Stanford Conference Services
Phone: (650) 723-3126
Web Site: http://conference.stanford.edu
A conference is defined as any student, youth, or adult group that convenes for part of a day (including a luncheon), overnight, or for several days, outside the regular or summer academic sessions for registered students. Policies concerning conferences are the responsibility of the offices of the President and the Provost.
To make arrangements for hosting a new, academically sponsored residential summer conference during the mid-June through late-August time frame, contact Stanford Conference Services by phone or email as listed above. Stanford Conference Services also offers meeting planning services on a year-round basis for academically sponsored conference groups seeking assistance with planning and managing residential and non-residential conferences. In addition, conference organizers seeking to conduct conferences outside of the late August to early June time frame can also contact the non-academic facilities scheduling in the Office of the University Registrar, (650) 723-6755 or firstname.lastname@example.org, or contact Stanford Events, (650) 723-2551 or email@example.com.
Academic sponsorship by a Stanford dean or department head is required for first time conferences hosted by University departments or by conferences hosted by external organizations interested in meeting at Stanford. Conferences initiated by University departments or external organizations must demonstrate consistency with the University's academic mission. For summer conferences, the sponsoring department submits its proposal to the Director of Stanford Conference Services for review in terms of available facilities and for the approval of the President's Office. At least half of the participants in any summer conference at Stanford hosted by an external organization must be housed in Stanford's campus residences and participate in daily meal plans provided by Stanford Dining. On-campus residential housing and dining services are normally available from the Sunday following Commencement through late August.
Summer conference groups should contact Stanford Conference Services concerning arrangements for tables, chairs, audio-visual aids, signage, janitorial services, trash pick-up and removal, sprinkler shutoffs, and other conference-related products/services. During the academic year, housing arrangements for University-sponsored visitors can be made through the Stanford Guest House, (650) 926-2800, or at http://guesthouse.stanford.edu.