Planning Deadlines

The summer 2015 conference season begins on Sunday, June 21st. To help us best meet your needs, please note the following important action steps and their associated deadlines. Given that Stanford Conferences coordinates with a large number of service providers on your behalf, adhering to the following timelines and deadlines helps us to provide your program with the best possible service. If you have any questions regarding this information, please feel free to contact your Conference Account Coordinator.

Step in Process

Explanation

Relevant Dates

Penalty Fees

Reservation Form for 2015

Submit your conference information and preferred dates for your 2015 conference.

Due October 1st

 

Sponsorship & Accounting Form for 2015

Academic sponsorship is required for all programs. A completed Sponsorship Form, signed by a Stanford department chair or faculty member, must be submitted to Stanford Conferences before reservations can be confirmed.

Due December 1st

 

Meeting Space:

Event Space Request Form for 2015

 

Meeting Space Revisions and Updates

In order to ensure that all requests can be accommodated, highest priority will be given to event space requests received on or before December 2nd, 2014.

Requests received after December 2nd, but more than 30 days before the start of your conference, will be given secondary priority without penalty.

Requests received within 30 days of the start of your conference will be given lowest priority. Due to limited availability, meeting space requests received after the deadline and last-minute changes run the risk of not being accommodated.

In the event that reserved rooms are found unused during your stay on campus, you may be asked to release reserved rooms in order to accommodate other Stanford Conferences guests.

Due December 1st

Requests received within 30 days of the start of your conference may incur a processing fee.

Initial Letter of Agreement and Rates for 2015 Program

Provided your account is in good standing, summer 2015 housing and dining rate information and confirmation of the number of beds reserved for your program will be sent to you.

Sent in January

 

Initial Letter of Agreement and 20% Deposit

The signed Initial Letter of Agreement is due along with a deposit of 20% of your reserved packages.

Due February 25th

 

Service Requests:
Business Phone Lines Residential Phone Lines
Keys
Parking Permits

Early notification is required due to high demand and extensive processing time with service providers.

All services checked out from the Stanford Conferences office must be returned directly to the Stanford Conferences office.

Due April 27th

Please refer to specific documents in the upcoming Conference Planning Manual that explain fees for items signed out by the conference that are returned late or that become lost.

Emergency Plan

Clients must provide a copy of their emergency plan to their Conference Account Coordinator.

Due 30 days before the start of your conference

 

Proof of Insurance

Stanford requires a certificate of comprehensive liability insurance for a minimum of $3,000,000 per occurrence along with a statement of endorsement. Reference your Initial Letter of Agreement or consult with your Conference Coordinator for more details.

Due 30 days before the start of your conference

Programs failing to provide proof of insurance will not be allowed on campus.

Final Letter of Agreement and 95% Deposit

Deposit guaranteeing 95% of the housing and dining packages that you reserved or that are guaranteeing (whichever is higher) is due along with your signed Final Letter of Agreement.

Due 30 days before the start of your conference

 

Alcohol Permit (Adult Conferences Only)

Stanford regulations require an alcohol permit for any event on campus where alcohol will be served.

Due 30 days prior to event

 

Work Orders

Any equipment or labor required to support your conference (i.e.: tables, chairs, A/V, event set-up and clean-up, A/V technician for auditorium usage, etc.).

Due 3 weeks before work is to be done

 

Housing Roster

Final list of participants, staff, and guests staying in housing. If you are doing your own room assignments, the roster is due 7 days before the start of your program. If rooms are to be assigned by Stanford Conferences, the roster is due 14 days before the start of your program.

Due 7 or 14 days before the start of your conference

A $150 penalty will accrue for every day late.

Reconciliation Meeting

Meeting to reconcile final counts between you, your Conference Account Coordinator, and the Stanford Dining Hall Manager.

Due within 3 days following the conclusion of your conference

 

Payments

All conference-related charges from Stanford Conferences and other service providers will be consolidated into invoices sent from Stanford Conferences to the client. Payments for any remaining balances will be due 30 days from each invoice statement date.

All payment checks should be made payable to: Stanford University.
Please mail payments to:
Stanford Conferences
Attn: (Your Conference Account Coordinator)
Encina Commons, Rm 123
615 Crothers Way
Stanford, CA 94305

Due 30 days after the invoice statement date

A late fee of $25 per day may be applied for any payment not received at least 30 days after each invoice date.