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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, Energy & Environmental 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.

The conference center is reserved in half-hour blocks; this is not flexible or negotiable. The reservation time must be sufficient to include set-up and clean-up time. This includes taking ALL trash out of the building and rearranging furniture. The conference center must be ready for some one else to use at the BEGINNING of the next half-hour block.

If you want to hold costs down to the lowest level of pricing, you must ensure that the conference center is ready to use after 90 minutes. We suggest limiting your meeting time to 1 hour 15 minutes, with no food served or consumed.

If food IS served or consumed, you must get a work order from Custodial Services. This is not negotiable. Allow at least 30 minutes for cleanup if you get a work order.

Pricing information
One-day events
  up to 1.5 hours: $150.00
  2 to 3.5 hours: $250.00
  4 hours or more: $400.00

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.


Check the Hartley Calendar to confirm that your date is available.