CLARK CENTER ROOM SCHEDULING

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:
Request for use of the courtyard must 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, and applicable paperwork has been received.  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.

No posters, banners or materials of any kind may be affixed to walls, doors or railings. Posters may be displayed on easels.

The user is responsible for leaving the courtyard clean following the scheduled event. If additional clean-up or repair of damage is needed, you will be charged for these costs.

The sponsor is responsible for submitting a service request to Stanford Event Services for: tables, chairs, garbage cans and liners.  Be sure to arrange a time with SU Event Services to drop off and set up, as well as a time to pick up after the event. (http://www.stanford.edu/group/eventservice/index.html). Please inform the Clark Center Administrator of the details by emailing: clarkreservations@stanford.edu

To ensure that equipment placement does not interfere with building access and to comply with firecodes, please note:

Parties requesting usage of the Clark Center Courtyard or patio and include the use of tables, chairs and other equipment must submit a layout showing the planned arrangement of tables, chairs, umbrellas and other equipment.  The layout must be approved by the Clark Center room scheduler prior to your event.

Please wait for written confirmation from our Clark Center room scheduler before organizing catering in the courtyard area. Catering in the courtyard must be approved by the Clark Center room scheduler and must be arranged through NeXus Cafe. Please call 650-324-3447 or send email to: cafe107001@earthlink.net with any inquiries. The person in charge of the event is responsible for the food/beverages after delivery.

NeXus Café is the preferred caterer for all Clark Center events and is mandatory in the Courtyard. In the past, outside caterers have severely damaged the walls in the building and courtyard. For events in all Clark Center rooms and spaces, especially the Courtyard, if you receive an exception from the Clark Administrator allowing outside catering for an event, the event organizer must chaperone and supervise the caterers at all times to ensure that caterers leave the premises without causing damage to the building.

No red wine may be served or consumed in the Clark Center courtyard or patio areas

Golf carts/delivery vehicles are not permitted in the courtyard.

Heaters or heating lamps are not allowed in the courtyard or patio areas.