Booking Instructions

Hartley Conference Center, located in Mitchell Building, is available for use to all Stanford University departments; however, priority is given to Earth Sciences events. The Facility Description page describes the amenities, furniture and equipment.

To book the conference center, you will need to make sure the room is available by checking the online Hartley Calendar (below). When you have confirmed that the time you want is available, complete the online Booking Request Form. A separate request is required for each day of a multiple day event. If your reservation request is approved, you will receive an e-mailed confirmation.

There is no charge for events related to the School of Earth Sciences, or for Stanford PhD thesis defenses. Other events are billed according to the schedule below. The Hartley Conference Center is reserved in half-hour blocks; your reservation time must include set-up and clean-up time.

Pricing information [see details]

One-day events

	up to 1.5 hours:	$100.00
	2 to 3.5 hours:	$200.00
	4 hours or more:	$300.00

Multiple-day events:

	One to three calendar days	$300.00	per day
	Fourth and subsequent days	$350.00	per day

There will be a charge of $50 for cancellations made within 48 hours of the event. "No-shows" will be assessed the full cost of the scheduled rental.

User is reponsible for checking out a key to Hartley Conference Center prior to their event. The key must be checked out from the Dean's Office, Mitchell 101. The Dean's Office is open Monday - Friday, 8-12 and 1-5. It is recommended that User check out a key a day or two prior to their event. User is responsible for locking up at the end of the event or when the room is not occupied. The key must be returned to the Dean's Office immediately at the end of the event. If the event ends after 5pm, User must return the key the morning of the following business day. User is responsible for providing access to caterers.

If food or beverage is served or consumed, you are required to arrange a work order to clean the room. This requirement is not negotiable. An online work order for custodial services should be sent to Facilities Operations with an FYI copy to dorcas@stanford.edu A copy of the Work Order must be received within 48 hours of the event. The quad and building number for Mitchell Building is 04-560. The room number for the Hartley Conference Center and Commons (kitchen) is 130/131. Work should begin immediately after your function has ended, and must be completed during your reserved time.

Your work order should read:

Please begin work at: (time) on: (date)
Work must be completed by: (time) on (date)
Please vacuum, sweep, mop, empty trash and clean tables and countertops in the Hartley Conference Center and in the Hartley Commons. Please contact Dorcas Hendershott at 3-9778 if you have any questions.

The custodial service will not remove anything left on the counter tops or the tables and they are not responsible for containers left by caterers. Catering supplies must be picked up by the end of the event.

If you are not serving food or beverages and elect to clean the room yourself, you are responsible for vaccuming, returning all equipment used (white boards, overhead projector, etc.) to its stored location, restoring furniture to its standard configuration (see Hartley Floor Plan) and emptying all trash into bins outside the building. A vacuum cleaner is kept in the large closet adjacent to the kitchen. Work should begin immediately after your event has ended and must be completed during your reserved time.

Stanford has an active recycling program. User is required to take cardboard recycling to the recycling container located between Mitchell Building and Building 550. Recycling bins for bottles and cans are provided in the Commons (kitchen).

The furniture in the Conference Room and Commons must be returned to its standard arrangement after your event within your reserved time. Custodial services will not move furniture. If you need furniture to be moved for you, contact the Labor Shop at Facilities Operations.

Check the Hartley Calendar to confirm that your date is available
Proceed to the Booking Request Form ";