Important Summer Conference Planning Dates

Planning Deadlines for External Conference Organizers  

The Summer 2020 Conference Season begins on Friday, June 19, after 5:00 p.m. To help us best meet your needs, please note the following important action steps and their associated deadlines. If you have any questions regarding this information, contact your Conference Account Manager.

 

Explanation

Relevant Dates

Penalty Fees

Reservation Form 

Submit your conference information and preferred dates for your 2020 conference.

Due September 30, 2019

 

Sponsorship & Accounting Questionnaire

Completion of the Sponsorship and Accounting Questionnaire is required of all conference programs. Form may be submitted online, but printed copy must be signed by the sponsor and returned to your Conference Account Manager before reservations can be confirmed. First time programs must be sponsored by a department chair or dean. 

Due November 1, 2019 

 

Meeting Space:

Event Space Request Form  

 

Meeting Space Revisions and Updates

To ensure that all requests can be accommodated, highest priority will be given to event space requests received on or before February 14th, 2020.

Requests received after February 14th, but more than 30 days before the start of your conference, will be given secondary priority without penalty.

Requests received within 30 days of the start of your conference will be given lowest priority. Due to limited availability, meeting space requests received after the deadline and last-minute changes run the risk of not being accommodated. Requests received within 30 days of the start of your conference may also incur a processing fee.
In the event that reserved rooms are found unused during your stay on campus, you may be asked to release reserved rooms in order to accommodate other Stanford Conferences guests.

Due February 14, 2020

Requests received within 30 days of the start of your conference may incur a processing fee.

Letter of Agreement, Rates, Guarantees, and Deposits 

Provided your account is in good standing, the Letter of Agreement, including summer housing and dining rate information and confirmation of the number of beds reserved for your 2020 conference will be sent to you in December, 2019.
The signed Letter of Agreement is due along with a deposit of 20% of your reserved packages.* A $150 penalty will accrue for every day late.


The Details Addendum will be sent after the planning meeting, outlining guarantees and details of arrangements discussed. Signed copy is due along with your Final Guarantee and deposit. Final Guarantee and deposit represent 95% of the housing and dining packages that you reserved or are guaranteeing (whichever is higher).*
*Internal programs are not required to pay deposits but must still return Letter of Agreement and Final Guarantee by above due dates.

Due February 14, 2020

 

 

 

Due 30 days before the start of your conference

 

Planning Meeting

 

Stanford Conferences will schedule a planning meeting with the client to discuss all details and arrangements. Planning meeting will also include any relevant parties from Student Housing, Stanford Dining, and/or Stanford Catering. February – May, 2020  

Service Requests:

Keys, Parking Permits, Welcome Documents, A-frame Sign Holders

Early notification is required due to high demand and extensive processing time with service providers.

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

Due April 24, 2020

Please refer to specific documents in the upcoming Conference Planning Manual that explain fees for items signed out by the conference that are returned late or that become lost.

Emergency Plan

Clients must provide a copy of their emergency plan to their Conference Account Manager.

Due 30 days before the start of your conference

 

Proof of Insurance

(External Clients only)

Stanford requires a Certificate of Comprehensive Liability insurance for a minimum of $3,000,000 per occurrence along with a Statement of Endorsement. Conferences failing to provide proof of insurance will not be allowed on campus. Reference your Initial Letter of Agreement or consult with your Conference Account Manager for more details.

Due 30 days before the start of your conference

Conferences failing to provide proof of insurance will not be allowed on campus.

Alcohol Permit Requests (Adult Conferences Only)

Stanford regulations require an alcohol permit for any event on campus where alcohol will be served.

Due 60 days before the event

 

Work Orders

Any equipment or labor required 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 to be done

 

Special Telephone Services 

The following services are by request only:

  • Voicemail
  • Line reactivation
  • Special phone number to a specific jack

The form that must be filled out can be found in the Conference Planning Manual.

 

Due 30 days before the start of your conference

 

Housing Roster

Final list of participants, staff, and guests staying in housing.  If you are doing your own room assignments, the roster is due 7 days before the start of your conference.  If rooms are to be assigned by Stanford Conferences, the roster is due 14 days before the start of your conference. Please note, Stanford Conferences will only make room assignments by request for adult programs moving forward. A $150 penalty will accrue for every day your roster is late.

Due 7 or 14 days before the start of your conference

A $150 penalty will accrue for every day the roster is late.

Reconciliation Meeting

Meeting to reconcile final counts between you, your Conference Account Manager, and the Stanford Dining Hall Manager.

Due within 3 days following the conclusion of your conference

 

Payments

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.

All payment checks should be made payable to: Stanford University.

Please mail payments to:

Stanford Conferences

Attn: (Your Conference Account Manager)

215 Panama St. Bldg. D

Stanford, CA 94305-6207

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

Due 30 days after the invoice statement date

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