Order Equipment and Services
Whether it’s unlocking the room or running the projector, many services must be coordinated to ensure the success of your event. Here’s a guide to requesting various support services and equipment.
University Service Providers
Services |
Provider |
Request Process |
Lead Time |
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Indoor Cleaning
* Per the Registrar's Scheduling Office, academic spaces with a expected attendees of 50 or more will require a cleaning work order. This is regardless of the actual number of attendees for your event.
* A work order for locking and unlocking of academic spaces and auditoriums are no longer necessary. If the door to the venue is locked, please call (650) 723-2281.
|
C&W Services
650.723.7888
custodial@stanford.edu
|
For instructions please visit this website.
- Ensure space is confirmed1
- Review service rates
- Submit a Customer Funded Work Request with O'Neal Patrick (ASSU ) as the approver, using the PTA (Project, Task, Award): 1036515-1-ATCKB. Please be sure to add the 4 digit ASSU Account Number and the name of the Financial Officer in the description.
- To make changes or cancel a request, please e-mail custodial@stanford.edu, referencing the work request number. Please visit this website to learn how to check on a status of a work order.
** For large events that take place over the course of multiple days and rooms, a meeting with C&W Services and SAL will be required at least 3 weeks in advance for quoting and scheduling indoor cleaning. Please stop by SAL to schedule this meeting.
|
5 - 10 Days |
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Equipment Rental
Technical Services
Labor
|
Event Services
650.723.2285
eventservices@stanford.edu
|
- Ensure space is confirmed1
- Submit online service request
- Event Services will provide you with an estimate
- Financial Officer approves over e-mail (no delivery)
- Event Services sends estimate to ASSU for final approval
- ASSU will reply and cc Financial Officer with status: Approved, Pending or Rejected with reasons and how to fix it
|
5-10 Days
|
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Sprinkler Shutoff
Grounds Maintenance
Exterior Trash Pick-Up
|
Grounds Services
650.723.3050
grounds-admin@bonair.stanford.edu
|
- Ensure space is confirmed1
- Review service rates
- Request an estimate (if needed)
- Submit a Customer Funded Work Request5
|
5 - 10 Days |
---|
Spider Boxes
Additional Electrical Needs
|
Electric Shop
|
- Ensure space is confirmed1
- Review services
- Submit a Customer Funded Work Request5
|
5 - 10 Days |
---|
Charter Buses
Parking
|
Parking & Transportation Services
650.723.9362
charterbus@stanford.edu
|
- Ensure space is confirmed1
- Obtain estimate from department
- Submit purchase order request2
- Turn in the PO with the estimate from Parking & Transportation Services
- Deliver purchase order
|
30 Days |
---|
Recycling
Composting
Dumpsters
Garbage Cans
Debris Boxes for Garbage and Recyclables
|
PSSI (Peninsula Sanitary Service, Inc.)/ Recycling
650.321.4236
recycling@pssi.stanford.edu
|
- Ensure space is confirmed1
- Review service rates / requirements
- Follow the guide to submit a Customer Funded Work Request5
- If requesting recycling, specify bottles and cans recycling, mixed paper recycling or food waste composting
Tips:
PSSI will service recycling bins during event if requested. Grounds will service the garbage cans if outside (not in Athletics/Medical Buildings DTZ will service if indoors).
If indoors, please submit one work order at http://bgm.stanford.edu for DTZ and PSSI. If outdoors, please submit two work orders for PSSI and Grounds.
|
5 - 10 Days |
---|
Event Security
|
Public Safety
(650)723-9633
|
- Ensure space is confirmed1
- Submit a Security Services Request Form
- Financial Officer submits a Purchase Order request
- Turn in the Purchase Order with the estimate at ASSU for approval
- Deliver approved Purchase Order to Public Safety
|
7 - 10 Days |
---|
Online Ticketing
Member Dues
|
Eventbrite
|
- Fill out the Eventbrite form.
|
5 - 7 Days |
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Printed Tickets
|
Stanford Ticket Office
|
- Determine ticket needs (number, general or reserved seating)
- File for a ticket request online
- Read and Sign Ticketing Contract from STO
- Submit a Purchase Order with the contract from STO to ASSU for approval
- Deliver approved PO to STO
|
7 - 10 Days |
---|
Medical Services
|
Stanford EMS
|
- Email the group using the contact info on their request page
|
14 - 20 Days |
---|
- Reg - Event space confirmations are emailed based on requests placed via CardinalSync
- Purchase Orders requests are submitted by your group's financial officer via myGroups
- If requesting "Pick-up" on purchase orders, hand deliver to Bonair Siding
- SU - 13 forms are available from the CapGroup in the ASSU/SSE Office (First floor, Old Union)
- For Customer Funded Work Requests use the ASSU PTA 1036515-1-ATCKB:
- Project: 1036515
- Task: 1
- Award: ATCKB
- Route: 1
- Percentage: 100%
- Approver: Patrick, O'Neal (*Please note...O'Neal is his first name)
- Notes to Approver: Include your ASSU number, group name, and which account to charge if you have more than one
Tips: Working with Event Services
- Request an estimate well in advance, even before your space is confirmed
- Be clear about the services and equipment you need
- Know when a technician is required for your venue
- Submit your final approval and paperwork to CapGroup with enough lead time
Tips: Working with C & W Services and Grounds
Off-campus Vendors
Students can contract outside vendors (e.g. caterers, technical services) unless the venue manager states otherwise. If you plan to do this, be sure to read about negotiating and signing contracts.