Frequently Asked Questions about Stanford Conferences

Summer Camp Youth and Adult Participants  FAQs

  1. How do I sign my child up for a summer camp?

  2. When does summer camp season begin at Stanford?

  3. How much is a summer camp program?

  4. What is the age range of summer camp participants at Stanford?

  5. What is the difference between a Stanford-managed and a non-Stanford managed program?

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

  7. Is smoking allowed on campus? 

  8. Is there security on campus? 

  9. Will I eat my meals in a campus dining hall or café?

 

Returning and First-time Conference Organizers FAQs

  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. What is the Alcohol Policy on campus? 

  7. Will our program be charged if keys are lost?

  8. What level of staffing is required for youth programs?

  9. Do I need to pay for parking on campus?

 

Non-Student/Guest Summer Housing FAQs

  1. Why are there limited summer housing units and dates available?

  2. Will you be offering more summer housing types and dates in the coming months?

  3. What are my payment options when booking my room, and what is your cancellation policy?

  4. I just submitted my application.  When will I receive confirmation?

  5. What documents must I submit to be eligible for non-student summer housing?

  6. Can I bring my spouse or partner along even if he or she is not affiliated with Stanford?

  7. I have an internship close to Stanford but I am not affiliated with Stanford.  Can I apply for non-student summer housing?

 

 

FAQs - Summer Camp Youth & Adult Participants

How do I sign my child up for a summer camp?

Sign up directly by reviewing the current list of summer camps and visiting the camp website of your choice to get admission information, deadlines, cost and other requirements. Admission instructions are available in these websites.  

 

When does summer camp season begin at Stanford?

Summer camp season runs June 21 through August 31, 2019.

 

How much is a summer camp program?

The cost of a summer camp program depends on the type of program you select, the length of the program and other factors.  Be sure to check the camp organizer’s website for cost and if scholarships are available.

 

What is the age range of summer camp participants at Stanford?

Summer camp participants range in age from 6 to 18 years old.  Conference organizer websites will have information regarding age and other admission requirements.

 

What is the difference between a Stanford-managed and a non-Stanford managed program?

Stanford managed programs are run by Stanford departments, and non-Stanford managed programs are managed by external organizations of good standing that have been fully vetted by the university. ALL summer camps held in the Stanford campus are sponsored by a Stanford department, and verified to be fully supportive of Stanford University’s mission of teaching, research, and/or public service.

 

For housing, what are the standard check-in and check-out times? 

Check with your camp counselor. Standard 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 11:00 am. Any non-standard check-in/check-out times and associated arrangements must be arranged by your camp counselor and authorized by the Conference Account Coordinator in advance of your program's housing check-in date.

 

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.

 

Will I eat my meals in a campus dining hall or café?

Housed camps and conferences have special meal arrangements with dining halls or retail cafes.  Your camp counselor will provide you a time and a location to take your meals. If you do not have any pre-arranged meals, there are retail cafes on campus. 

 

FAQs - Returning and First-time Conference Organizers

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

 

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.

 

Will our program be charged if keys are lost?

Yes. 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

 

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.

 

FAQs – Non-Student Summer Housing

Why are there limited summer housing units and dates available?

Summer housing for non-students is very limited, and available dates and housing types are determined once the summer housing needs of all matriculated Stanford students are met. Although Stanford is a residential university, 35% of its graduate students live off campus. Simply put, there is very limited campus housing to begin with at Stanford. 

 

Will you be offering more summer housing types and dates in the coming months?

As we get closer to summer, more housing might open up for stays from mid-July to August.  Please sign up for our mailing list to receive housing updates as they become available.

 

What are my payment options when booking my room, and what is your cancellation policy?

Major credit cards such as Visa, Mastercard, Discover and American Express are accepted. Payment in full is required for all bookings.  Cancellations must be made in writing at least seven (7) days before check-in date, and a refund will be given minus a 20% cancellation fee. No refunds will be given if reservations are canceled less than seven (7) days from the check-in date. If you cancel after your housing has begun, you will not be eligible for a refund or proration of the remaining portion of your contract. Payment for the entirety of your contracted reservation is required regardless of early departure. Stanford departments can arrange PTA and Cost Center payments directly with our finance team.  Contact Curie Sevilla at csevilla@stanford.edu for details.

I just submitted my application.  When will I receive confirmation?

Please allow 5 to 7 business days for the team to vet your eligibility for non-student summer housing.  You will receive a confirmation as soon as eligibility has been established.

 

What documents must I submit to be eligible for non-student summer housing?

There are three documents that need to be submitted:  1) A Stanford Affiliation Form or offer letter proving your affiliation with a Stanford department, 2) a signed Liability Waiver, and 3) a signed Housing Policies & Services Form.

 

Can I bring my spouse or partner along even if he or she is not affiliated with Stanford?

Yes, you can, but please be sure to check the accommodations you are booking. Not all types of housing can accommodate a couple. Munger shared apartments, for instance, have a private room that has one full-sized bed which couples can share.  No additional beds are allowed.

 

I have an internship close to Stanford but I am not affiliated with Stanford.  Can I apply for non-student summer housing?

No.  All non-student summer housing guests must be affiliated with Stanford University.