1. Only residents of Escondido Village with a valid Stanford University ID number and card are eligible to use the Village Center common room without prior approval of a Resident Dean. Each resident may only make four reservations per quarter and one reservation per month.
2. Only one event can be scheduled per evening (after 6 pm) and only two events per day on weekends and holidays. Each event may be scheduled for a total of no more than 6 hours duration.
3. VILLAGE CENTER RESERVATION REQUESTS MUST BE SUBMITTED AT LEAST 2 WEEKS IN ADVANCE OF THE DATE OF YOUR EVENT. (You can expect a response one week after submitting your request.) Only the resident who reserves the common space is authorized to pick up the key.
4. Residents reserving the Village Center common space must review the University party planning guidelines to determine the appropriate level of their event and the requirements for planning. Party planners should pay close attention to the requirements for parties that are open to the graduate community, include large numbers of students and their guests, and/or include the service of alcohol. Specifically, please be aware of security, notification, and ID/wristband requirements.
View complete party planning information. Please be aware that if party guidelines are not followed, individual or group users may lose future reservation privileges.
5. We will provide the resident with a Security Checklist and a Guidelines signature form via email. This Checklist must be filled out before and after the event and returned with the key. The Guidelines must be signed and dated and returned with the key. Failure to return the completed Security Checklist and/or Guidelines may result in revocation of reservation privileges.
6. DO NOT CONTACT THE EV HOUSING FRONT DESK FOR AFTER-HOURS KEY PICK UP or other issues regarding use of the Village Center common room. They do not have the keys to the EV common room. There is no in-person after-hours key pick up for the Village Center common room.
7. The key and security checklist must be returned by the next business day after the event to avoid a charge. If the key is lost, the person who reserved the room will be charged the cost of replacing the locks.
8. Reservations may be made for up to 6 available hours from 6pm to 11pm Monday through Thursday, 6pm to 1am Friday, 9am to 1am Saturday, and 11am to 11pm on Sunday. The resident reserving the room must have cleaned thoroughly and departed from the premises by closing hours. In accordance with the University Noise Policy, groups must be quiet after 11:00pm on Sunday through Thursday and after 1:00am on Friday and Saturday, with NO music after this time. These buildings have neighbors.
9. The building (including furnishings) and outside area must be left clean. A broom, dustpan, mop and mop bucket are provided. All other needed cleaning supplies are the responsibility of the resident reserving the room. Furniture must be returned to its original location and cannot be removed from the premises. A cleaning fee will be charged to the applicant if the building is not left in satisfactory condition. Any costs incurred will be considered as a debt to Stanford University and registration holds may be applied. Failure to abide by these rules may jeopardize future use of any graduate residence common space. Cleaning and/or damage costs will be directly charged to the resident who reserved the room.
10. There are NO GRILLS OR OPEN FLAMES (for example, candles) permitted on the Village Center premises.
11. The applicant understands that any of her/his property that is placed in the EV common space WILL NOT BE INSURED by Stanford’s Insurance carrier. The applicant waives any and all claims against Stanford for injuries to persons or damage to property arising in any way, whether directly or indirectly, out of her/his use of the EV common space. The applicant agrees to report any damage and to pay any costs to Stanford University arising from use of the property by the applicant or by anyone with permission of the applicant.
12. No money may be collected at any event in any EV common space without prior approval of an EV Resident Dean.
13. An adult (21 years and older) must be present at all times in the EV common space during events attended by minors.
14. No alcoholic beverages shall be sold. Alcohol may not be consumed by minors (under 21 years old) in the EV common space. Smoking, candles, and open flames are also prohibited in any of the EV common spaces.
15. EV residents who fail to show up for a reservation without cancelling, or repeatedly cancel their reservations, may lose their reservation privileges.