The Bechtel International Center serves the Stanford Community and makes its facilities available to Stanford organizations.
Events scheduled at the I-Center are generally PUBLIC; private or exclusive functions are occasionally permitted and are subject to administrative charges.

Due to heavy demands for I-Center space, the specific order of priorities is listed under "Availability".

Reservations

To reserve the use of Bechtel International Center’s facilities, please take the following steps:

Read all of this page (General Guidelines For Use of I-Center Facilities) and bookmark for future reference
Download and fill out the Room Reservation Form: This form is an interactive PDF file. You MUST use Acrobat Reader version 8 or higher to open, fill out and submit this file.
Submit the Room Reservation Form: Clicking on the 'SUBMIT' button at the bottom of the form will send the completed form as an attachment to email. [If you are using web-based email, you may need to SAVE the form and attach to email addressed to margac@stanford.edu]
You may also bring this form to the Information Desk on the 2nd Floor, Bechtel International Center -OR- fax the printed form to 650-725-0886.

Room availability information cannot be given over the phone, nor can rooms reserved by phone. Reservations can only be requested by submitting a completed application to the I-Center. You will be notified as to whether or not the space you have requested is available for your use. If space is available, you may be asked to pay an administrative fee, a fee to cover cleaning costs, and/or a host fee, depending on the size of your group, the nature and hours of your event, and whether or not your group is Stanford affiliated. If, after your event, the I-Center host or staff determines that your group has not followed the general use & Clean-up Guidelines, the group may not be permitted to book I-Center space in the future.

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Availability of rooms

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

Permission for use of I-Center facilities and space will be given on a case by case basis, subject to availability, and keeping in mind our specific order of priorities.

International Center programs and functions
Meetings and functions held by Stanford international groups and associations
Educational/cultural functions which are international in nature, open to all, and are sponsored by Stanford groups or departments
Non-internationally related events sponsored by Stanford groups or departments
Internationally related functions sponsored by non-Stanford groups

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Administrative Fees

The I-Center reserves the right to charge administrative fees (in addition to other fees such as cleaning fees and host fees) for events held on its premises.

Groups and individuals holding private functions are subject to this administrative fee.
Other groups subject to an administrative fee include but are not limited to: companies who use the I-Center to contact students; recruiters; Stanford departments holding events for which a fee is charged; events held through the Summer Conference Office, Continuing Studies, the Alumni Association, or, in certain cases the I-Center’s Office of International Visitors; local civic organizations; the Health Improvement Program; non-Stanford organizations in general.
All groups (even student groups and Stanford departments) holding events for which the I-Center determines that a work order will be necessary for clean-up, must pay a $20 fee in addition to the cost of the work order. (The I-Center submits the work order.)
You will be notified of the amount of other, non-work order administrative fees ,which may range from $50 to $500 depending on the nature of the event, and the date by which it must be paid in full.
All groups holding events for which the group is charging any sort of fee (for food, admission, etc) MUST provide the I-Center with a written budget detailing the charges, expenses, and amount of money generated by the event that will be retained by the group.

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General Use Regulations

Groups using the I-Center will be expected to maintain order and to follow the regulations outlined on these pages at all times. Please note: I-Center staff are not available to handle details of the event such as meeting with caterers, supplying equipment, delivering messages to participants, etc. DO NOT give the I-Center office number to participants as a contact or information number.

Clean-up & Damages:

The organization using the space is responsible for all cleaning and/or damage costs incurred by the event.
If the organization does not pay for the costs, the individual reserving the room is responsible for all charges not borne by the organization.
All groups must follow the regulations listed on the Clean-up/Inspection Guidelines.

Tables & Chairs:

Groups are responsible for setting up and putting away tables and chairs as well as wiping clean the tabletops

Interior furniture may NOT be removed from the building for outside use or moved between rooms.

If you use the chairs and tables in any of the I-Center rooms, you are responsible for returning them to their original configurations.

If you use the chairs and tables in the Assembly room closet, you MUST return them to the closet when your event is over. This is important because the janitors will not clean the room if the tables and chairs have not been put away.

Kitchen Usage:

Please note that there are new restrictions for the use of the kitchen at Bechtel International Center. Our commercial kitchen license has expired and the county health requirements call for major renovations for its renewal. Unfortunately we just do not have the budget to make all the required improvements at this time.

What does that mean for your group? It means that your group will no longer be able to use the oven or the stove to cook/keep warm/reheat food in any of the following situations:

1) Cooking food to sell,

2) Cooking food to bring it elsewhere to be eaten,

3) Any events that are open and advertised to the public.

We understand that this may disappoint those of you who have been using our facilities for many years. However, please know that your group will still be able to use the I-Center kitchen if you are cooking for yourselves and will eat the prepared food at the I-Center.

If your group uses the kitchen, you must wash and put away all utensils, kitchen equipment and dishes that you use. Your group, NOT the janitors, is responsible for this, even if a work order has been placed.
DO NOT leave leftover food in the refrigerator or anywhere else at the I-Center.

Electrical Equipment:

Non-I-Center electrical equipment may not be hooked up to I-Center electrical equipment without prior approval at the time the room reservation is confirmed.

Large Parties/Noise/Alcohol:

Groups holding large parties and/or serving alcohol must follow the O.S.A. party planning guidelines. Contact the Office of Student Activities for information.
The University Noise Policy and Alcohol Policy must be followed for all events.
Groups serving alcohol must notify Non-Academic Scheduling (2nd floor Tresidder Union; phone 725-1892; email reg-events@stanford.edu) prior to the event.
All groups serving alcohol and charging either an entrance fee or a fee for alcoholic drinks MUST have an alcohol permit. (These permits take about 1 month to process.)
Amplification of sound or music is not permitted in the Assembly Room or Patio weekdays, between 9 AM - Noon and 1 PM - 5 PM, between 1am and 11am on weekends, and after midnight on weeknights.
Groups holding large parties in the backyard area of the I-Center are responsible for making arrangements with the campus Labor Shop (723-2285; email events@bonair.stanford.edu) for garbage cans to be delivered and picked up.

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Closing Times:

Groups must vacate the reserved facilities by the hour indicated on the Room Reservation Form. The I-Center MUST be vacated by closing time.
Groups are STRONGLY DISCOURAGED from requesting the use of the I-Center outside of the building’s normal open hours (Mon-Fri 8am — 10pm, Sat-Sun 5pm-10pm).
On very rare occasions, when use of the facilities is granted outside of the normal open hours, a fee of $15 per hour for each extra hour or portion thereof must be paid to the I-Center at least 4 working days IN ADVANCE of the planned event so that a student host employed by the I-Center can be paid for the extra hour(s).
Under no circumstances can the use of the building extend later than 1am.
WARNING: Groups requesting the use of the I-Center outside the normal open hours should realize that their use of the building is contingent upon the room scheduler’s ability to find an I-Center host willing to work the extra hours. If such arrangements cannot be made, the reservation may be cancelled. Therefore, it is NOT RECOMMENDED that groups request the use of the I-Center outside the normal open hours.

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When work orders are required and payment of fees

If you are expecting 100 or more people at your event and/or you are planning to serve food, the I-Center must submit a work order for a DETAILED CLEANING to the campus janitorial service, American Building Maintenance.

The I-Center will notify you of the cleaning charge which will include an additional administrative fee. You should provide the I-Center with payment for this amount not later than 4 working days prior to your event or your room reservation will be cancelled.

Stanford groups and departments can make payment for work orders and other fees by transferring funds to the I-Center’s account 1006295-10-EAGCE and informing the room scheduling coordinator that the transfer was made. Payment can also be made by submitting a check payable to Bechtel International Center.

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