Stanford Conferences Steps, Timeline & Documents
Welcome to our Conference Planning Manual. We have temporarily removed links to documents while we update them for summer 2025. Please consult your Account Manager for any questions related to your summer program, or call our Conference Services telephone line at 650.723.3126.
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.
|
|
WAIT FOR APPROVAL BEFORE PROCEEDING TO NEXT STEP. | ||
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 located in your Client Shared Drive. 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. |
|
| Legal Requirements | As a summer conference program, it is your responsibility to stay apprised of, and to abide by, all current state and federal laws, as well as applicable University policies (e.g., smoke-free environment). |
|
| 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/sites/default/files/2025-05/Emergency%20Preparedness%20-%202025.pdf activities and participants. Refer to plan templates in your client shared drive folder, 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 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.
|
|
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 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. Participants and guests may also purchase visitor parking in parking lot kiosks. Please refer to Parking for Residential Programs for instructions. |
|
| Golf Cart Rental | Arrange golf cart rental with university golf cart provider. Pay attention to golf cart 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. |
|
| 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. |
|
| Health Care Services | Coordinate with your Account Manager on any health care services required for your conference. |
|
| 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 sign holders 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. |
|
| 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. | The following forms are located in your Client Folder in the Client Shared Drive
|
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 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.
|
|
| 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 improvements. Reach out to your Account Manager for any issues related to your group's registration. | |
| Campus Resources | Stanford in the summer can be an exhilarating, 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 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 A late fee of $25 per day may be applied for any payment not received at least 30 days after each invoice date. |
|