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SIEPR Conference Services

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OVERVIEW

SIEPR Conference Services (SCS) offers a variety of meeting venues that provide state-of-the-art technical facilities, on-site technical event support, and flexible set-up options. Centrally located on campus, our conference rooms are in the new John A. and Cynthia Fry Gunn Building and the Landau Economics Building. SCS provides an ideal setting for academic conferences, executive classes, dinner seminars, or public lectures. 

In the Gunn–SIEPR Building (366 Galvez Street), the Koret-Taube Conference Center includes our main 200 occupant room with dual multi-media projectors and wireless microphone system and the adjacent 49 person room with full projector and microphone configuration. Connecting these two rooms is our elegant lobby with three-story windows and hardwood floors. Caterers will appreciate our 300 square foot kitchen located between these two rooms with easy outside access to facilitate larger preparation for events.

The Gunn–SIEPR Building has two more rooms with beautiful features as well as the technical needs a business meeting requires. The Johnson Conference Room is a 2-story room with muted skylights for natural lighting and a 60 inch LCD presentation screen. The Dixon and Carol Doll Conference Room offers a seminar-style room for 45 with full wall windows overlooking Memorial Auditorium from our third floor. This room is equipped with privacy shades and a ceiling-mounted projector.

Found in the Landau Economics Building (579 Serra Mall at Galvez Street), the Lucas Conference Center consists of two conference rooms on the first floor; Conference Rm. 134 (A) and Conference Rm. 133 (B). These rooms can accomadate 65 and 40 occupants respectively.

The Stanford Community may reserve the Conference Rooms for special University-related functions when they are not in use by SIEPR affiliates. Reservations may be limited.

Gunn–SIEPR Building Room Set-up Options

The SCS provides up to 30 36”x72” hemlock tables, 90 leather boardroom-style chairs, and up to 200 chrome and mesh attendee-style chairs. There are several standard room set-up options. The conference center's facility manager will also assist in designing customized floor plans for:

  • Lecture/Theater style
  • Panel discussion
  • Catered sit-down event
  • Boardroom

Gunn–SIEPR Technical Capabilities

The SIEPR Conference Service's facilities team will work with the client to plan an event's technical agenda. Using a full array of audio visual presentation equipment, the SCS is technically self-contained. The facility rental fee includes use of all the SCS's audio visual systems in the conference center. The following is a summary of the SCS's technical capabilities:

  • Lectern equipped with microphones and laptop-projector connections.
  • Wireless microphone system.
  • Wide-format 12' x 7' projection screen.
  • Wide screen digital video projector; DLP-powered.
  • Presentation laptops with remote clicker.
  • Digitally processed automated mixing for speech sound system.
  • Multi-channel digital theater sound system.
  • Two technician-controlled cameras for teleconferencing or to capture speaker presentations.
  • Access to Stanford wireless network with guest accounts.
  • Audio feeds to accommodate press or videographers.
  • Video and audio teleconferencing.
  • Live event webcasting, flash video encoding.

Policies

In an effort to streamline event reservation requests, please read through the following topics:

Reservations

  • All events held in our facilities must support the educational mission of Stanford University and be sponsored by a Stanford department or administrative unit.
  • Requests are filled on a first-come, first-served basis.
  • Reservations made within 30 days of an event must be "confirmed" at the time of booking.
  • The reservation process goes through four distinct steps, as explained below:

HOLD:

When initially planning an event and your dates are not yet firm, you may request up to 3 separate "hold" dates. After you have submitted your request for "hold" dates, the SIEPR Conference Services Coordinator (SCSC) will reply within 72 hours to acknowledge receipt of your request. While in "hold" status, other organizations may also submit a request for your "hold" dates through the Confirm or Release policy (see full explanation below).

RESERVED:

Once you have determined a single date for your event, you may request the SIEPR Facilities Associate convert a "hold" date to “reserved” status. Again, other organizations may also submit a request for your "reserved" dates through the Confirm or Release policy (see full explanation below).

CONFIRMED:

Once you have provided a means of payment (a Stanford PTA with financial approval), the SCSC will convert your "reserved" date to “confirmed."

PAYMENT:

SIEPR’s Accounts person will bill the provided PTA for the invoiced amount 1–30 days after your event date.

Confirm or Release Policy

If a second organization requests a reservation for a date that is in either "hold" or "reserved" status, the Confirm or Release policy may be applied. This policy allows the original requestor to convert the reservation to "confirmed" status by authorizing a full payment within four business days, in which case the date becomes unavailable to other requestors. Conversely, if the original requestor elects to release the date, the second organization would be given the desired date and their PTA information would be entered toward the room fees.

Cancellations

  • All cancellation requests must be made in writing via e-mail to: (bwmurphy@stanford.edu, george.morgan@stanford.edu).
  • Please be aware that other contracted service providers (such as Events and Labor Services and caterers) may have separate and different cancellation policies than SIEPR Conference Services.

Room Set-Up and Cleaning

  • Room set-up and audio-visual equipment needs must be determined at least seven days in advance of the event.
  • All Catering and Events and Labor Services (E&LS) scheduling are handled by the event planner. The client is also responsible for all charges, including possible overtime rates, related to using E&LS and Janitorial Services.
  • The set-up time will be determined in consultation with the SCS team.
  • The client’s event planner (or key contact) MUST be present during set-up to review and approve set-up arrangements, and supervise other service providers, such as caterers.
  • Absolutely NO tape, pins or nails are allowed on any wood or painted surface in the Gunn–SIEPR Building.
  • There are to be no open flames in the buildings.

Food and Catering

Approved caterers can use the kitchen and outside area for food preparation. Easy drive-up delivery and parking is available immediately outside the Gunn–SIEPR kitchen. Sound-dampening, quadruple swinging doors provide easy access to the lobby and main conference rooms allowing food service staff to rapidly distribute appetizers and meals.

A partial list of approved caterers familiar with our facilities is provided below.

  • Caterers are required to file a copy of their liability insurance with the SCS.
  • Only propane or sterno burners may be used. There is no oven available in the Gunn–SIEPR Building, although the kitchen in the Lucas Conference Center has a stove/oven.
  • Caterer vehicles must use the rear entrance for food delivery and need proper parking permits.
  • All catering equipment and foodstuffs must be removed immediately after the event.
  • Foodstuffs must be placed in designated receptacles and/or removed from the area.

Bon Appétit

(650) 723-4324

catering.stanfordgsb@cafebonappetit.com

http://stanfordgsb.cafebonappetit.com/catering/

Justin’s Catering and Event Production

(408) 638-5300

Contact: Midori Chun

mchun@chefjustinperez.com

www.chefjustinperez.com

La Belle Gourmande Event Planning and Catering

(650) 347-0709

Contact: Gayle Youlden

lbgcruiser@aol.com

www.labellegourmandeusa.com

Paula LeDuc Fine Catering

(510) 547-7825

Contact: Nancy Parragué

nancy@paulaleduc.com

www.paulaleduc.com

Schwab Executive Dining

650-723-0283

Contact: Mark Fiorentino

schwabdining@stanford.edu

http://rde.stanford.edu/dining/schwab-executive-services

Stanford Catering

(650) 725-1503

stanford_catering@stanford.edu

http://rde.stanford.edu/hospitality/stanford-catering

Payment Policies

  • For an explanation of our rates, please see the pricing structure section below.
  • An estimate of fees will be provided upon confirmation of reservation; however, the actual charges may vary depending upon additional services required or requested, extra time, or damage caused to the premises.
  • Room fees will be charged to a valid Stanford University PTA account 1-30 days after your event.
  • The client is responsible for all charges, including possible overtime rates, related to using Events and Labor Services, Janitorial Services, or SIEPR staff.
  • If incurred, fees for damages include the actual costs for repair or replacement of fixtures, equipment, and furnishings.

Building Security and Safety

  • A member of the SCS staff may be present during the event, but clients are ultimately responsible for general building security around their event.
  • The Gunn–SIEPR Building is open during business hours, Monday – Friday, 8:00 AM – 5:30 PM. Events held outside these hours can be accommodated with advance notice.
  • Security card access may be given to the event planner to allow early set-up.
  • SIEPR is not responsible for lost or damaged items.
  • Smoking is prohibited inside both the Gunn–SIEPR Building and the Landau Economics Building or within the enclosed courtyard areas adjacent.
  • Fire exits cannot be blocked under any circumstances.
  • The client must comply with all Fire Marshal policies.
  • The on-site person in charge should physically check each ground floor door connected to the conference rooms to ensure it is shut and locked at the end of each event day.

Prices

The pricing model used is based on the quality of SIEPR’s facilities, competitor’s offerings, depreciation, staffing, and materials and equipment provided.

Reservations for the Koret-Taube Conference room 130 includes the use of room 120, the lobby, the kitchen, and the courtyard. Room 120 can be booked separately. The Doll and Johnson Conference rooms can be booked as standalones. The Lucas Conference Center in the Landau Building is also managed by SIEPR. These rooms offer a functional space for medium to small groups with minimal AV needs.



See the next section for a full price list.

Questions

If you have additional questions, please call or email Ben Murphy, SIEPR Conference Services Manager at 650-723-1237, (bwmurphy@stanford.edu) or George Morgan, Technical and Facilities Manager at 650-725-1483, (george.morgan@stanford.edu).Please note, we are not authorized to negotiate room rental fees.

SIEPR Conference Room Pricing

Gunn–SIEPR Building

366 Galvez Street, Stanford University

 Prices  
  Capacity Full Day Half Day*
Koret-Taube Conference Center  $1,900 $1,000
Room 120 up to 60    
Room 130 up to 200    
Courtyard up to 150    
Koret-Taube Conference Room 120 $600 $300
  up to 60    
Johnson Conference Room 224 $300 $150
  up to 20    
Doll Conference Room 320 $550 $275
  up to 55    
       

Landau Economics Building

579 Serra Mall, Stanford University

   
  Capacity Full Day Half Day*
Lucas Conference Center  $750 $375
Room 133 (B) up to 40    
Room 134 (A) up to 65    
Includes Lobby      
Room 133 (B) only   $300 $150
  up to 40    
Room 134 (A) only   $500 $250
  up to 65    
      * half day is four hours or less.
These prices do not include labor or required clean up.  

 

Room Layout Options

Partial list of possible room configurations:

  • Lecture/Theater style, with or without Panelist Table
  • Catered sit-down event
  • Boardroom

Map to building

Map to the Gunn–SIEPR Building (366 Galvez Street, Stanford, CA 94305-6015)

Map to Landau Economics Building (579 Serra Mall @ Galvez Street, Stanford, CA 94305-6015)

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