University Policy Notes
Events held on Stanford campus must meet Stanford University Event Requirements.
Per BEAM (fka the Career Development Center), recruiting events or company informational sessions may be held only at BEAM, Tresidder Student Union or the Faculty Club. (Espie Santiago & Brett Alpert 1-7-16)
Building 550 Event Host Responsibility
Any event held in Bldg 550 needs a host who is a d.school faculty or staff member or a Design Group faculty member. The event host's administrator will have responsibilities associated with the event. At a minimum, the administrator will need to
- collect the required information for the reservation (see Event Requirements & Reservation Process below)
- ensure the event contacts understand space requirements, including building rules and safety issues
- enter the event in the room reservation system
- when the event will be more than minimally disruptive (noise, more than about people at one time, access, etc.) please send an email to email@example.com to notify the community
Faculty considering hosting an event should keep in mind the potential impact on their administrator which may include answering questions about the space, arranging for building access, finding alternate locations for displaced groups, dealing with problems involving noise, set-up, clean-up, resetting the furniture, etc.
Event Requirements and Reservation Process
To request an event (not regular class meeting) reservation in Building 550, please contact the Design Group, Center for Design Research or d.school staff member associated with your activity (or your event host's administrator) and provide the following information:
- Event name & brief description
- Contact person's name
- Name of the Design Group faculty member, or d.school faculty or staff member who has agreed to host the reservation
- Is this a Student Group event? If so, name of Student Group. (kburns 10-9-19)
- Event date. If outside of regular business hours, a faculty or staff member must agree to be present for the duration, and admin must forward event request to Kristin Burns before booking the room. (kburns 3-6-19)
- Reservation start and end time (allowing for setup and cleanup)
- Event start and end time. If outside of regular business hours, a Stanford faculty or staff member must agree to be present as the on-site host for the duration of the reservation (set-up through clean-up), and admin must forward event request to Kristin Burns before booking the room. The on-site host is responsible for the well-being of the participants and facility and will respond to any injury/accident/unforeseen circumstance. (kburns 3-7-19)
- Approximate # of attendees
- Will a fee be charged? If so, admin must forward request to Kristin Burns. (kburns 3-6-19)
- Will food be served?
- Will beverages be served?
- Will alcohol be served? If so, who will be the licensed bartender or caterer serving the alcohol? (kburns 10-9-19)
- Cleanup arrangements (see "Work Orders" below)
Please note that events may not be advertised until required work orders are in place.
Design Group courses and other offerings may supersede other reservations.
Building 550 Room Details
You may not borrow furniture from a room you have not reserved without first checking with Brittany Coffer (firstname.lastname@example.org). In most cases, Bldg 550 furniture may not be removed from the building. Room 200 tables may never be removed from the building.
To arrange building access for events after normal business hours, the event host's admin should email ME Facilities Support.
The event's faculty host or designated staff member must be present for the duration of all after hours events. (kburns 3-6-19)
Event Staging Requirements
Events in the Atrium: The Atrium is an open area that building occupants and visitors will be walking through; it is not a private or secured area. Please note that a three-foot aisle must be maintained along the kitchen/conference room side to allow passage through the building.