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Services and Pricing

With its full array of audiovisual presentation equipment, the BCC is technically self-contained, providing standard and premium services.  All rentals at the BCC include an experienced technician to staff your event at no extra charge.  The AV manager works closely with the client to customize the event’s technical agenda.

Standard Services

The main hall rental fee INCLUDES use of the following:

  • Tables, chairs, lectern, stage
  • Tabletop, wireless lapel and handheld microphones
  • Wireless lapel and hand held microphones
  • Video projection on 12' wide format screen
  • Presentation laptop with remote clicker
  • Courtesy monitor for presenters
  • Advanced room lighting control, decorative uplighting, specialized video lighting
  • Stanford wireless and Stanford guest wireless networks
  • Technical set up for interpreter equipment
  • Assisted listening headsets
  • Flag rental

Rental fee for the Oksenberg Room includes use of the following equipment:

  • Built-in projector and 6x8 screen
  • Lectern equipped with microphone and laptop-projector connections
  • Wireless lapel or hand-held microphone
  • Presentation laptop with remote clicker
  • Assisted listening system available with advance notice
 

Coordinated Services

The BCC staff will coordinate with third-party vendors for outside services to ensure you have all the services required for your event.

Interpreter Services

The BCC provides full support for both consecutive and simultaneous interpretation. The AV manager will assist in making all the appropriate technical arrangements.  Interpreters for events that use headsets must use the BCC’s interpreter room.  A partial list of companies familiar with the BCC is provided below, though clients may use their own interpreters.

Conference Systems http://conferencesystems.com/

Catering Services

Event organizers may use any caterer that can provide a certificate of liability insurance.  The Stanford client must be present while caterers are on site.  Any damage to the premises caused by the caterer is the responsibility of the Stanford client.  Additional conditions for food service are posted in the Policies section.   A partial list of caterers familiar with the BCC is provided below.

Lower Budgets  (drop-off lunches, minimal or no service required)

Higher Budgets  (table service, alcohol, plated dinners)

 

Premium Services

The BCC staff can provide fee-for-use services to better enhance the quality and reach of your event.  The following premium services are available:

Video conferencing

  • HD video conferencing: BlueJeans, Skype, VSEE
  • Technical Rehearsal — Pre-event set-up and trial run of your AV requirements.

Media capture

  • Three-camera, live-switched HD video production system
  • All media capture events require a signed release from all speakers.
  • Download release form

Post Production Services

  • File encoding optimized for webvideo, phones and mobile devices
  • Editing, logo insertion, picture in picture, titling, captioning, DVD authoring

Event Planning & Staffing

Our conference staff have over 30 years combined experience in planning and executing every type of Stanford event, including those hosting heads of state, foreign ministers, and major donors.  For any event held at the BCC, we can take care of all logistical details, such as caterers, interpreters, décor, and valet parking. Note that our staff cannot assist with invitations and rsvps.

Clients can pick among the services below that they need assistance with.

  • Event staffing – taking care of all logistics during the event, including those with third-party vendors
  • Early deliveries – by special arrangement only, staff can accept and store items in advance, such as nametags, pens, and marketing materials.
  • Catering – provide caterer and menu recommendations, obtain bids, negotiate contracts, and help the client decide the best fit for their event.
  • Interpreter services – book consecutive or simultaneous translation services.
  • Local hotel accommodations – make reservations; negotiate best pricing for blocks of rooms. Staff cannot provide out-of-area arrangements (e.g., SF).
  • Transportation and parking – arrange shuttle, car service and valet parking services for events associated with the BCC.
  • Local off-site dining – help with reservations, menus, and transportation for conference meals at local restaurants. Our staff knows where those private dining rooms are! Note that BCC personnel cannot staff off-site events.

Canopy Rental

For fair weather dining on the lawn in front of Encina Hall, pop-up Stanford canopy tents are available.  Reserve the Encina Lawn separately on the 25Live website.

 

Service Rates

Premium Services

Full Day rate (8a-10p)

Business Day (8a-5p)

Evening (5p-10p)

Half day (5 hrs between 8-5)

Add’l hour

Media Capture

$1,000

$600

$400

$400

$50

Videoconferencing

$500

$300

$300

$150

$50

Technical rehearsal

$100/hour

$100/hour

$100/hour

$100/hour

$100

Post production

$100/hour

$100/hour

$100/hour

$100/hour

$100

Canopy rental

$15/ea per day

 

 

 

 

Event planning

$100/hour

$100/hour

$100/hour

$100/hour

$100

Event staffing

$100/hour

$100/hour

$100/hour

$100/hour

$100

Ground Transportation and Parking

The BCC does not provide transportation or parking services. Event shuttles can be arranged via Stanford Transportation.  Special arrangements for self-parking on campus is available at the Parking and Transportation website. There is limited visitor parking in front of Encina. The closest large parking lot to Encina Hall is parking structure 7 under the Graduate School of Business.

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Reserve Online *The BCC is available only to the Stanford community.  A SUNet ID is required to reserve.

 

Bechtel Conference Center
Encina Hall
616 Serra Street
Stanford, CA 94305-6055
(650) 725-2524

Tour reservations
bcc-encina@stanford.edu