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Policies and Guidelines

All events held at the SIEPR Building must support the educational mission of Stanford University and be sponsored by a Stanford department or administrative unit.  Conference spaces are available for events directly organized, planned, and managed by a Stanford department / organization. Outside organizations must have a Stanford University academic or administrative unit sponsor to reserve, act as a point of contact during the planning process and pay for rental fees with a department PTA. In addition, unaffiliated event sponsors cannot receive any financial benefit from the event in net proceeds and cannot use the event as a fundraising activity. Please visit the Office of Special Events and Protocol (​OSEP​) for more information about sponsored events.
 

REQUESTING DATES, PLACING HOLDS

SIEPR calendars are scheduled within the year-- 12 months from the current date. For event requests made between 12 months and 4 months in advance, SIEPR can only offer a hold on dates and spaces. Full confirmation of the hold becomes available once the event is within our confirmation window, 4 months from the event date. More information is available online in our rental steps page. To request a hold, please submit an Event Hold Request.
 

CONFIRMATION

Holds may be confirmed once the event is within 4 months from the event date by submitting an agreement form. An automated reply from the form will be sent immediately notifying the sender of receipt, and a formal email reply from one of our team members will be sent within 24 hours of receipt with notification that the hold has been confirmed.
 

CANCELLATION

Cancellations made within 30 days of the event date will be charged 100% of the room rental fee.

March 2020 update: Due to challenges placed on event organizers due to COVID-19 uncertainties, SIEPR’s cancellation policy has been suspended until further notice.
 

PAYMENT 

Payment will be processed through Stanford iJournal transfer within 2 weeks of the event date using the PTA information provided in the agreement form.
 

STAFFING

A member of the SIEPR facilities team will provide logistical support to event planners and organizers to ensure optimal use of the space: recommending best practices, answering questions, giving tours, and providing any training or assistance related to use of the facility. A member of the SIEPR facilities team will be on site to assist you during your event. Your organization is responsible for event staffing and logistics. We require one point of contact from your organization to be present throughout your event, committing to being on site until the last attendees leave.

EVENT SERVICES, ROOM SET-UP

Reconfiguration of the Koret-Taube Conference Center into any configuration besides the default requires the support of Event Services. The client is responsible for placing and managing this order, which will include setup along with the labor to return the rooms to default. Without an order, the rooms will be set in their default configurations for your event. SIEPR does not allow self-reconfiguration of in-house furniture. For more information about furniture rentals and other services offered, please visit the Event Services​ website. If you plan to use these services, your order is required to be placed at least 2 weeks in advance of the event date.
 

VIDEO, LIVE STREAM

If video recording or live stream is needed, the client is responsible for booking a vendor. Stanford Video is recommended due to familiarity with our spaces. For more information on video services and live streaming, please visit the Stanford Video​ website.
 

SIGNAGE

For affixing signage, painters tape only. No clear tape, pins, nails or any adhesives are allowed on any walls, windows or surfaces.  Post-it sheets are allowed on walls or windows with the following criteria: water-based markers only (permanent markers or sharpies are not allowed to even be in the room), if post-its will be used as writing space while on the wall three sheets must be up to protect walls. (3) 8.5x11 landscape-only sign holders and (3) 11x17 landscape or portrait sign holders are available for use in the first floor lobby. Sandwich boards for outdoor signage, and easels for indoor signage are available from Event Services.
 

CATERING

SIEPR does not have preferred caterers. You may choose to work with an on-campus caterer, or use an outside vendor of your preference, as long as they have the required permits and liability insurance. You are responsible for making sure that any vendors you hire are properly insured. Review the Standard Insurance Requirements policy. For more information visit the catering section of our website.
 

WASTE CAN RENTAL

You are required to rent waste cans for any event held in the Koret-Taube Conference Center. If food is not served, a minimum of one set is still required because no waste cans are built in to the space.  For groups of 100 or less that serve food on china, only onse set (landfill, compost, recycling) is required. Groups who serve food on disposables should consider more sets: (3) are recommended to cover all areas. Groups who serve boxed lunches should consider ordering extra bins of a specific kind (compost if your lunch boxes are compostable, landfill if not). If you need more guidance in determining what to place on your order, please visit the Stanford PSSI/Recycling​ website or email ​pssi@pssirecycling.com​.
 

CUSTODIAL REQUEST

Custodial and after event cleanup are not included in room rental fees. A request for cleaning after your event for each space used is required to be submitted no later than 2 days in advance of your event date. Details for each field in the request form are available on our room rental steps website. For more information on custodial, after event clean up and fees, please visit the Stanford Buildings & Grounds Maintenance​ Custodial Services website.

 

SIEPR Conference Space-Guidelines Policies 2020.pdf