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Common Space Reservations | Stanford R&DE

Graduate students

Room Reservation Eligibility

General Eligibility Requirements 

  • You must be a registered, matriculated Stanford graduate student living in the area outlined in the “eligibility” column with a valid SUID number or a Graduate Life Office Dean to reserve the space. 
  • The event must be for Stanford Graduate Students. 
  • The reservation may not be made on behalf of a company or outside organization. Commercial events are not permitted.

Room Reservation Priority Levels

The Graduate Life Office (GLO), Residential & Dining Enterprises (R&DE), and the Community Associates (CAs) have priority to reserve the rooms without frequency or time limitations. 

  • Level 1 (GSC, Graduate Student Programming Board): 4 events per quarter
    • May reserve spaces 1-4 weeks prior to the first day of classes. 
  • Level 2 (Graduate Volunteer Student Organizations & joint graduate student groups registered with the Office of Student Engagement): 2 events per quarter
    • May reserve spaces 1-7 days prior to the first day of classes.
  • Level 3 (Individual Graduate Students): 1 event per quarter
    • May reserve spaces any time after the first day of classes.

Drop-In Usage Policies

Each room may be utilized on a drop-in basis (still subject to the eligibility listed below). Interested students may inquire in-person at the respective Housing Service Center between 3:00 p.m. and 4:30 p.m., Monday - Friday.

*There is no time limit for a reservation, but spaces can only be reserved once a week by the same individual or group. 

Room Usage Policies

  • Please review the planning guidelines at https://vaden.stanford.edu/super/education/parties/party-planning-guide.
  • When scheduling an event, please allow at least 1 hour between the end of the previous event and the beginning of your event.
  • Event Organizers are responsible for the cleaning, trash removal, and returning chairs and tables to the room’s previous configuration immediately following an event. To allow adequate time for clean-up, it is recommended that reservations for parties or large gatherings end one hour later than the end of the event e.g., events that end at 10:00 p.m. should schedule their reservation to end at 11:00 p.m. For smaller events, we suggest a 30 minute extension between the actual end of the event and the end of the reservation. Although the majority of cleaning tasks will occur once participants have left, it is recommended that you begin some clean-up activities about 30 minutes before the event ends, i.e., pick up trash, take trash and recyclables to the trash removal area, etc. Please encourage participants to quietly and quickly retrieve bicycles and depart from the areas surrounding the building to minimize disruption to nearby residents.
  • Groups/individuals who repeatedly fail to show up for a reservation will lose their reservation privilege.
  • Groups/individuals who are not present at the event they have reserved the space for may lose their reservation privilege.
  • GCC-Specific Policies:
    • If children (toddlers and up) are involved in the reservation, the children’s playroom (Sydney) must be reserved concurrently; at least one adult must supervise children inside the playroom at all times.
    • All scheduled events and drop-in use must end no later than 10:45 p.m., 15 minutes before the GCC closing time of 11:00 p.m.
  • Hacienda/Great Room/Havana-Specific Policies:
    • The first week of each quarter is for CA/GLO reservations only. 
    • CA/GLO events can bump other events with 3-day notice. 
  • Havana-Specific Policies: 
    • Reservation hours: Sunday – Saturday 9:00 a.m. - 11:00 p.m.
    • Havana Food Policy: If an event requires food and beverage or alcohol in the Havana Room, Ray’s Grill at the GCC must be contacted at least 1 week in advance.
  • Drop-In Policy: Each room may be utilized on a drop-in basis (still subject to the eligibility listed below). If the room is available, the group representative must sign in at the respective Housing Service Center and agree to take responsibility for the space while in use for the drop-in event. Drop-in users will be held to the same policies as groups that have reserved it online. Interested students may inquire in-person at the respective Housing Service Center between 3:00 p.m. and 4:30 p.m., Monday - Friday.

Party Planning Information

Graduate Volunteer Student Organizations and joint graduate/undergraduate student groups (GVSOs) and individual graduate students must review the party planning guidelines to determine the appropriate level of their event and the requirements for planning. Party planners should pay close attention to the requirements for parties that are open to the graduate community, including large numbers of students and their allowed guests, as well as the serving of alcohol. Specifically, regarding the service of alcohol please be aware of security, notification, and ID/wristband requirements. Complete party planning information is available at https://vaden.stanford.edu/super/education/parties/party-planning-guide

*Please be aware that if party guidelines are not followed, individual or group users may lose future reservation privileges.

Alcohol Policy

If you are planning on serving alcohol at your event, all event attendees who will be consuming alcohol should be visibly identified as being at least 21 years of age or older. Please review Stanford University’s Alcohol Policy for further information. 

For all events that include alcohol, the group or event representative must have taken the Party Planning Course and must adhere to all University policies regarding event planning.

GCC Havana only: Any groups reserving the GCC Havana Room who are planning to serve alcohol at their event must work with Ray’s Grill at the GCC and must purchase any alcohol to be served in the Havana Room from them. Please contact Ray’s Grill at the GCC to make any arrangements needed. Hard liquor must not be served in the Havana Room.

Cleaning and Care of Rooms

  • Groups and individual users are responsible for all cleaning immediately following an event. Cleaning includes wiping tables free of any spills, vacuuming carpeted area, sweeping and mopping tile and hardwood floors. Collect and remove all trash and recyclables and place them in appropriate receptacles. 
    • GCC: Cleaning supplies are located in the first floor janitor's closet across from the vending machines. 
  • Users of kitchens or kitchenettes are required to clean all inside and outside surfaces of appliances. The stove and microwave can only be used to heat food for scheduled events. Appliances must be turned off immediately following use.
  • Reposition tables and chairs to their original location and return any borrowed tables and chairs to storage areas. 
    • GCC: Additional chairs are located in the 1st floor storage area and in room 211 on the 2nd floor. Please return extra chairs to storage areas following your event. 
    • Ray’s Grill: Furniture and carpets in the Ray’s Grill area cannot be moved. If additional furniture is needed, please use the tables and chairs located in the first floor storage area. 
  • Furniture may not be moved between rooms.
  • Failure to clean and ready a room for subsequent use will result in cleaning charges that will be billed to the group or the individual user. Damage to rooms or furniture will also be billed to the group or the individual user. Repeated incidents of failure to clean or damage by a group or an individual may result in denial of future reservation privileges. 
  • Decorations, flyers, etc. cannot be adhered to wall surfaces and cannot be hung or attached to ceiling. 
  • Candles are prohibited. 
  • Please exercise care during set-up and clean-up. Do not stand on tables or chairs. Be alert to slippery floor surfaces during cleaning.

Reserving the Graduate Community Center

GCC Room Information

 

RoomTime LimitsEligibilityDescriptionOccupancy
Barcelona (Room 214)N/ANot reservable; drop-in use onlyMeeting/study room, carpet floor, conference table, chairs, whiteboard.18
Bogota (Room 212)*2 hoursMatriculated graduate student with valid SUIDMeeting room, carpet floor, conference table, chairs, whiteboard.25
Nairobi (Room 213)*2 hoursMatriculated graduate student with valid SUIDMeeting room, carpet floor, conference table, chairs, 2 whiteboards.45
Sydney Children’s Playroom (Room 215)*2 hours (unless reserved with Havana)Matriculated graduate student with valid SUIDPlay room or meeting space, carpet floor, two small conference tables (height adjustable), whiteboard.15
Havana Multipurpose Room (102A)N/AMatriculated graduate student with valid SUIDLarge common room, 22 long buffet (6 ft.) tables, 120 stackable chairs.286
KitchenetteN/ANon-reservable, but can be used by groups or individuals who reserve a space in the GCC.Small kitchen with stove, refrigerator, microwave, sink.21
PubN/ANon-reservable; drop-in use onlyLarge common area, tile floor, café tables, chairs. 
TV LoungeN/ANon-reservable; drop-in use onlyLarge comfortable lounge, carpet floor, sofa, chairs, and TV.102

*There is no time limit for a reservation, but spaces can only be reserved once a week by the same individual or group. 

Graduate Community Center Calendar

Reservation Link: 
GCC Room Reservation Form

Contact Information: 
Rains Housing Service Center 
(650) 725-4739

Reserving Kennedy Commons Spaces

Kennedy Room Information

RoomTime LimitsEligibilityDescriptionOccupancy
Game Room (first come, first served)2 hoursKennedy residentSmall room with Ping-Pong table and pool table.10
Great Room^2 hoursEV residentGreat for large meetings, large gatherings, or receptions. Has 8 flip-top tables (6 ft. by 3 ft.) and 40 stack chairs. Has LED monitor with smart panel control and a podium.Assembly: 50 Dining: 35
Meeting Room3 hoursKennedy residentGreat for small to medium study groups or gatherings. Has 6 tables and 15 chairs. Has LED monitor with smart panel control.15
Multipurpose Room (first come, first served)N/AKennedy residentSmall meeting room. Great for studying and small gatherings. Has multiple white boards including a smart white board.15
Music Room (first come, first served)N/AKennedy residentSmall meeting room for music practice. Has digital piano and five chairs and five stands.5
TV Lounge (first come, first served)N/AKennedy residentLarge room. 80-inch flat screen TV. Great for movie night, studying or large gatherings.45

*There is no time limit for a reservation, but spaces can only be reserved once a week by the same individual or group. 

^Great Room Only: The only time when a non-resident can reserve the space is if they are members of a Grad VSO using the space for Grad VSO events. For eligibility clarifications for VSOs, see the General Eligibility Requirements.

Kennedy Commons Room Calendar

Reservation Link: 
Kennedy Room Reservation Form

Contact Information: 
Kennedy Housing Service Center 
(650) 724-0544

Reserving Rains Spaces

Rains Room Information

RoomTime LimitsEligibilityDescriptionOccupancy
Fairclough*N/ARains residentSmall room. Good for small meetings, study groups, gatherings; lounge setup with sofas.30
Game Room (adjacent to Timoshenko)*N/ARains residentSmall room. Has ping-pong table, piano, medium-sized sofa, two small bistro tables.20
Hacienda^2 hoursRains residentLarge room. Good for large meetings, gatherings, or receptions. A/V equipment, podium, chairs, tables.212 (98 dinner seating, 70 theater)
Timoshenko (adjacent to Rains Game Room)*N/ARains residentMedium room. Good for small to medium meetings, study groups, gatherings; lounge setup with sofas. 40
Willis*N/ARains residentMedium room. Good for small to medium meetings, study groups, gatherings; lounge setup with sofas.40

*There is no time limit for a reservation, but spaces can only be reserved once a week by the same individual or group. 

^Hacienda Only: The only time when a non-resident can reserve the space is if they are members of a Grad VSO using the space for Grad VSO events. For eligibility clarifications for VSOs, see the General Eligibility Requirements.

Rains Rooms Calendar

 

Rains Room Reservation Form

Contact Information: 
Rains Housing Service Center 
(650) 725-4739

Graduate Community Links

Graduate Life Office (GLO):   
https://glo.stanford.edu  

Graduate Student Council (GSC):  
https://vpge.stanford.edu/resources/graduate-student-council 

Graduate Student Programming Board (GSPB):  
https://gspb.stanford.edu/

Office of Student Engagement (OSE):  
https://ose.stanford.edu/