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

• 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.

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.