Guidelines & Policies
Equipment Rentals Pick-Up and Return (Will Call)
Instead of using our delivery services, you may choose to come to the Event Services office and pick-up the equipment yourself.
Will Call is open from 8 a.m. to 4 p.m. We recommend you call first to be sure we are prepared for you and that questions regarding payment won't delay you.
To avoid additional daily charges, return your rental before noon on the day it is due back.
Event Services Estimates
We are happy to provide estimates for your event or any aspect thereof. With your help, we can generate most estimates within ten business days of your request. You must approve the provided estimate to move forward with services for your event.
To inquire about an estimate, use the Event Services request form and indicate that it is a request for an estimate in Step 4 of the form. Provide as much information as you can and include any questions you may have. An Event Services representative will contact you if they need any additional information or to explore options. The more specific your request and the more closely it matches your planned event, the closer our estimate will be to the actual charges.
Estimates include a 10% contingency fee as a cushion for any changes that can occur from the time the estimate is made and the event takes place.
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 form and click the Cancel Original Order button in Step 3.
Forms of Payment for Event Services
Event Services accepts Stanford Department account numbers (PTA), Visa, Mastercard, American Express, and checks. Student Orders must be confirmed and approved by the ASSU financial officer. Payment information must be included with your request for service to occur. Approval of the use of a PTA by an authorized signer is required and must be received prior to any resources (equipment and staffing) being scheduled by Event Services.
Lost or Damaged Equipment
You are responsible for the equipment you rent from Event Services. Please ensure the equipment is used properly and held securely.
You will incur a charge for the full replacement cost for equipment lost, damaged, or otherwise altered.
Sponsored groups and sponsoring department's cost responsibilities:
Provide Department's PTA
Sponsored groups may be billed directly but the Stanford University Sponsoring Department MUST provide the department's PTA. The sponsoring department is ultimately responsible for costs incurred by the sponsored group if that sponsored group defaults on payment.
Sponsor's Cost Responsibility
Sponsors are fully responsible for all direct costs for services required at the event. Costs may include, but are not limited to, projectionists, sound and lighting technicians, equipment, custodial services, security, utilities, special communications utilities (such as additional phone lines), and administrative charges.
Sponsors are also fully responsible for any damages or extraordinary costs (including extraordinary clean-up) that occur as a result of the event and will be notified of such by the Stanford Events Services Office or the cognizant department of the facility used.
Student Orders for Event Services
To use our services and equipment, student organizations must follow the procedures established by the ASSU (Associated Students of Stanford University).
ASSU Financial Procedure
Step-by-Step Guide to Planning Your Student Event
Timely and Last-Minute Event Requests and Changes
Timely requests allow for advantages in planning, choice of equipment and services (whether from us or a third party), and are more cost effective. For large events, a minimum of one to two months is recommended.
We will do everything possible to fill your last-minute requests. Requests made less than one week prior to the time the service is needed may not always be met. If we have to bring on additional staff or supplement our equipment or labor with outside vendors, these may turn out to be more expensive than our normal services.