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Clark Center Room Reservation Policy

Please note: event organizers are responsible for reading and understanding the full list of policies below. If you have any questions, please contact us at clarkreservations@stanford.edu.


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Policy:

Since we do not charge a fee for our rooms, we expect that meetings are open to all students and faculty and that there is no registration fee for attendance. If you decide to charge a registration fee we will need to review the reason behind the charge, and you will need approval from our office for registration fees.

Only scientifically related meetings that serve the mission of Bio-X would be allowed in Clark.

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.

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Usage:

Anyone at Stanford may request to book the Clark Auditorium and the 3rd floor seminar rooms S360, S361, S362, and S363 (please consult the policy above as to whether the meeting's purpose is appropriate). Only Clark Center residents with designated desk/bench space in the building may book the conference rooms.

Clark residents can book meetings for a year out from the day the request is submitted. Non-Clark occupants can book a maximum of three months out from the date of the request.

The Event Sponsor for every meeting or event must be a Principal Investigator or a Stanford faculty member.

For any classes/courses booked in S361, a Clark Center faculty member (resident of the Clark Center with lab space in the building) must be the instructor for the course.

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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.

A valid PTA or Cost Center Number is required to submit a room request for insurance purposes.  Any damage to the room (including food/drink spills and messes) or undue rearrangement of the room furniture will result in a minimum $250 charge for housekeeping.

Any food or drink or related trash found in the Clark Auditorium will result in a minimum of a $250 fee, as food and drink are strictly prohibited in that space at all times.

No furniture of any kind may be brought into the Auditorium. The seminar and conference rooms must be returned to their original configuration by the end of the meeting time. If additional cleaning or repair is needed, a fee of at least $250 will apply. If an event will be utilizing the Clark Center Courtyard space to serve any food, a housekeeping fee of a minimum of $250 per four hours will be necessary.

Any meeting or event held on a weekend will require at least $250/four hours housekeeping, as well as a chaperone fee (to be determined by Clark Reservations team, based on details of event). Events held after business hours (M-F 8-5) may also be subject to these fees.

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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.

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Equipment/AV:

All conference and seminar rooms have a touchscreen system.  Instructions vary slightly depending on the room you are interested in:

S360 and S361  S362 and S363  West and East rooms and S222

The Auditorium's AV functions 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.)

All of our rooms support VGA and HDMI connections, including the Auditorium.

The Clark Center does not provide any adaptors.  Please bring any adaptors your computer may require to connect.

Any additional furniture must be requested from Stanford Event Services and approved in advance by Clark Center Facilities.  All items brought to Clark must be picked up by Event Services on the same day as the event.  The event organizer must let Event Services know in advance that it is a requirement that they pick up after the event has concluded and do not leave furniture, equipment, or other items at the Clark Center overnight.  The event organizer is responsible for communicating to Clark Facilities the timeline and components of their Event Services order and making sure the order is approved.

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AV Support:

For AV assistance, please submit a service request form to Stanford Event Services.  For assistance with video conferencing, please contact Stanford Video.  Please make arrangements with them well in advance of your meeting or event in order to be sure they are prepared to support your needs.

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 the Clark Center does not have in-house AV technicians. In your room reservation request, we highly recommend that you include an hour and a half of setup time, to test your laptop with the AV equipment and to contact Event Services if necessary.

Clark Center IT does not offer any equipment or support for any of our spaces.

Clark Center seminar rooms S362 and S363 support VoIP telephone conferencing and videoconferencing.

**Update 1/18/2017: After March 31st, 2017, Clark Center conference rooms will no longer support analog conference phones. If you are planning to do phone conferencing in a Clark Center room, you will need to bring a VoIP conference phone.

If the Clark Center IT team can and does provide technical support during an emergency, there will be a minimum charge of $250 to the PTA provided with the reservation.

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Catering:

Please note, as of January 1st, 2009, the Clark Auditorium Lobby will no longer be available for catered events. Please do not set up food or beverages in this space.

Request for use of the courtyard must be submitted via the online form. Please wait for written confirmation from our Clark Center room scheduler before organizing catering in the courtyard area. Catering in the courtyard must be arranged through NeXus Cafe (650-324-3447).

Catering in the seminar rooms must be approved by the Clark Center room scheduler and must be arranged through NeXus Cafe.

NeXus Cafe is also the only approved caterer for weekend or after-hours events held anywhere in the Clark Center.

Food, beverages and smoking are never permitted in the Auditorium. Please note that a $250 cleaning fee will be charged to any group bringing food or beverages into the auditorium.

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After-Hours Access:

If your event finishes after 5pm, please ensure that all room 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.

If your event will take place in the Auditorium before 8:00 AM or after 6:00 PM, and you expect attendees to need access to the elevators, please let us know so that we can make arrangements to keep the necessary doors unlocked.

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Bumping Policy:

For rooms booked further than three months from the date of the request, the organizer must acknowledge the Clark Center's bumping policy clause, which states that a meeting booked more than three months in advance may be bumped off of the calendar to accommodate Bio-X events and/or building emergencies or building maintenance projects.

Implementation of the bumping policy is rare and will generally only occur for major building repairs. The Clark Center Facilities office appreciates event organizers' patience and cooperation.

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Cancellation Policies:

Cancellation Policy for Weekdays (8AM-5PM) Reservations

For all cancellations, please send an email by replying to the confirmation email you received when your original request was confirmed (not the automated calendar invite). Be sure to include your meeting/event date(s), time(s), and room location. The person who reserved the room must be the person who cancels the reservation request. If you are unable to find your email confirmation, please send an email to the Clark Center facilities team (clarkreservations@stanford.edu) with the subject line: "Cancel Meeting - Title of Meeting/Event" and include the specifics of the date(s), time(s), and room.

Please note that declining a meeting for which you are the organizer in your calendar does not notify Clark Reservations, and does not constitute a cancellation.  We must receive an email as described above.

Cancellation Policy for After-Hours and Weekend Events

The event coordinator must notify the Clark Center facilities team of any cancellation request two weeks prior to an after-hours or weekend event. Please note that there will be a charge of 50% of the agreed chaperone fee to the requester's PTA if the event coordinator fails to provide two weeks notice of cancellation.

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After-Hours or Weekend Events:

For any after-hours or weekend events, an on-site chaperone is required and are subject to fees that will be added to the reservation:

  • For weekday after-hours (after 5PM - Monday through Friday) events, the chaperone fee will be a minimum of $50 per hour.
    • Any after-hour events are to be reviewed by the facilities office for approval with a tentative agenda of the event including the set up and breakdown time of the event. Email confirmation will be sent upon approval.
  • For weekend events, the fee of a weekend chaperone charge with travel will be included as well as the charge for housekeeping fee is $250 for every four hours.

Please note: The only approved caterer is Nexus Cafe. Please make appropriate arrangements.

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Last-Minute Reservations for After-Hours or Weekend Events:

For reservation requests placed within 24 hours of the event, a chaperone fee will be added:

  • For weekday after-hours (after 5PM - Monday through Friday) events, the chaperone fee will be a minimum of $100 per hour.
    • Any after-hour events are to be reviewed by the facilities office for approval. Email confirmation needed.
  • For weekend events, a late fee of $200 will be added to the regular weekend chaperone charge.

Please note there will be a housekeeping fee if you decide to serve food for your meeting/event. The charge for housekeeping fee is $250 for every four hours.

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