CLARK CENTER ROOM SCHEDULING
Policy last updated: 2/22/08

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:
A key is required to access the DVD/VCR in the seminar rooms. If you are a Clark Center occupant, and require a key, please contact:
3rd Floor East, Shyla Barker / 2nd Floor West, Diane Bush
1st Floor East, Patty Glennon
Locations not listed: Contact Phillip Desena (4.3333)

Non Clark Center occupants must pick up a key from Phillip Desena (1st Floor South) prior to the scheduled event. Keys are available for pick-up between 8:00am and 5:00pm M-F.

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.

Catering:
Refreshments served and consumed in the seminar room lobby area must be for activities related to a scheduled use of a seminar room. Requests for use of the seminar room 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 here.
The person in charge of the event is responsible for the food/beverages after delivery.

Furniture or other objects may not be placed in the hallway by S363 and S362, this is a fire hazard.

General:
All rooms must be left in their original configuration. Furniture may not be removed from the seminar rooms. A small table may be ordered through Event Services for food, brochures etc. Other additional furniture may not be added to Rooms S360 and S361. Please note that if furniture is removed from a seminar room or rearranged a housekeeping fee will be charged.

The user is responsible for leaving the seminar room 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.

Smoking is never permitted in the seminar rooms.

If the event is more than 3 hours in length, a weekend/after hours event or any food 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 seminar room lobby area.

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:
Seminar rooms are located at the top of the stairs (south pod), through Peet's Coffee. Access to the seminar rooms through Peet's is available 7am-6pm, M-F. If the main exit doors (through Peet's Coffee) are locked, please exit through the side doors. Please contact Karen Kellner (kkellner@stanford.edu) for further information regarding after-hours access to the seminar rooms.

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 seminar rooms. 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.

Important – Please note:
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.