Stanford Conferences Timeline

Stanford Conferences Steps, Timeline & Documents 

Welcome to our Conference Planning Manual.  We are currently updating the documents and forms below to reflect Summer 2022. Please consult your Account Manager for any questions related to your summer program.  Please check back for updates in the next few weeks.

Step 1: Approval                                             Step 2: Reservation                                             Step 3: Letter Of Agreement

Step 4: Planning                                             Step 5: Execution                                             Step 6: Reconciliation

Step 1: Approval

Obtain approval for your camp or conference from the Summer Program Committee.

Planning Deadlines for Conference Organizers 

Step in Process

TO DOs for Conference Organizer

Relevant Documents or Forms

UNIVERSITY APPROVAL

Recommendation Form - The Summer Program Committee (SPC) reviews all summer programs based on a recommendation form from the college dean or department head. Work with college dean or department head. The recommendation form is submitted to the SPC by the college dean or department head only. Recommendation Form (to be completed and signed by college dean or department head)

WAIT FOR APPROVAL BEFORE PROCEEDING TO NEXT STEP.
THE SUMMER PROGRAM COMMITTEE WILL NOTIFY YOU OF THEIR DECISION.

Step 2: Reservation

Reserve your summer housing and dining needs and begin work on mandatory documentation.

Step in Process

TO DOs for Conference Organizer

Relevant Documents or Forms

RESERVATION & MANDATORY DOCUMENTS

Once approved, organizer must submit the Reservation & Accounting Questionnaire before reservations can be confirmed. Provide conference info, housing types, and preferred dates. For some programs, reservation deposits may apply.
Space Request Form
(for event space, meeting space and/or classrooms)
Request for campus space using the Meeting Space Request Form. Requests are considered based on availability. Please send your request as early as possible. Requests received after the deadline and any last-minute changes may not be accommodated and may also incur a processing fee. Cancellation/Penalty/Late fees may apply. If reserved rooms remain unused during the program, you may be asked to release reserved rooms to accommodate other programs. 
Insurance & Endorsement (for non-Stanford organizers only; departments are exempt from this requirement ); must be submitted no later than 30 days before the program start date. Stanford requires a Certificate of Comprehensive Liability insurance for a minimum of $3M per occurrence and a Statement of Endorsement. Programs without proof of insurance will not be allowed on campus. Due 30 days before program start date.
Risk Mitigation Plans (must be submitted no later than 30 days before the program's start date) All programs must submit a plan that mitigates risk on campus. Plans should cover campus emergencies, contingencies, contact information and other essential information about the program, its activities and participants. Refer to plan templates, and submit 30 days before your program start date.

 

Protection of Minors / ePOM Registration Stanford requires that all summer programs with minors register in the SU Protection of Minor website (ePOM) and comply with all requirements. Due 30 days before program start.

Step 3: Letter of Agreement

Sign your Letter of Agreement and Final Guarantee; arrange deposit payments, if applicable.

Step in Process

TO DOs for Conference Organizer

Relevant Documents or Forms

LETTER OF AGREEMENT

Letter of Agreement, Rates, Guarantees and Deposits - The Letter of Agreement will include summer housing and dining rate information and confirmation of the number of beds reserved.

The Letter of Agreement (LOA) includes summer housing and dining rate information and confirmation of the number of beds reserved.

Submit the LOA by the due date specified by Stanford Conferences. For non-Stanford organizers: a deposit of 20% of reserved packages is due, and a $150 penalty will accrue for each day deposit is late. A deposit guaranteeing 95% of the housing and dining package that you are guaranteeing (whichever is higher) is due along with your Final Guarantee.

Stanford organizers are exempt from paying deposits but must still return a signed Letter of Agreement and Final Guarantee by the due date.

Billing Overview for External Clients 

YOUR PLANNING MEETINGS BEGIN. YOUR CONFERENCE, HOUSING AND DINING TEAM WILL CONTACT YOU TO DISCUSS YOUR NEEDS. PLEASE CAREFULLY REVIEW THE SERVICES, COSTS, DEADLINES AND OTHER DETAILS.

Step 4: Planning

Plan all elements of your program(housing, dining, classrooms, golf carts, master keys, parking permits, signs, etc.) with your Account Manager.

 

Step in Process

TO DOs for Conference Organizer

Relevant Documents or Forms

PLANNING MEETINGS

Housing Services Your  Account Manager will meet with you to discuss your summer housing needs.
Dining Services Your  Account Manager and dining rep will confirm your dining hall locations as well as dining and catering needs.
Parking Permits For program participants requiring residential parking permits, purchase these permits directly from the Transportation office using order links provided by your Account Manager. Arrange this as soon as possible because of varying processing times. Participants and guests may also purchase visitor parking in parking lot kiosks.
Golf Cart Rental Arrange golf cart rental with university golf cart provider. Pay attention to golfcart training and driving requirements on campus.
Alcohol Permit (Adult Conferences Only) Stanford regulations require an alcohol permit for any event on campus where alcohol will be served. Obtain the necessary permits from the ABC Office. Permit is due 60 days before the event.
Service Requests (keys, fobs, linen packs, maps, signholders)

Place orders for additional services with your Account Manager. Services include: keys, fobs, linen packs, maps, and signholders. Submit your needs as early as possible. These services are in high demand and require extensive processing time with service providers. Due 45 days before program start date.Review relevant university policies related to your requirements. 

All services checked out from the Stanford Conferences office must be returned directly to the Stanford Conferences office.

 

  • Service Requests:Keys/Linen Packs/Student Workers
Work Orders (AV Equipment, furniture, custodial, tech labor) Coordinate with your  Account Manager on any equipment or labor you require to support your conference (i.e.: tables, chairs, A/V, event set-up and clean-up, A/V technician for auditorium usage, etc.). Due 45 days before work is required.
  • Meeting Space & Event Services

Health Care Services

 

Coordinate with your Account Manager on any health care services required for your conference.
Telephone Services Submit a request form for telephone services such as voicemail, line reactivation or a special phone number to a specific jack. Coordinate with your Conference Account Manager. Due 30 days before program start date.

 

Sign Postings on Campus

 

If you are planning to install directional signage to help participants get to your program's residence or activities, please review the policy on sign postings on campus. Guidance is provided for types of signholders to be used, size, and locations where these signs are permitted.

 

Internet Connectivity & Assistance

 

Coordinate with your Account Manager if you require internet or tech support  for your computer lab or other equipment requiring connectivity.
  • Stanford Conferences Computing Guide Request Form
Housing Roster Stanford Conferences will send you roster templates and floor plans so you can assign rooms and provide the final list of participants, staff, and guests staying in your assigned housing. Roster is due 7 days before the start of your conference. Send rosters to conferencerosters@stanford.edu. A $150 penalty will accrue for every day your roster is late.
  • Roster Procedures  
  • Sample roster  
  • Sample Roster Update Form - Commuter
  • Sample Roster Update Form - Residential

YOUR CONFERENCE OR CAMP TAKES PLACE! COORDINATE CLOSELY WITH YOUR ACCOUNT MANAGER AND CONFERENCE FRONT DESK TO UPDATE ANY ROSTER CHANGES TO ENSURE ACCURATE BILLING.

Step 5: Execution

Your program goes live! Work with your Account Manager and Conference Front Desk to execute your camp or conference successfully.

Step in Process

TO DOs for Conference Organizer

Relevant Documents or Forms

EXECUTION

Accurate and Timely Roster Updates Work with your Account Manager and Conference Front Desk to execute your program successfully. Monitor your staff and  participants' housing movements and send timely updates for any roster changes to your Conference Front Desk
  • Roster Change Update form - Commuters ;
  • Roster Change Update form - Residential
Onsite Registration / Check-ins / COVID Protocol Checks You and your Account Manager already anticipated your check-in and registration arrangements. Make it a point to observe your check-ins and make notes for future imrpovements. Reach out to your Account Manager for any issues related to your group's registration.   

 

Campus Resources

Stanford in the summer can be an exhilirating, and equally bewildering, place! Review the many resources available to help you get around the campus while you ensure the success of your program. Reach out to your Account Manager with any questions -- if we don't have the answer, we can find out who on campus would know. 

Step 6: Reconciliation

Reconcile billings and payments at the conclusion of your camp or conference.

Step in Process

TO DOs for Conference Organizer

Relevant Documents or Forms

RECONCILIATION & PAYMENT

Reconciliation Meeting Within three days following the conclusion of your program, your Account Manager will meet with you to reconcile final counts and billing.  
Payment

Internal clients will receive a final invoice that shows the final amount that was processed on the PTA provided. All conference-related charges from Stanford Conferences and other service providers will be consolidated into invoices sent from Stanford Conferences to the client. Payments for any remaining balances will be due 30 days from each invoice statement date.

Make checks payable to: Stanford University and mail to:

Stanford Conferences c/o R&DE AP, U147
485 Broadway, Redwood City, CA 94063

A late fee of $25 per day may be applied for any payment not received at least 30 days after each invoice date.