CLARK CENTER ROOM SCHEDULING

UPDATE - RE. FOOD AND DRINKS POLICY

As of July 15, 2007 refreshments, food & beverages can only be served after your event. All catering should be delivered only after your event has begun. This policy should help insure no food or drink is brought into the Auditorium.

This new policy is due to the lack of compliance with the 'No Food or Drink' signs in the Auditorium, and the related excessive cleaning needed to keep our facility clean & beautiful for your use & enjoyment.  The spills & stains on the fabric chairs & carpeting will most certainly shorten the usable lifespan of them, & the need to replace these materials will also be much earlier than expected, the incurred cost, labor and the disruption in scheduling are all related factors in making this decision. 

Please contact your catering provider to schedule or reschedule the delivery to a time after your meetings start time. This new policy is as much for your benefit as ours; as the group holding the event, it is ultimately your responsibility to be 100% sure this policy is followed; that no one brings food, coffee, even water into the Auditorium. We are monitoring the room hourly, and please note, that a $170 cleaning fee will be charged to any group bringing food or beverages into the auditorium.
 
Thank you for your understanding in this matter; we are trying to keep our facility clean & tidy for your use and enjoyment.

Policy:

Stanford's resources exist to support the university's missions of creation, preservation, and dissemination of knowledge. The university's assets must be preserved for these purposes, not for the personal gain of individuals nor for outside parties' uses which do not further Stanford's academic objectives.

Verbal confirmation that a facility is available does not constitute final approval. Written confirmation is required and will be issued after all policy matters have been reviewed. If there is ever question or difficulty in accessing the facility, Security Dispatch may request to see your written confirmation. You must have a copy of the approved application available, especially for any after-hours events.

All non-Stanford organizations and individuals wishing to use the facilities must be sponsored by a member of the Stanford faculty, staff or a registered student representing an academic department or student organization. Requests for use by non-Stanford organizations or individuals must be signed by the sponsor, and an account number given in case of damage or clean-up.

Fees:
Non-Clark Center occupants: Room usage fees are currently waived until the fee structure is implemented. Information will be posted on the website when available.

Advertising Events:
No posters, banners or materials of any kind may be affixed to walls, doors or railings. Posters may be displayed on the corkboard in the seminar room lobby area, or on easels.

AV Equipment:
Almost all AV services can be accessed via the podium, including computer projection and lighting. Certain equipment, such as the VCR and DVD players, can only be accessed via the AV equipment room. The AV equipment room remains locked, and can only be accessed if an Event Services technician is present during the entire event. In your Service Request, please advise Event Services that the technician will need to unlock the equipment room.

AV Support:
For AV assistance, please submit a service request form to Event Services: http:/www.stanford.edu/group/eventservice/

Please note that if you choose not to have an Event Services technician at your event and you encounter technical problems, you will still need to contact Event Services, since Clark Center does not have in-house AV technicians. In your room reservation request, we highly recommend that you include a half hour of setup time, to test your laptop with the AV equipment and to contact Event Services if necessary.

Catering:
Please note that due to space limitations, only small events may be catered in the auditorium lobby. Refreshments served and consumed in the Auditorium lobby must be for activities related to a scheduled use of the auditorium. Requests for use of the auditorium lobby must be submitted via the online scheduling form: http://biox.stanford.edu/room_scheduling.html.

Catering in the lobby must be arranged through NeXus Cafe. Please call 650-324-3447 or send email to: cafe107001@earthlink.net with any inquiries. Further catering information is available here.

Food, beverages and smoking are never permitted in the auditorium. As of July 15, 2007, food and beverages can only be served after your event. All catering & food stuff should be delivered only after your event has begun. This policy should help insure no food or drink is brought into the Auditorium. (See update above for further details).

General:
The user is responsible for leaving the auditorium clean following the scheduled event. If additional clean-up or repair of damage is needed, you will be charged for these costs. Please provide an account number at the time of reservation for additional clean-up or damages.

If the event is more than 3 hours in length, a weekend/after hours event or if any food is being served, please submit a completed SU-13 for Housekeeping services 2 weeks prior to you event. The completed form is to be submitted to Phillip Desena at the Clark Center (mail code: 5446).

If you would like to hold a poster session, we recommend placing a reservation request for the courtyard. Due to space limitations, poster sessions may not be held in the auditorium lobby area.

Please note that scheduled events may appear under the "Events" link on the Clark Center kiosk. The kiosk is located in the courtyard, outside S131. Please note that calendar events are viewable to all departments and individual users through the Sundial calendar system.

Classes: Seminar room S361 is available for classes. Classes will not be scheduled in the auditorium or the other seminar rooms.

Access: If your event finishes after 5pm, please ensure that the auditorium entrance doors are closed at the end of your event. Please ensure that lights are turned off. We recommend that an Event Services technician should be present at your after-hours event to assist with any AV problems.

After-Hours and Weekend Access:
If your event is held Monday through Friday, from 8:00am to 5:00pm, additional access is not required. If your event starts or finishes after 5:00pm you will need to obtain a temporary access card for the Clark Center. The day before the scheduled event, the person responsible for the event must stop by the Facilities Office (S1.1, Clark Center) and sign out a key card. Only one card will be issued per event. This card must be returned the next business day.