Skip to main content Skip to secondary navigation

CAMPUS IS OPEN: There is no emergency at this time. Follow the Alerts and Notices page for further updates.

Event Policies

Main content start

To help you prepare for your event, please review our policies for event planning — organized from A to Z.

Advertising, Signage and Publications

In all external communications regarding your event, please use the formal names and titles of each venue. Please use only stands, easels or sandwich boards to post signage for your event. Signage must not be posted on doors, windows or buildings. The organizing group is responsible for removal and disposal of all signage following the event. We have A-frames available for loan for signage outside of the buildings. These are signed out on a first-come, first-served basis. Contact SRWC Campus Services at srwc_events@stanford.edu for more information.

Alcoholic Beverages

See Food & Drink Section below.

Amplified Sound/Noise

Amplified sound is allowed outdoors and must be kept to a reasonable level during normal business hours, evenings and weekends.

Emergency Assembly Point

Please ensure that all guests at your meetings and events are aware of the location of exits and the Emergency Assembly Points (EAP). Remember that many out of state employees and guests will not be aware of earthquake procedures, such as duck and cover. In the event of an emergency, calmly exit the building and report to the SRWC Emergency Assembly Point(s).

Event Cancellations

Cancellations made within 30 calendar days of the event will be charged 50 percent of the usage fee. Cancellations made within two business days will be charged 100 percent of the usage fee. Please be aware that other contracted service providers such as rental companies or caterers may have separate cancellation policies.

Events Outside Business Hours

Lobby desks must be staffed during events that occur outside of business hours, Monday through Friday, 8:00 a.m. - 5:00 p.m.  Departments are charged $50 per hour with a 4-hour minimum.  If your department is planning to host an event outside of business hours, please contact srwc_events@stanford.edu to schedule coverage.

Fire Regulations

Furniture must not block doors or egress corridor routes. 

Food & Drink

Alcoholic Beverages
If you plan to serve alcoholic beverages at your event, please work with Stanford Catering in Redwood City, the preferred caterer and the only approved vendor to provide alcohol services at the SRWC campus. Stanford Catering in Redwood City will source:

- Alcoholic beverages
- Bartending services
- The legally required Department of Alcohol and Beverage Control (ABC) liquor license
- The appropriate amount of liability insurance as is required by Stanford's Department of Special Events & Protocol (OSEP)

Catering: You may provide food and non-alcoholic drinks to your guests through Stanford Catering in Redwood City or any caterer that is on our approved caterer list. The SRWC approved caterer list includes companies that meet Stanford’s green catering guidelines and have signed a contract. Contact SRWC_events@stanford.edu if you would like to get a catering company added to the list.

BBQ trailers are permitted in certain locations if you obtain pre-approval from Campus Services/Events team. If a BBQ is approved, the caterer must use a tarp and/or ground cover under the BBQ grill, pit or trailer. BBQs must be at least 25 feet from all buildings. Note that there is no hot coal disposal on site at SRWC and the caterer is responsible to remove and dispose of all hot coals off site.

Drop and Go Catering (i.e. Specialty’s, Door Dash, etc.)
Drop and Go Catering is defined as food delivery only and all of the following guidelines must be adhered to:

  • No servers, no setting up or serving.
  • Everything must be disposable; if a food service provider needs to come back and pick up any equipment, it is no longer considered drop and go.
  • No advertising - business cards, signage, etc.
  • All delivery vehicles must obtain a visitor parking permit to park in the Barron garage or surface lots. They may unload in the unloading zone on Warrington Dr.
  • The group booking the drop and go service is responsible for all clean up and trash removal.
  • Evening or weekend drop and go catering may require a dedicated day porter for clean-up and remove all trash following the event. You will need to provide a PTA and the approver's SUNet ID for payment.
  • All non-Stanford affiliates are always required to use SRWC approved caterers.

Drop and go catering at SRWC is permissible only for small staff gatherings (lunches/celebration) where there is no departmental budget. Drop and go catering is never to be a substitution for using SRWC approved caterers for events, conferences or meetings.

Furniture

Most outdoor spaces at SRWC are set up with a specific configuration of tables and chairs to make the best use of the space. If you would like furniture reconfigured, please include the request in your reservation form and SRWC Campus Services will evaluate the best way to accommodate your request, if appropriate. Planters cannot be moved. Please do not move furniture to other rooms or borrow furniture from other rooms -- you may be adversely impacting building or campus tenants.

Janitorial, Cleanup and Damage

Clean up of the space includes removal of all food, décor and signage, personal items, and meeting/event materials. Trash must be placed in the designated receptacles. Please allow time for this when making a reservation.  The event sponsor/coordinator is responsible to ensure that the reserved space is cleaned properly. Once all of the debris is removed by the event sponsor, regular janitorial services will arrive after the conclusion of each event to clean the space as appropriate. Please keep in mind that janitorial services will not be disposing and cleaning trash or materials – they will be emptying and removing the trash receptacles, not filling them. 

We reserve the right to request and charge a PTA if there is incomplete cleanup or damage to the space. Remember there are events and meetings after yours. Campus Services can help you contract additional custodial services if necessary. Depending on the size and duration of your event, additional cleaning such as power washing of outdoor spaces may be required. Please leave all spaces as you found them.

Damage to the facility caused by the client, guests of the client, or a third-party vendor employed by the client will be billed to the event sponsor for additional cleaning and/or costs of repair or replacement in addition to usage fee. Please let us know if you find a problem with an event space.

Larger events may require additional custodial services during the event. Campus Services will determine if your event requires additional services. Additional fees will be based on size, duration and type of event.

Large Events

Events with 100+ participants will be required to submit a timeline/agenda prior to the event. The SRWC Campus Services team reserves the right to require a pre and/or post event walk-through of the spaces involved. Please see Janitorial, Cleanup and Damage section above regarding additional custodial services for large events.

Power Needs

If you need electrical power, you or your vendor(s) must make arrangements to utilize a generator for power within outdoor spaces at SRWC.

Smoking

Smoking is only permissible outside and may not occur under an overhang or on the greenway. Smoking may not be within 50 feet of any building. Smoking is not permitted on any terrace.

Space Reassignment Procedures

Although SRWC Campus Services will make a significant effort to avoid relocating events to different spaces, we reserve the right to reassign space given unusual circumstances. If reassigning becomes necessary, we will identify comparable space at SRWC. If additional fees would be due for that space, over and above our SRWC Campus Services fees, we will cover the difference.

Sponsored Events

Event spaces at Stanford Redwood City are available for events directly organized, planned, and managed by a Stanford school or department, registered student group, Lucille Packard Children's Hospital or Stanford Health Care. Events must be consistent with the educational mission of Stanford University and intended primarily for Stanford alumni, faculty, students, and staff. Unaffiliated outside entities must first approach a related department that's willing to take ownership and partnership committing to financial, active planning, and participating responsibilities. Please visit the Office of Special Events and Protocol for more information about sponsored events.