BCC - Policies & Guidelines
Bechtel Conference Center Policies
Reservation Policies
Reservations
Requests for the BCC are only accepted via the website.
Holds
Reservations may be on hold for 4 months, maximum. BCC staff will contact clients at that point if confirmation has not already been made. If clients are unable to confirm, the hold must be released.
Cancellation
Cancellations 90 days or less from the event date will be charged 100% of rental fee. All cancellations must be made by email.
Wait List
If a date is in hold status, clients may request their event to the waitlisted. BCC management will reach out to the original holding unit for confirmation or release. The original holding unit must confirm or release within 2 business days.
Payment Policies
Payment Policies
An estimate of fees will be provided. However, the actual charges may vary depending upon additional services required or requested at the last minute, extra time, or damage to the venue.
Failure to clear and exit the venue by the contracted end time will automatically result in overtime fees.
The client is responsible for all charges, including possible premium rates (outside of regular hours), related to using Event Services and custodial services.
Payments are accepted by intra-university PTA transfers only.
Journals must be approved within one week of submission.
Room & Audio Visual Services
BCC staff will place all Event Service and custodial work requests. Event Services requests will be charged directly to the PTA provided by the client. Timing will be determined by BCC management to ensure the service fits with the venue calendar. Custodial services will be billed with the facility fee by BCC management.
The client’s event planner (or key contact) must be present during set-up to review and approve the setup or accept the set-up without question.
Absolutely no tape is allowed on any wood or painted surface in Encina Hall.
The small control room window may not be obscured in any way while in use.
Food & Catering
The client’s event planner (or key contact) must be present while caterers are on-site at all times. Failure to adhere to this policy will result in event staffing service charges.
Caterers are required to file a copy of their liability insurance with the BCC and the University.
No open flame appliances are allowed. Only butane or sterno burners may be used.
Caterers must use the service elevator located in the pantry. Carts and trays may not be carried up the stairs of the Encina lobby.
Any damages caused by caterers are the responsibility of the Stanford client.
All catering equipment and foodstuffs, including items in the refrigerator, must be removed immediately after the event, regardless of the hour.
Waste must be placed in designated receptacles and/or removed from the area.
Building Security & Safety
A member of the BCC management will be present during the event, but clients are also responsible for general building security.
Encina Hall doors are open Monday – Friday, 8:00 AM – 5:00 PM. BCC staff must be notified at least 1 week in advance if doors need to be open outside of this timing or a client staff member must monitor the doors.
Tours for security advance teams must be scheduled with BCC staff.
The BCC is not responsible for lost or damaged items.
Smoking is prohibited inside the Bechtel Conference Center, within Encina Hall, and under the covered arcade outside the entrance to Encina Hall. Approved smoking areas are located on the west side of the building between The Hoover Institute and Encina Hall.
Fire exits cannot be blocked under any circumstances. All Stanford members are required to comply with the University Fire Marshal policies.
University Event Policies
University Events Policy and the Stanford Event Organizer
A Stanford Event Organizer (formerly known as: “Stanford Event Sponsor”) oversees the content of, plans, and is fully responsible for, the management and presentation of a university event that meets both the educational mission of Stanford, and fulfills the university organization’s academic goals and purpose.
The university’s assets, (for example: its name, trademarks, buildings, Stanford University staff, public safety staff, parking lots, all open space venues and indoor facilities) must be used for these purposes, and not for the personal gain of individuals’ or outside parties’ uses that do not further Stanford’s academic objectives.
The university receives frequent requests for access to its resources by outside entities, typically in exchange for some form of compensation to Stanford. Many of these, if granted, could constitute “fronting” and unrelated business activities.
A Stanford Event Organizer must be one of the following:
- Stanford University academic departments, schools and institutes
- Stanford administrative offices operating on behalf of the university
- Non-academic departments recognized by the President's Office, such as Athletics
- University student groups registered with and approved by Office of Student Engagement
Additional responsibilities related to your role as a Stanford Event Organizer:
As an approved Stanford Event Organizer your event must meet the following criteria:
- Be an officially recognized Stanford University department, school, or institute or registered student organization.
- Ensure the event supports the overall educational mission of Stanford University.
- Ensure the event is directly related to the academic mission and strategic goals of the organizing department, school, or institute.
- The event must demonstrate and allow for direct educational access and benefits to the immediate Stanford community, which consists of current faculty, students, and staff.
- Confirm that your department’s chair, school’s dean, or other designated university authority within your university organization has been consulted about the event and has provided approval. This also relates to approval of proposed expenditure of funds.
- The Stanford Organizer must oversee the program content, logistical planning, be present on and manage day-of event.
- Ensure direct and consistent faculty involvement in determining the educational programming, participation, and content of the event. Faculty should also be direct participants as speakers or co-presenters.
- The organizing department must be willing and able to assume financial responsibility for all event-related costs.
Review and determine if any university staff resources are needed in addition to what may be required for producing the event. For example, parking, security and press media needs could involve university departments such as the Department of Public Safety (DPS), Stanford Transportation (and Parking), and University Communications, etc. Consultation with these and other university departments should occur early in the process.
For more policy information please visit The office of Special Events and Protocol
Online Reservations
*The BCC is available only to the Stanford community. A SUNet ID is required to reserve.
Looking for additional information? Please feel free to Contact Us.