and air conditioning, reservations must be made at least 15 working days in advance. The lobby may be booked separately, however it may notbe scheduled at times when another event is already scheduled in theauditorium. Lobby and front patio area must be formally booked through RSO.
Custodial Services and Technical Services are always required for Auditorium use, and depending on technical supportneeded, Event services will most likely need to be contacted.
To schedule Cubberley, you must first visit the RSO inperson, via email or by phone to check availability. Once you have confirmed availability through RSO, you must contact the School of Education for approval of your event type.
Once the School of Education has emailed an approval to RSO, request or follows steps listed here.
Capacity: 716
Registrar’s Scheduling Office (RSO), 723-6755
Events scheduled in Dinkelspiel include theatricalproductions, musical ensembles or soloists, piano concerts, dance performances,meetings, lectures, symposia, workshops, panel discussions, slide shows, conferences and films (16mm only).
If you want to use the lobby, that too must be formally reserved through the RSO.
During any use of the building, including previews of facilities and equipment, rehearsals and receptions, there must a Music Depttechnician on duty. Costs willinclude these technical services, in addition to a general service fee to theMusic Department, custodial fees and the cost of any other equipment needed from Event Services.
Capacity: 20-70
El Centro, 723-2089
VSOs and campus units must reserve space by signing up inthe room reservation calendars located in the administrative office. Include name of organization, contactname and phone number, as well as specific starting and ending times of event, when signing in calendar.
The first week of each quarter is set aside for Chicano/Latino student organizations and campus units to reserve Centrofacilities for their use for the quarter. After that week, all other universitystudent groups and units are invited to reserve space for that quarter.
All groups should fill out and sign the Guidelines and Agreements for Use of El Centro form prior to use. Student Organizations housed in El Centro have priority inreserving meeting space.
Organizations are responsible for set up and clean up of the space used. A fee may be assessed for damage and clean up required as a result of their use of El Centro.
Capacity: Common Room, 200 assembly/100 tables and chairs; Lakeside Room, 56/25. Governor’s Corner: 723-1521
Information of availability for a certain date can be givenby the Governor’s Corner Office personnel. However, a reservation or “hold” cannot be made over the phone. Reservations will only be take when a $150 deposit fee has been collected. Deposits are refundable.
Organization using the space will be responsible for all cleaning and/or damage costs associated with the event. If the organization does not pay for the costs, the individual reserving the room is responsible for any charges notborne by the organization.
Student groups or the individual student responsible for the room must have attended during the current academic year an OSA Party Planning Guide workshop or watched the video tape, in order to have a party in Elliot.
Reservations for student groups can be made no more than 8 weeks prior to your event.
Capacity: 375
Medical School Student Services, 723-6952
Visit the website, and fill out online reservation form.
Priority given to SUMC affiliated people. It may not be scheduled more than three months in advance.
Capacity: Dining, 233; Assembly, 478
Registrar’s Scheduling Office (RSO), 723-6755
If you are using the Ford Center Atrium, your event cannot block access to any of the other facilities in the building. You may expect foot traffic to and from the Athletic offices, the Gymnastics Training Center, the San Diego Sports Halland Burnham Pavilion. This areacannot be booked by itself. TheFord Center Atrium may be used only in conjunction with an event scheduled in San Diego Sports Hall or Burnham.
Reservations for the use of any Athletic facility for non-athletic events must be made with RSO and are subject to the approval of the Director of Stanford Events.
Any group using an Athletic facility is responsible for all costs incurred including, but not limited to, clean up, technical, floor tarpsand utilities.
The Athletic Department does not have any athletic equipment available for users of their facilities.
Capacity: 6000 lawn or picnic-style seating / 9000 festival standing or chair seating
Registrar’s Scheduling Office (RSO), 723.2285
Events that can be held in Frost include large public gatherings, large performance ensembles, rock concerts, symphony orchestrapresentations, and soloists using amplified sound. Picnics and small gatherings may be scheduled at the discretion of the Director of Stanford Events. Regular small group meetings may not be scheduled at frost.
There are generally a lot of costs associated with the use of Frost including the stage costs, technical and custodial services.
Frost doesn’t include a permanent sound and lighting system; arrangements must be made through the Events and Labor Services to provide services for the event.
Groups must meet all applicable requirements and guidelines described in the Stanford Events Policy.They! must be able to demonstrate the ability to present a large-scale event(including previous successful event planning experience), and have sufficient financial and human resources, to support the event, organizational continuity, and experience working cooperatively with the Stanford Police Department. Performance groups must have an adequate history of performances void of safety problems and security problems. Approval from the Office of Student Activities and Stanford Events is required at least eight weeks in advance of the event and before any arrangements are made.
Large events and nighttime events will be subject to other rules and regulations.
This is an auditorium (with multi-panel blackboards and windows) containing instructional technology. It is optimized for multimedia presentations and offers wheelchair accessibility.
Capacity: 10-50
723-0992
To reserve a room in the Haas Center, you must check the meeting maker calendar in the lobby to see what times are available (facility availability information cannot be given over the phone, no can rooms be reserved by phone), and then submit a reservation form in person, to the Resource Specialist (Room 115).
Student groups affiliated with Haas can begin reserving facilities for each quarter during the week prior to the beginning of each quarter. Student groups not affiliated with Haas can begin reserving facilities for each quarter during the first week of each quarter.
Rooms in Haas are available Monday-Friday from 8:00am-9:00pm. For after hours and Saturday and Sunday use, prior arrangements need to be made.
Permission for use of Haas facilities and space will begiven on a case by case basis, subject to availability and according to service-related priorities.
