BCC - Policies & Guidelines

Reservations
Requests for the BCC are only accepted via the website.

BCC staff will reply within 2 business days to acknowledge receipt of your request and put your event on hold if the date(s) are available.

To confirm or guarantee a booking, a 50% deposit is required via a PTA journal.  Bookings on hold are not guaranteed. If another request is made for the same date, the original client must either release or provide a 50% deposit to confirm. If released, the second client is required to make a 50% deposit immediately at time of booking.

Cancellations
A reservation may be cancelled up to 60 days in advance without penalty.

Reservations cancelled 59-30 days in advance will be charged a 50% cancellation fee.

Cancellations under 30 days will be charged 100% of rental fee. All cancellation requests must be made by email to bcc-encina@stanford.edu

Wait Lists
If a date is already in confirm status, you may add your name to the wait list. The BCC coordinator will contact the first person on the wait list if the original requestor cancels.

Payment Policies
An estimate of fees will be provided upon request; however, the actual charges may vary depending upon additional services required or requested, extra time, or damage.

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 Setup & 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. 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 setup requests or accept the set-up without question.

Absolutely no tape is allowed on any wood or painted surface in Encina Hall.

The translation booth window may not be obscured in any way while in use.

Food and Catering

The client’s event planner (or key contact) must be present while caterers are on-site at any and 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.

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. Custodial will not remove trash left on tables or around the conference center.

Building Security and Safety

A member of the BCC staff will be present during the event, but clients are also responsible for general building security.

Encina Hall is open Monday – Friday, 8am – 6pm. Events held outside these hours require clients to staff the front door of Encina Hall. Alarm will sound if doors are propped open.

Security card access may be given to the Stanford event planner, if necessary.

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.

Liability

All costs incurred related to the function, as well as any damages, theft, displacement of furniture or other abuse to the conference center space and its contents, are the responsibility of the Stanford client.

Neither the BCC nor the Freeman Spogli Institute for International Studies will be responsible for lost or damaged items.

For University event policies, please visit the Office of Special Events and Protocol, Event Policy Guide website.