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Reserving Escondido Village Graduate Residences Spaces | Stanford R&DE

Escondido Village Graduate Residences

Escondido Village Graduate Residences Reservation Rules

General Eligibility

For the Great Room

  1. You must be a matriculated Stanford graduate student with a valid SUID number or a Graduate Life Office Dean to reserve the space.
  2. The event must be for Stanford Graduate Students. The event organizer must be present at the event, and 50% or more in attendance at your event must be Stanford Students. 
  3. The Great Room has no time limit for a reservation but can only be reserved once a month by the same individual or group.
  4. Events must end by 11:00 p.m. Sunday-Thursday and 1:00 a.m. on Friday and Saturday.
  5. Reservation requests will take 3 working days to process. 
  6. If the space is not reserved, it is available on a first-come, first-served basis. 

For the Meeting Room

  1. You must be a matriculated Stanford graduate student with a valid SUID number or a Graduate Life Office Dean to reserve the space.
  2. The event must be for Stanford Graduate Students. The event organizer must be present at the event, and 50% or more in attendance at your event must be Stanford Students. 
  3. The Meeting Room has a three hour time limit for reservations and can be reserved by the same individual or group twice a month.
  4. Events must end by 11:00 p.m. Sunday-Thursday, and 1:00 a.m. on Friday and Saturday.
  5. Reservation requests will take 3 working days to process. 
  6. If the space is not reserved, it is available on a first-come, first-served basis. 

For the Theater

  1. You must be a matriculated Stanford graduate student with a valid SUID number or a Graduate Life Office Dean to reserve the space.
  2. The event must be for Stanford Graduate Students. The event organizer must be present at the event, and 50% or more in attendance at your event must be Stanford Students. 
  3. The Meeting Room has a three hour time limit for reservations and can be reserved by the same individual or group twice a month.
  4. Events must end by 11:00 p.m. Sunday-Thursday, and 1:00 a.m. on Friday and Saturday.
  5. Reservation requests will take 3 working days to process. 
  6. If the space is not reserved, it is available on a first-come, first-served basis. 

For the Yoga Studio and Dance Studio

  1. You must be a matriculated Stanford graduate student with a valid SUID number or a Graduate Life Office Dean to reserve the space.
  2. The event must be for Stanford Graduate Students. The event organizer must be present at the event, and 50% or more in attendance at your event must be Stanford Students. 
  3. The Dance and Yoga Studios have a three hour time limit for reservations and can be reserved by the same individual or group once a week.
  4. The Yoga and Dance Studios will open at 7am. These rooms will close at 11:00 p.m. Sunday-Thursday, and 1:00 a.m. on Friday and Saturday.
  5. Reservation requests will take 3 working days to process. 
  6. If the space is not reserved, it is available on a first-come, first-served basis.

For the Music/Recital Room, Games Room, TV Lounge, Kids Zone, and Makers Space

  1. You must be a matriculated Stanford graduate student with a valid SUID number.
  2. These rooms operate on a first-come, first-served basis.

For the Computer Clusters

  1. You must be a resident of the Escondido Village Graduate Residences
  2. This room operates on a first-come, first-serve basis.
  3. This room will close at 11:00 p.m. Sunday-Thursday, and 1:00 a.m. on Friday and Saturday.

 

Space Reservation Priority Levels

  1. Student organizations that serve the broad graduate community: Graduate Student Council, Graduate Student Programming Board, Community Associates (one Priority Level event per residence), Graduate Life Office and Student Housing.
  2. Graduate Volunteer Student Organizations and joint graduate/undergraduate students groups (GVSO) registered with the Office of Student Affairs (OSA). GVSOs must register annually with the OSA. Any officer of the GVSO may reserve space in the GCC
  3. Individual graduate students
Priority Level Reservation Period Reservation Window
Level 1 1 year 1-4 weeks prior to first day of classes.
Level 2 1 quarter 1-7 days prior to first day of classes.
Level 3 1 quarter Any time after the first day of classes.

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.

Reservation Policies

  • Please review the planning guidelines at https://alcohol.stanford.edu/party-planning/parties-stanford.
  • Event Manager(s) must be in attendance for the duration of the event and are responsible for monitoring the event to ensure all attendees and activities are in compliance with policies and protocols. If your event will include more than 25 people in attendance, you will need one additional Event Manager for every 25 people attending your event. 
  • When scheduling an event, please allow at least 30 minutes 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 in the Great Room end one hour later than the end of the event e.g., events that end at 10:45 p.m. should schedule their reservation to end at 11:45 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 the Center, 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 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 may lose their reservation privilege.

Rooms and Descriptions

Music/Recital Room Large room with grand piano, music stands and chairs
Game Room Two 85-inch flat screen TV’s with HDMI connection. Includes table tennis, pool table, and foosball table.
Yoga Studio

Medium-room with ballet bar and 85-inch flat screen TV with HDMI connection.

Great Room Building B170, B171 Great for large meetings, large gatherings, or receptions. Has 12 flip-top tables (5 ft. by 2 ft.) and 24 stack chairs. Has kitchenette, 2 85-inch flat screen TV’s, HDMI connection, and a podium.
Large Meeting Room Building B144 Great for large meeting groups or meetings. Has 30 flip-top tables and 60 chairs. Has two 85-inch flat screen TV’s with HDMI connection, kitchenette, and a podium.
Dance Studio Medium-room with two ballet bars and mirrors, and an 85-inch flat screen TV with a HDMI connection.
Kids Playroom Large play space with 1 85-inch flat screen TV with a HDMI connection, 2 easels, 4 mobile whiteboards, activity tables, and soft seating.
TV Lounge Large room. 85-inch flat screen TV with a HDMI connection. Great for movie night, studying or large gatherings.
Makers Space Medium-room with 5 tables and 16 chairs, 2 sinks, 2 easels, and 4 mobile whiteboards. Great for working on projects.
Theater Large room with 8-inch platform, podium, projector and roll-down screen. Includes seating for 98.
Yoga Studio B140 Medium room with ballet bar and mirror wall.
Dance Studio C153 Medium room with 2 ballet bars and mirror wall. 

 

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 attended the Party Planning Workshop offered by the Office of Student Activities and must adhere to all University policies regarding event planning.

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. Users of the kitchen within the Great and Meeting Rooms 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.
  • Collect and remove all trash and recyclables and place in appropriate receptacles outside of the EVGR community rooms.
  • Reposition tables and chairs to their original location and return any borrowed tables and chairs to storage areas.
  • 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 in EVGR Community rooms.
  • Please exercise care during set-up and clean-up. Do not stand on tables or chairs. Be alert to slippery floor surfaces during cleaning.

Room Reservation Request

Please reserve your room today.

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