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Use of Memorial Auditorium Policy

Upon application to the Registrar's Scheduling (RSO), Memorial Auditorium is available for use by academic departments, administrative departments and officially registered student organizations of the ASSU and Student Activities & Leadership (SAL), subject to scheduling constraints and the following guidelines.

Description and Conditions

• Memorial Auditorium is the largest indoor facility on campus designed for regular performance use.
• It has a complete technical support system of lighting, sound, projection and stage rigging.
• There are also 7 dressing rooms, showers, a green room and an orchestra pit.
• Because it seats 1,710 persons, only those events that need this type of large capacity venue will be considered.
• The lobby may only be booked by a sponsor of a performance or event that is being held in the in auditorium on the same date/time. Events booked in the lobby by the sponsor (such as pre-performance dinners and pre-performance or post-performance receptions) are permitted only after 5:00 pm (Monday-Sunday). The capacity of the lobby is 250 for stand-up events and 150 for sit-down events. For any use of the lobby, an Interdepartmental Request (SU-13) is required for technical supervision by an Event Services technician. Tables and chairs must not be setup in a way that would restrict the flow of people exiting the auditorium; all doorways must be left clear. If refreshments are served in the lobby, the sponsor must provide door monitors to ensure that no food or drink is taken into the auditorium.
• If the sponsor of a performance or event in the main auditorium wishes to use the lobby for any use other than to simply enter the auditorium, it must be formally booked through RSO.

The following criteria have been established:

• Events which may be scheduled in Memorial Auditorium include large public film showings (16mm and 35mm), large musical ensembles, theatrical productions, dance performances, mixed media presentations which involve more than two sources of visual display, soloists, conferences, symposia, panel discussions, and large public lectures.
• Events that will NOT be scheduled include regular small group meetings and any event with a projected attendance of less than 500. Rock concerts do not work well in this facility.
• No food or drink is allowed in the auditorium at any time.
• No smoking is permitted anywhere in the building.
• No banners, posters or materials of any kind may be hung on any of the walls, doors or curtains. If anything is posted, the sponsor will be charged for its removal. Posters are allowed on easels.
• All event materials such as programs, flyers etc. must be removed from the building as part of the event cleanup. If some of these materials are left in the lobby for removal by custodial staff, they must be clearly marked. The event sponsor will be charged for the total cost of removal of materials left in the lobby or any other part of the building, including staff time used to make arrangements for the removal.
• When the Pigott Theatre is in use, any approved use of Memorial Auditorium is restricted to the stage area in front of the main (red) curtain ONLY! At these times, stage lighting may be limited and there could be noise or other interference from the event in Little Theatre.
• Use of the green room or any dressing rooms must be scheduled through RSO.
• The piano in Memorial Auditorium is the property of Stanford Lively Arts, and is not available for other events.

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Technical Supervision Requirements

All activities in Memorial Hall require Event Services Supervision, unless an exception has been made by Office of Special Events & Protocol (OSEP) and in conjunction with the Stanford Drama Department.

Any group using Memorial Auditorium is responsible for all direct costs incurred in production, including, but not limited to custodial and technical costs, and supervision by Event Services. Call Event Services for details.

• After a request is confirmed by RSO, the sponsor must contact Event Services, at 723-2285, regarding specific arrangements for technical support. Student groups must also be in contact with this department.
• When the level and schedule of technical support have been agreed upon, the sponsor must issue an SU-13 that must be received by NFS, in the Old Union, at least 7 working days in advance of the event. Cost estimates are available from Event Services upon request.
• Only technicians from Event Services are permitted access to the projector and light booths. All use of stage equipment and machinery requires supervision by an authorized Event Services representative.
• For any event utilizing the sound system in this facility, the Sound III package is the minimum. There is a lighting charge per instrument for stage lighting. Contact Event Services for current prices.

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Ticket Services

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Scheduling

• Requests for the use of Memorial Auditorium are made through Non-academic Facilities Scheduling (RSO).

For University Departments and Schools

Email: reg-events@stanford.edu to request a reservation.
Requests must be made at least 15 working days in advance, but no earlier than the January prior to the fiscal year of the requested date of use.

For Registered Student Groups

Please contact Student Activities & Leadership (SAL)

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Custodial Services

• A Work Order must be issued for cleaning before and after any event including rehearsals, setups, strikes and performances. The Work Order must be received by NFS at least 7 working days in advance of an event.
• Work orders must include custodial services for the auditorium, the lobby, the restrooms, and/or any dressing rooms or the Green Room if they are used.
• The request for pre-event cleaning should include a request for stocking the rest rooms in all areas to be used, especially those in the main lobby.
• Work Orders for events having over 500 people and scheduled to run more than three or more hours, must include a request to check and re-stock the main lobby restrooms every three hours.

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