CLARK CENTER ROOM SCHEDULING

Policy:

3/25/13 Policy Update: 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.

Reservation Requests:
Room reservation requests should be submitted via the Bio-X website at: http://biox.stanford.edu/room_scheduling.html

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.

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.

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:
Almost all AV services 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.

AV Support:
For AV assistance, please submit a service request form to Stanford Event Services.

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. In your room reservation request, we highly recommend that you include a half hour of setup time, to test your laptop with the AV equipment and to contact Event Services if necessary.

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).

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

General:
The user is responsible for leaving the auditorium 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.

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 auditorium lobby area.

Please note that scheduled events may appear under the "Events" link on the Clark Center kiosk. The kiosk is located in the courtyard, outside S131.

Classes: Seminar room S361 is available for classes. Classes will not be scheduled in the auditorium or the other seminar rooms.

Access: If your event finishes after 5pm, please ensure that the auditorium entrance 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.