SIEPR Conference Services Guidelines and Procedures

OVERVIEW

Gunn–SIEPR Building Room Set-up Options

• Lecture/Theater style
• Panel discussion
• Catered sit-down event
• Boardroom

Gunn–SIEPR Technical Capabilities

• Lectern equipped with microphones and laptop-projector connections.
• Wireless microphone system.
• Wide-format 12' x 7' projection screen.
• Wide screen digital video projector; DLP-powered.
• Presentation laptops with remote clicker.
• Digitally processed automated mixing for speech sound system.
• Multi-channel digital theater sound system.
• Two technician-controlled cameras for teleconferencing or to capture speaker presentations.
• Access to Stanford wireless network with guest accounts.
• Audio feeds to accommodate press or videographers.
• Video and audio teleconferencing.
• Live event webcasting, flash video encoding.

Policies

• Reservations
• Cancellations
• Room Setup and Cleaning
• Food and Catering
• Payment Polices
• Building Safety and Security
• Room Pricing
• Room Layout Options
• Map to Buildings
  

Reservations

• All events held in our facilities must support the educational mission of Stanford University and be sponsored by a Stanford department or administrative unit.
• Requests are filled on a first-come, first-served basis.
• Reservations made within 30 days of an event must be "confirmed" at the time of booking.
• The reservation process goes through four distinct steps, as explained below:

Confirm or Release Policy

Cancellations

• All cancellation requests must be made in writing via e-mail to: ([email protected], [email protected]).
• Please be aware that other contracted service providers (such as Events and Labor Services and caterers) may have separate and different cancellation policies than SIEPR Conference Services.

Room Set-Up and Cleaning

• Room set-up and audio-visual equipment needs must be determined at least seven days in advance of the event.
• All Catering and Events and Labor Services (E&LS) scheduling are handled by the event planner. The client is also responsible for all charges, including possible overtime rates, related to using E&LS and Janitorial Services.
• The set-up time will be determined in consultation with the SCS team.
• The client’s event planner (or key contact) MUST be present during set-up to review and approve set-up arrangements, and supervise other service providers, such as caterers.
• Absolutely NO tape, pins or nails are allowed on any wood or painted surface in the Gunn–SIEPR Building.
• There are to be no open flames in the buildings.

Food and Catering

• Caterers are required to file a copy of their liability insurance with the SCS.
• Only propane or sterno burners may be used. There is no oven available in the Gunn–SIEPR Building, although the kitchen in the Lucas Conference Center has a stove/oven.
• Caterer vehicles must use the rear entrance for food delivery and need proper parking permits.
• All catering equipment and foodstuffs must be removed immediately after the event.
• Foodstuffs must be placed in designated receptacles and/or removed from the area.

Payment Policies

• For an explanation of our rates, please see the pricing structure section below.
• An estimate of fees will be provided upon confirmation of reservation; however, the actual charges may vary depending upon additional services required or requested, extra time, or damage caused to the premises.
• Room fees will be charged to a valid Stanford University PTA account 1-30 days after your event.
• The client is responsible for all charges, including possible overtime rates, related to using Events and Labor Services, Janitorial Services, or SIEPR staff.
• If incurred, fees for damages include the actual costs for repair or replacement of fixtures, equipment, and furnishings.

Building Security and Safety

• A member of the SCS staff may be present during the event, but clients are ultimately responsible for general building security around their event.
• The Gunn–SIEPR Building is open during business hours, Monday – Friday, 8:00 AM – 5:30 PM. Events held outside these hours can be accommodated with advance notice.
• Security card access may be given to the event planner to allow early set-up.
• SIEPR is not responsible for lost or damaged items.
• Smoking is prohibited inside both the Gunn–SIEPR Building and the Landau Economics Building or within the enclosed courtyard areas adjacent.
• Fire exits cannot be blocked under any circumstances.
• The client must comply with all Fire Marshal policies.
• The on-site person in charge should physically check each ground floor door connected to the conference rooms to ensure it is shut and locked at the end of each event day.

Prices

Questions

Room Layout Options

• Lecture/Theater style, with or without Panelist Table
• Catered sit-down event
• Boardroom

Map to building