Frequently Asked Questions about Stanford Conferences

Students Sitting at Conference Table

  1. Why do we need sponsorship to host our program on the Stanford campus? 
  2. What do you mean by "Conference Packages"?
  3. What are Stanford Conferences' Contract (Letter of Agreement) requirements?
  4. Does our organization need to provide insurance in order to hold a program on campus? 
  5. Are your facilities ADA compliant?
  6. For Housing, what are the standard Check-in and Check-out times? 
  7. Will our program be charged if keys are lost?
  8. What level of staffing is required for youth programs?
  9. Is smoking allowed on campus? 
  10. Is there security on campus? 
  11. What is the Alcohol Policy on campus? 
  12. Do I need to pay for parking on campus?

Why do we need sponsorship to host our program on the Stanford campus? 

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.

What do you mean by "Conference Packages"?

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.

What are Stanford Conferences' Contract (Letter of Agreement) requirements?

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.

Does our organization need to provide insurance in order to hold a program on campus? 

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 $3,000,000 per occurrence and shall include Leland Stanford Junior University, the Board of Trustees of the Leland Stanford Junior University, their Officers, Agents, Students, Employees and Volunteers named as additional insureds. Proof of insurance is 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.

Are your facilities ADA compliant?

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 Account Coordinator of this prior to the start of your program

For Housing, what are the standard Check-in and Check-out times? 

Check-in time is no earlier than 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 no later than 12:00 noon. Any non-standard check-in/check-out times and associated arrangements must be authorized by your Conference Account Coordinator in advance of your program's housing check-in date.

Will our program be charged if keys are lost?

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.

What level of staffing is required for youth programs?

Staffing for supervision of minors may vary depending on the type of program, the activities involved, and requirements imposed by the Program Sponsor. However, at a minimum, the following supervising staff to minors ratios must be met:

Participant Age Number of Adult Staff Supervisors Number of Overnight Participants Number of Day-only Participants
6–8 years 1 6 8
9–13 years 1 8 10
14-17 years 1 10 12

 

Is smoking allowed on campus?

It is the policy of Stanford University that smoking in any residence or campus building and within 20 feet of any building is prohibited.

Is there security on campus?

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.

What is the Alcohol Policy 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.

Do I need to pay for parking on campus?

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.