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Frequently Asked Questions

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On this page you’ll find answers to some of the most asked questions about Event Services policies and practices. If you don’t find the information you’re looking for here, please feel free to contact us.

ASSU Process

Student group events are funded and planned specific processes. Please review the links below to ensure you are following the correct procedures.

ASSU Financial Procedure

Student Event Order Process


FacOps Work Orders (formerly BGM)

Custodial and PSSI (Trash/Recycling/Compost)

Requests for Custodial (indoor clean-up, bathroom refresh and trash removal), PSSI (trash, recycle and compost bins) and Grounds (outdoor trash removal and irrigation shutoff) are submitted via a FacOps Work Request. Submit a Customer Funded request for each service needed for your event. 

  • Select the location of your event in the Building drop down
  • In the Description of Work box include a description of all the services you need
  • Latest Completion Date is your event date
  • Enter PTA and Approver information and click Submit. You will get an email confirmation with the summary of your request.

Irrigation Shut Off

Submit a FacOps Customer Funded Work Request to shut off the irrigation system. It is recommended to have the irrigation shut off at least two days prior to the set-up day through the pick-up date and time. 

 Submit a FacOps Work Request


Booking Event Space

Event Services is not responsible for booking spaces on campus. Review the information below for guidance on booking space on Stanford's campus. 

Non-Stanford Affiliates

There are two locations on campus that allow external organizations to book without a Stanford sponsor. Please contact these venues directly for any event-related inquiries. 

Stanford Affiliates

If you are a Stanford department interested in booking a registrar controlled space, please visit 25live.                       

Below are venues with commonly used event spaces that are booked through the specified department, not 25live


Cancellations

While we understand that partial or full cancellations are a part of the nature of events, job cancellations can be costly. By contacting us early, you may be able to avoid cancellation charges. Examples of such charges are preparatory work performed, commitments to vendors, or contractual staffing minimums. Early notice may allow us to cancel or redirect some of these resources.

To cancel a job: Use the Event Services Change Request and click the Cancel Original Order button in Step 3.


Estimates

  • Estimates are free and you will not be charged unless equipment and services are provided.
  • There is a 10% contingency factored into your overall estimate to cover additions to equipment/labor needs. 
  • The final invoice will reflect the actual total of equipment and labor provided.

To Request an Estimate

  • Submit an Event Services web request form
  • Provide as many details as possible regarding the scope of your event, any questions you may have, and when you need the estimate by. 
  • Indicate in Step 4 of the form that this request is “Estimate ONLY.”

An Event Services representative will provide an estimate at their earliest convenience.  We can complete most estimates within ten business days of your request. 


Labor Billing

Labor is billed for actual time spent on a job, including the loading of equipment, driving to the location, setting up, driving back, returning equipment to our warehouse, and reconciling event notes. 

  • Event Crew labor is billed in 15-minute increments
  • AV Media Technician labor is billed in 1-hour increments 

Missed Meal or Rest Break Charge

A charge per technician at the current Media Technician base rate will be included in the final costs for any missed break(s).

Missed Meal Break

A missed meal break charge is a fee that occurs when a technician has not had sufficient time during a job for a meal break period per California State Law and the Bargaining Unit contract. If an AV Technician is scheduled on a job for 4 or more hours, the technician must take a 30-minute meal break.  Typically, technicians take an off-site 30-minute meal break. If a technician cannot take a meal break, it would be appreciated if a meal could be provided, though they will still incur a missed meal break. 

Missed Rest Break

A missed rest break charge is a fee that occurs when a technician has not had sufficient time during a job for a 15-minute "rest" period per California State Law and the Bargaining Unit contract. 


Last Minute Requests

We will do everything possible to fill your request. Due to a variety of reasons, we may not be able to provide the requested service or equipment. For example, we are regularly meeting resource capacities multiple weeks out, especially in the fall and spring quarters. It is advisable to submit your request as soon as possible.


Payment

ASSU Payments

The ASSU group account provided will be charged at the end of the month after the invoice is sent. For account questions please contact O’Neal Patrick at ASSU.

PTA Payments

We bill the PTA indicated on your invoice at the end of the month. This charge will show up on your expenditure statement with a Source of “FACOP” and the invoice number listed in the “Dept Ref” field.

If the PTA needs to be updated, please submit a Change Request entering the PTA and approver’s SUNet ID in the designated fields in Step One so the form can validate the approver has signature authority for the fund.

Credit Card Payments

  • This form of payment requires a 50% deposit of the total costs for the order to be approved, once you have received your estimate.
  • If we do not receive the deposit by the deadline specified in your estimate, the job will be canceled, and no goods or services will be provided
  • Event Services accepts Visa, MasterCard and American Express.
  • The remaining balance will be charged after the job has been reconciled, typically ten business days following the completion of the job, and a credit card receipt will be provided.

PTA Approval

PTA approval must be received prior to any resources (equipment and staffing) being scheduled by Event Services.

To find the approver/person who has Signature Authority for your PTA

  • Go to Oracle Financials System
  • Log in with your SUNet ID
  • On the left “Navigator” tool bar, click “SU Inquiry Tools and Forms”
  • Click Financial Approval Authority Query
  • Find out who in your office is the approver for the specific PTA.

Recordings

Audio

  • To ensure your audio recording is successful, instructions need to be finalized no less than a week out from your event. These instructions will be conveyed to the AV technician prior to your event to confirm the technician is prepared. We want to avoid having to make any on-site changes to best capture your event.
  • An MP3 file (320 kbit/s) will be shared via Google Drive after your event. We recommend that you download the file immediately upon receipt, as the files are periodically deleted.

Video

  • The video camera will be fixed on the presenter for the duration of the event. To ensure your video recording is successful, instructions need to be finalized no less than a week out from your event. These instructions will be conveyed to the camera technician prior to your event to confirm the technician is prepared.
  • A video file will be shared with you via Google Drive after your event. We recommend that you download the file immediately upon receipt, as the files are periodically deleted.

Below are options we can provide post-production:

  • Incorporate slides into the recording  
  • Picture in Picture - the presenter is shown in the lower corner and the slides are the main portion of the screen
  • Cutting back and forth between the presenter full screen and the slides full screen
  • Title slides added at the front or in between sessions

Weather Impacts

Heaters

Event Services does not own heaters, but we can sub-rent them through an outside vendor. You will want to make sure your on-site contact connects with the vendor directly to check the heaters are operable and knows how to turn them on and off. It is your responsibility to designate someone to turn them off at the end of your event.

Rain Plan

If you decide to enact a rain plan or cancel your order, please place a change request noting the change and someone will reach out to discuss options. Please note you may still incur equipment and/or labor costs.

Tents or Canopies

Event Services owns a limited number of 10 foot x 10 foot pop-up canopies. Professionally installed tents or canopies can be sub-rented through outside vendors.  Please note that permits/inspections may be required by Santa Clara County. The application for permit must be submitted to the Santa Clara County Fire Marshal a minimum of three weeks prior to the start of the event.


Will Call Equipment

Will Call Hours

Monday – Friday, 8:00 a.m. – 4:00 p.m., closed Tuesday 10 a.m. - 12 p.m.

Return items by 12:00 p.m. on the day due to avoid additional charges.

For Your Safety: 

  • We advise anyone picking up equipment to wear closed-toe shoes and appropriate clothing. 
  • Some of our equipment is heavy and bulky, so please ensure you have the appropriate transportation for the equipment you are picking up.