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Conference Room Reservation

 

How to Make a Reservation

Online Room Reservation Form (Campus Partners / External Groups) 

Online Room Reservation Form (Student Groups)

Availability

Monday through Friday, 8:00 am to 12:00 pm - open to Haas staff, student organizations, other Stanford departments, and community friends

Monday through Friday, 12:00 pm to 9:00 pm: open to Haas staff and student organizations

Monday through Friday, after 9:00 pm: recurring student organization meetings only

Saturday and Sunday: prior arrangements needed

Priority

Haas Center conference rooms and space are available for the following service-related purposes:

  • educational / learning objective (i.e., class, training, panel, workshop, retreat, etc.)
  • informational session (i.e., student organization, class, etc.)
  • community building (i.e., social events, recognition/award ceremony, etc.)
  • meeting (i.e., one-time vs. weekly/monthly, interviews, committees)
  • community partnerships

Priority for use of the space is given to Haas Center staff and official Stanford University student organizations (VSOs).

When available, we are happy to offer our space to other Stanford departments and community friends on weekday mornings. If you are working in partnership with a Haas Center staff member, please reach out to him/her to request use of our space.

Other Stanford departments can begin reserving rooms the second week of each quarter. Events are approved on a one-time use basis. We are not able to accommodate recurring events.

Non-Stanford organizations should have affiliation with a Haas Center program or a Stanford entity. Student organizations may sponsor an outside organization with approval from Haas Center senior staff. Sponsorship does not mean endorsement of the views presented. Senior staff will review request and determine approval status.

On rare occasions, the use of a previously reserved space may be needed for a Haas Center event. In such cases, you will be contacted ahead of time and offered either the use of a different space or you may be asked to reschedule your event.

Fees

  • A fee may be charged for a non-Haas affiliated group.
  • Student organizations involved in community service will not be charged a usage fee for use of Haas Center rooms.
  • The Haas Center reserves the right to charge cleaning fees and related expenses to leave the conference rooms in satisfactory order.

Tables, Chairs, Supplies, and Equipment

  • All rooms are equipped with:
    • white boards, markers, and erasers
    • cleaning wipes, paper towels, cleaning spray, and trash cans
  • All organizations are responsible for setting up tables and chairs to meet their needs. Organizations are responsible for returning tables to their original configurations and wiping tables clean.
  • A/V equipment is available for use in the Donald Kennedy (DK) room for Haas staff and student organizations involved in community service only. Please note:
    • Equipment may not be removed from DK room.
    • Obtain DK closet key from Eva Zepeda in the front office Monday through Friday from 8:00 am to 4:30 pm, and please return to her mailbox at the end of the event. Equipment must be returned to DK Closet at end of event.

Policies and Expectations

All organizations using the Haas Center are asked to follow the policies and expectations outlined on these pages at all times. Please note: Haas Center staff are unable to handle details of the event such as meeting with caterers, supplying equipment, delivering messages to participants, etc. 

  • The organization using or sponsoring the space is responsible for  cleaning and/or damage costs incurred by the event.
  • All organizations are asked to review and follow the instructions listed on the Post-Event Checklist posted in each space.
  • Organizations hosting large events (25 or more people attending) serving food must meet with the Executive Assistant to determine if there is a need for a work order.
  • If your organization will be using the space over multiple days, all areas must be cleaned daily accordingly. The Haas Center will not store supplies over night.

Catering and Kitchen Equipment

  • Someone from your organization must be on site at the Haas Center when the caterer arrives.
  • Please provide the caterer with directions to campus and the center found at this link. Please provide caterers or others making deliveries with your cell phone as it is easy to get lost on campus.
  • The Haas Center has limited kitchen facilities available for caterer's use.
  • If your organization has leftover food that it does not plan to take, please refer to the SPOON Leftover Food Guidelines

For more information, please contact Rosy Capron (for student group inquiries) or Megan Swezey Fogarty (for campus partners/external groups).