Frequently Asked Questions
What is the reservation and cancellation policy?
For a detailed explanation of these policies, please refer to the Policies section.
Who can host an event at the BCC?
Any Stanford academic or administrative unit may reserve the BCC. External organizations must be sponsored by a Stanford unit. Payments are accepted via internal journal transfer only. Events must be consistent with the research and education mission of Stanford University. More information can be found here.
May I host a memorial service, wedding, or other private event in the BCC?
The BCC is not available to host events that are not consistent with the research and education mission of Stanford University.
How far in advance of my event date can I reserve the BCC?
You may request a reservation for the BCC up to one year in advance. A PTA is required to confirm a reservation.
What are the room rental fees at the BCC?
Please see Services & Resources section for a full explanation of BCC fees.
Who will staff my event in the BCC?
All BCC fees include an A/V staff to support your event. However, clients must provide their own event manager to plan their event and work with the BCC manager to configure setup and technical needs, as well as, staff their event. The event manager must be present through the entire event, set up to clean up. The BCC can provide event planning and staffing services for additional fees; please see the Services Rates & Resources section for details.
What equipment does the BCC provide?
The BCC provides furnishings for the most common set-ups at no additional cost. Specialized or extra-large events may require rental of additional items. Please see Rates & Features sections for details on room set up options.
Basic AV and a technician is included in the rental fee. Please see the Standard Services & Premium Services section for details on the standard and premium technical services available. Depending upon the size and complexity of your event, additional A/V equipment and technicians may be required at an additional fee.
The BCC manager will notify you in advance of any additional charges. The Stanford client is responsible for all additional fees and charges associated with using Event Services.
How far in advance can I get into the facility to set up my event?
Only event planning staff & presenters may be in the event space one hour prior to start time, for setup purposes. Attendees will not be allowed in before the official start time. Exceptions are at the complete discretion of the BCC manager based on availability and the BCC schedule.
Who submits required work orders?
The BCC staff will submit all necessary work orders two weeks prior to the event. Last minute changes or additions may incur additional fees, if we are able to accommodate the requested changes.
How do I arrange for parking at the BCC?
For information about special parking assistance, downloadable parking maps, and other parking and transportation matters, please contact Stanford University Transportation Services.
How should I refer to the BCC in our invitations and marketing materials?
In all publicity related to your event, please refer to our location as the “Bechtel Conference Center at Encina Hall” 616 Serra Mall, Stanford, CA 94305.
*The BCC is available only to the Stanford community. A SUNet ID is required to reserve.