For a detailed explanation of the BCC reservation policy, please refer to our BCC Policies and Rates section.

• Who can host an event in the BCC?
• What spaces/rooms can be rented in the BCC?
• May I host a memorial service, wedding, or other private ceremony in the BCC?
• How far in advance of my event date can I reserve space in the BCC?
• Is there a discount for booking mulitple events in the BCC?
• What are the room rental fees in the BCC?
• Who will staff my event in the BCC?
• Does the BCC provide tables and chairs, audiovisual equipment, set-up assistance, an so forth?
• Who submits my work orders?
• How do I arrange additional parking for large conferences at the BCC?
• What should I call the BCC in our marketing materials?
• What is the reservation cancellation policy?

Who can host an event at BCC?

Events must be consistent with the research and education mission of Stanford University. Stanford departments, administrative units, and external organizations sponsored by a Stanford client may host events.

What spaces/rooms can be rented in BCC?

The BCC space encompasses the main meeting room and a side room adjacent to the main meeting room. The lobby, the Oksenberg room, and the videoconference facility may be reserved for your event for an additional fee.

May I host a memorial service, wedding, or other private ceremony in BCC?

BCC is not available to host any of the above ceremonies since they are not consistent with the research and education mission of Stanford University.

How far in advance of my event date can I reserve space in BCC?

You may request a reservation for the BCC up to one year in advance. Once you provide a PTA, your reservation will be confirmed. Please review our Policies and Rates section for details.

Is there a discount for booking multiple events in the BCC?

Yes, a 20% discount is available for scheduling at least three related bookings throughout the year. Reservations must be booked at the same time.

What are the room rental fees at the BCC?

BCC room rental fees vary according to the event sponsor and length of event. Additional charges may be applicable for facilities, housekeeping, and custom room set-up requests. Our updated Policies and Rates provide a full explanation of BCC rental charges. Payment may only be made using a Stanford PTA.

Who will staff my event in the BCC?

You must provide a key contact person to work with us in coordinating your event. The contact person must also be present throughout the event itself. In addition, an onsite technical manager will be available before and during the event to serve your event’s audiovisual needs. Room set-ups and breakdowns are contracted through Event and Labor Services and ABM Janitorial Services (additional charges may be applicable). You are also responsible for contracting and coordinatiing catering. A list of recommended caterers can be found in Venue Amenities. Other event staffing and needs are your responsibility.

Does BCC provide tables and chairs, audiovisual equipment, set-up assistance, etc.?

Depending on the size of your event and the space in which it will be held, either the BCC Coordinator or Event and Labor Services staff will provide the appropriate equipment and set-up assistance. Plase see detailed information in Venue Amenities. The BCC Coordinator will advise you of the various options based upon your event needs. We will notify you of any additional charges that may be incurred as a result of special requests. You are responsible for the additional fees and charges associated with using Event and Labor Services.

Who submits my work orders?

The BCC Coordinator will submit all necessary work orders two weeks prior to your event. Last-minute changes or additions may incur additional fees, if accommodated.

How do I arrange for additional parking at BCC?

For information about special parking assistance, downloadable parking maps, and other parking and transportation matters, please contact Stanford University Parking and Transportation Services at (650) 723-9362 Monday-Friday between 7:30 am - 5 pm.

What should I call BCC in our marketing materials?

In all publicity related to your event, please refer to our location as the "Bechtel Conference Center in Encina Hall."

What is the reservation and cancellation policy?

You may reserve a date, if available, up to one year in advance. You can confirm the date by providing a PTA and financial approval. Once a date is confirmed, you may cancel your reservation at least 91 days in advance of your event without incurring a penalty. Cancellations must be made in writing via e-mail to the BCC Coordinator. If you cancel your booking between 90- 31 days prior to your event, you will be charged 50% of the rental fee. Cancellations made within 30 days of the event will be charged the full rental rate. Please be aware that other contracted service providers, such as Event & Labor Services or caterers, may have separate and different cancellations policies. Please review our Policies and Rates section for details.