In an effort to streamline our Stanford clients' event planning process, the Bechtel Conference Center (BCC) has implemented a web-based system for booking events.

Our Online Reservation link includes an online calendar and web request form to enable you to check venue availaibility and request an event date. We have also revised the BCC Policies and Rates, effective September 1, 2005, which are explained in detail below.
For questions and feedback, please email our BCC-Coordinator.

• Reservations
• Cancellations
• Room Set-Up and Cleaning
• Food and Catering
• Fees and Payment
• Building Security and Safety
• Liability
• Rates

Reservations

• All events held at the BCC 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.
• To reserve the BCC, please access the Online Reservation link to review room availability and to submit a reservation request.
• Reservations made within 30 days of an event must be "confirmed" at the time of booking.
• Reservations made within 10 business days of the event will be charged an additional fee of 10%.
• The online reservation system allows you to hold, reserve, or confirm a date,
  as explained below:
  • HOLD: When initially planning an event and your dates are not yet firm, you may use the Online Reservation system to request up to 3 separate "hold" dates. After you have submitted your request for "hold" dates, the BCC Coordinator will reply within 72 hours to acknowledge receipt of your request. While in "hold" status, other clients may also submit a request for your "hold" dates through the Confirm or Release policy (see full explanation below).
  • RESERVED: Once you have determined a single date for your event, you may request the BCC Coordinator convert a "hold" date to “reserved” status. Other clients may also submit a request for your "reserved" dates through the Confirm or Release policy (see full explanation below).
  • CONFIRMED: Once you have provided payment (a Stanford PTA with financial approval), the BCC Coordinator will convert your "reserved" date to “confirmed." NOTE: Certain financial obligations apply after you have "confirmed" your date (see Cancellations below for a full explanation).

• Confirm or Release Policy:

  If a second client requests a reservation for a date that is in either "hold" or "reserved" status, the Confirm or Release policy may be applied. The Confirm or Release policy allows the original requestor to convert the reservation to "confirmed" status by providing a 50% non-refundable deposit within 5 business days, in which case the date becomes unavailable to other requestors. Conversely, if the original requestor elects to release the date, the second client would be required to provide a 50% non-refundable deposit to retain the date.

Cancellations

• A reservation may be cancelled up to 91 days prior to the event with no financial penalty, unless the “Confirm or Release” policy was applied.
• “Confirmed” events cancelled 90 – 31 days in advance will be charged the 50% non-refundable deposit.
• “Confirmed” events cancelled within 30 days of the event will be charged 100% of the rental fee.
• All cancellation requests must be made in writing via e-mail to: bcc-coordinator@stanford.edu.
• Please be aware that other contracted service providers (such as Event and Labor Services and caterers) may have separate and different cancellation policies from the BCC .

Room Set-Up and Cleaning

• Room set-up and audio-visual equipment needs must be determined at least
  7 days in advance of the event. (For tecnhical services and support, please see Venue Amenities.)
• For scheduling purposes, all set up and cleaning work orders will be placed by the BCC Coordinator. The client is responsible for all charges, including possible overtime rates, related to using Events and Labor Services
  and ABM Janitorial Services.
• The set-up time will be determined in consultation with the BCC Coordinator.
• The event planner (or key contact) MUST be present during set-up to obtain training on equipment, review and approve set-up requests, and supervise other service providers, such as caterers.
• For multiple-day events, cleaning services will be requested at the end of each day.
• Absolutely NO tape is allowed on any wood or painted surface in Encina Hall.
• There are to be no open flames in the BCC or adjacent areas.
• At the end of the last day of the event, all peripheral equipment (rented chairs, china, etc.) must be removed from the Bechtel Conference Center. If it is not removed, the client may be charged.

Food and Catering

• The event planner (or key contact) is required to be present while caterers set up and clean up.
• Caterers are required to file a copy of their liability insurance (please see the list
  of BCC-preferred caterers in Venue Amenities) for each event.
• Two pantries are available for food preparation.
• Only propane or sterno burners may be used. There is no oven available in
  Encina Hall.
• Caterers should use Arguello Way to access the ground floor entrance to Encina Hall South.
• Caterers must use the service elevator in the BCC. Carts and trays may not be carried up the stairs.
• Any damages caused by caterers are the responsibility of the Stanford client.
• 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.

Fees and Payment

• For an explanation of our rates, please see the Rates 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.
• Payment must be made through a valid Stanford University PTA account charged via an inter-departmental transfer of funds.
• Reservations made within 10 business days of the event will be charged an additional fee of 10%.
• The client is responsible for all charges, including possible overtime rates, related to using Events and Labor Services and ABM Janitorial Services.
• Fees for damage include the actual costs for repair or replacement of fixtures, equipment, and furnishings.

Building Security and Safety

• A member of the BCC staff will be present during the event, but clients are also responsible for general building security.
• Encina Hall is open during business hours, Monday – Friday, 8 AM – 5 PM. Events held outside these hours require client or staff to open and shut doors. Doors cannot be propped open.
• Key and/or security card access may be given to the event planner during set-up,
  if necessary.
• The BCC is not responsible for lost or damaged items.
• Smoking is prohibited inside the Bechtel Conference Center, within Encina Hall,
  and under the covered arcade outside the entrance to Encina Hall. Please see Stanford University Administrative Guide (Guide Memo 23.4).
• Fire exits cannot be blocked under any circumstances.
• The event planner must comply with the University Fire Marshal’s Office policies.

Liability

• All costs incurred related to the function, as well as any damages, theft, displacement of furniture or other abuse to the conference center space and its contents, are the responsibility of the client.
• Neither the BCC nor the Freeman Spogli Institute will be responsible for lost or damaged client items.

Rates

The rate structure is designed to serve the mission of Stanford University first and foremost by offering academic departments "at-cost" rental fees for their educational meetings. The higher rates take into account revenue generation for non-academic Stanford clients and additional infrastructure costs for non-Stanford clients.

• Daily room rental rates vary according to the type and length of the event (see chart below).
• Rates include all amenities, furnishings, equipment, and an on-site technical manager.
• A flat fee is charged for events up to 10 hours in length.
• A $500 overtime fee is assessed for each two-hour increment over 10 hours.
• The Encina Hall lobby is available for limited use for an additional flat fee of $200.
• The Oksenberg Room is available in conjunction with your event for an additional flat fee of $200.
• Additonal breakout rooms may be available at negotiated rates.
• A 20% discount will be given when booking 3 or more events at one time.

Questions

If you have additional questions, please email the BCC-Coordinator.