Classroom & Outdoor Space Request Form for AY25(Dates: August 26, 2024-August 24, 2025)

Classroom & Outdoor Space Request Form for AY25

(Dates: August 26, 2024-August 24, 2025)

The use of School of Medicine space must be consistent with the school’s educational mission, including cultivating an inclusive learning environment, and must relate directly to the educational goals of the organizing group.

Space should be booked consistent with the guidelines outlined in this message (login required).

SCHEDULING TIMELINE:

AY25 Spring/Summer (March 31-August 24, 2025): Expect a 5-7 business day turnaround.
AY26 (August 25, 2025-August 23-2026): The last date for AY25 is August 24, 2025. Please close this form and open the AY26 form to place your AY26 request.

The New Voluntary Student Organization application process can be found here. There is an annual registration process for existing student organizations.

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Use this form for all classroom and outdoor space requests.

NOTE: All requests for the Immersive Learning Center (ground floor of the LKSC) must use the ILC Request Form on the Medscheduler website. The ILC space is only for simulation-related activities.

All fields marked with an * are required.

Requester Information

Requester Official Stanford Email*

No personal email addresses; only Stanford Univ, Stanford Health Care, or Stanford Medicine Children's Health

Requester First Name*

Requester Last Name*

Requester Phone Number*

Requester Department or Group*

Affiliation*

Select or enter value

Student Organization Name*

Is this an officially registered student organization?*

Select or enter value

Please provide the name of the faculty sponsor (for student organizations), SoM office, or SoM department*

Is the faculty sponsor (for student organizations) or leader of the SOM office, or SoM department aware of the event?*

Yes

Event Information

Event Title*

Event Type*

Select

Event Description*

Event Participants (Primary)*

Select

Additional Event Participants (Select all that apply)*

Select or enter value

Event Participants - Describe "Other"*

Expected Headcount*

AY25 classroom scheduling will be done in two cycles. Cycle 1: Autumn/Winter; Cycle 2: Spring/Summer

First date of event*

The last date for AY25 is August 24, 2025. Please close this form and open the AY26 form to place your AY26 request (available on the Medscheduler website after April 15, 2025).

The date you have requested is in the past. Please select a future date.

List any/all additional occurrence dates for Autumn and Winter quarters

Additional dates August 26, 2024-March 30, 2025 ONLY (Leave blank if no additional Autumn/Winter dates)

List any/all additional occurrence dates for Spring and Summer quarters:

Additional dates March 31-August 24, 2025 ONLY (Leave blank if no additional Spring/Summer dates)

Is this request for a Summer Program?*

NOTE: Rooms and resources for summer programs will be held tentatively (as available) until official approval is received from the SoM Summer Program Office in Spring.

Yes

IMPORTANT: List ONLY ONE "time" in each of the time fields below (e.g., Start/End/Setup/Take down).

If details vary by date (e.g. times, room needs, resource needs, headcount or any other details), describe variances in the Additional Comments field at the end of the form.

Time you would like to have the space to begin setup

Actual event start time (not including setup time)*

Actual event end time (not including take down time)*

Time you would like to have the room until for take down/clean up

Is this an in-person or hybrid event?*

Select or enter value

Location Preferences: Classrooms & Labs

Preferred Building/Classroom*

NOTE: Classrooms beginning with "LK0__" are only for simulation-related events and should be requested using the appropriate form on the ILC Reservations link on the Medscheduler Website.

If you are only requesting Outdoor Spaces (no classrooms), enter "N/A".

Alternate Building/Classroom*

If you are only requesting Outdoor Spaces (no classrooms), enter "N/A".

Other Spaces Okay?*

If the "Preferred" and "Alternate" Buildings/Rooms you listed above are not available, would you like us to schedule other available space(s)? CAUTION: If you choose "No" and your preferred/alternate space is not available, your request will be withdrawn.

If you are only requesting Outdoor Spaces (no classrooms), select "N/A".

Yes

N/A

Wet Labs

Does this event include wet lab activity? For Example:*

• Hazardous chemicals • Specimen handling • Medical waste water disposal • Sharps • Disposal of animal tissue • Disposal of fixatives

Yes

Maybe/Unsure

Will you be using any hazardous chemicals?*

Yes

Maybe/Unsure

Please provide a brief description related to hazardous chemical use:*

Please provide a brief description related to specimen handling activity:

Describe lab activities related to the question above:*

Computer Lab

Are you requesting the Alway M206 computer lab?*

Yes

PLEASE NOTE: The M206 Computer Lab machines run on a MacOS platform. If you need to discuss with an AV Tech, call the Red Phone at 650-724-7370.

Is certification of machines required? (i.e., In-training exams, NBME)*

If certification of machines is required before your event, please check the 25Live Availability Grid for M206 and suggest in the Additional Comments Section below at least two one-hour options when both you and the lab are available in the week prior to your event, M-F 9am-5pm. An AV Tech will meet you in M206 at the scheduled time to assist with machine certification. This will be reflected in your confirmation.

Yes

Does your event require software other than what is listed here:

http://med.stanford.edu/irt-resources/classrooms/features/softwarelist.html

If so, please list here:

Resources Requested

Videocapture Requested

NOTE: SUNet ID is required to access video files. If you are SHC or LPCH employee without a SUNet ID, you may obtain a SUNet ID here. The School of Medicine classroom capture system is not an approved host for any media content (video, audio, or .ppt/.pdf) that contains patient health information. Any classroom lecture media found to contain PHI will be removed immediately. In the rare case that you have explicit written consent from a patient to capture and publish content that contains PHI/HIPAA, please select that option in the Stanford Medicine Speaker Release form. If you have a need related to PHI, your first and best choice would be to consult with the University Privacy Office.

Only check the box if videocapture is being requested.

Videocapture Times*

NOTE: Please note any breaks that should be scheduled in the videocapture (e.g. lunch breaks, etc.).

Videoconference (Zoom) Assistance Needed?*

If you will be using Zoom for videoconferencing, please let us know if you would like an AV Tech assigned to assist with setup.

NOTE: AV Tech assistance is available M-F, 7am-6pm

Select

Zoom Meeting ID & Password*

Please provide your Zoom Meeting ID and Password (both should be numerical only; do not provide Zoom links). NOTE: If Zoom information cannot be provided at this time, we will not assign the video conference resource at this time. Once you have Zoom information, submit a Change Request form for your reservation and we will add the resource and the Zoom Meeting ID and Passcode to your reservation.

Laptops Requested (in addition to laptop at podium, which is provided in each classroom)

If yes, how many laptops are needed?*

Is WiFi sufficient or is Ethernet required?

Select

Location Preferences: Outdoor Spaces

Does your request include Outdoor Space(s)?*

Yes

Maybe/Unsure

Are you planning to set up a large tent for your event?

Yes

Maybe/Unsure

Outdoor Logistics

If you plan to setup tables, chairs, tent, etc. please describe here. NOTE: In order to keep the outdoor foliage healthy, outdoor space requests will be reviewed to ensure there is recovery time between events before being approved.

Preferred Outdoor Space*

Alternate Outdoor Space

Outdoor Space Policies Affirmation

If your request is approved, you must submit a work order to have the sprinklers turned off when reserving the Dean’s Lawn or LK Alumni Lawn by submitting a facility funded work order on the OFPM Website or by calling 650-721-2146 at least one week in advance of your event. You will need to include the date(s) of your event, any set-up and take-down required for equipment/furniture/etc.

The above link/phone number should also be used for requesting services such as water, electricity, trash/recycling services for your event. These requests will require a PTA.

Arrangements for tables, chairs, and any other equipment should be made through Stanford Event Services.

Catering

Where is catering allowed?

Food is allowed in all classrooms except for the M206 Computer Lab and the Munzer Auditorium (B060); only bottled water.
Catering @ LKSC must be consulted for catering in any of the LKSC classrooms.
Note that if catering is brought into the classrooms by Catering @ LKSC, they will need to use one or two of the classroom tables, which will lower seating capacity. Tables/chairs MAY NOT be borrowed from other classrooms.
There are no vendor restrictions for any outdoor spaces or classrooms in Alway, MSOB, or CCSR classrooms.

Catering items must be delivered and picked up during your event's reservation time frame.

Please check 25Live to see if the classroom is available before submitting your request. We will accommodate requests for set-up/take-down times when possible.
All disposable items and food residue must be cleaned up and disposed of, and food residue wiped off of furnishings before vacating the classroom.

Will there be catering for this event?*

No, I won't have catering

Yes, I will have catering and I have read the policies above

Additional Comments

Describe details about additional sessions with different needs, multiple classrooms needed, resources not listed above, or anything else we should know about your request.

Additional Affirmations

Affirmation Acknowledging Guidelines for Use of Stanford Medicine Spaces and Resources*

Freedom of speech and inquiry are vital to Stanford Medicine’s academic mission. Our organization is committed to upholding everyone’s protected rights while maintaining an environment that allows for a free exchange of ideas in the appropriate forums. We also recognize the critical importance of maintaining a culture of safety and respect, which every member of our community has a responsibility to preserve.

The use of space within the School of Medicine must be consistent with the school’s educational mission, including cultivating an inclusive learning environment, and must relate directly to the educational goals of the organizing group.
University resources should not be used for political activities that could reasonably imply University involvement or other prohibited activities listed in the relevant policies, such as endorsing or opposing candidates for political office. Any activities on the Stanford University campus must be consistent with the University’s Administrative Guide Memo 1.5.1.
As an academic medical center, we have a responsibility to ensure that our education, research, patient care, and office environments remain neutral spaces.

Excerpt from the Processes and Procedures Task Force co-leads message to the Stanford Medicine community on December 18, 2023

By checking this box, I acknowledge that I have read these guidelines and will share them with the speaker and event attendees. [Click here for shareable guidelines]

AFTER HOURS EVENTS (weekends and after 9pm on weekdays for both indoor and outdoor spaces) ARE REQUIRED TO PAY FOR AFTER HOURS HOUSEKEEPING.*

I WILL SUBMIT A "CUSTOMER FUNDED" WORK ORDER on the OFPM Website or by calling 650-721-2146 to schedule cleaning of classroom(s) and cleaning and restocking of nearby restrooms (have PTA available) AT LEAST ONE WEEK IN ADVANCE OF MY EVENT for all after hours requests.

NOTE: After hours events are not allowed in Beckman 060 (Munzer Auditorium). Hours: M-F, 7am-7pm.

By checking this box, I attest that I understand these policies.

Affirmation of Understanding of Additional Policies*

a) The Medscheduler Office should be notified of session cancellations via the Classroom & Outdoor Reservations > Cancellation form on the Medscheduler website.

b) Setup and take down time should be scheduled when using catering. If setup/take down time isn't available, I understand catering will be delivered/picked up during my session.

c) AV Tech classroom support hours are Monday through Friday, 7am to 6pm. There is no AV Tech support available on University holidays.

d) Room should be returned to the original condition (i.e. furniture layout, trash) and vacated on time.

e) Additional equipment (tables, chairs, etc.) may be reserved through University Events Services (650-723-2285).

I UNDERSTAND THAT SUBMITTING THIS FORM IS ONLY A REQUEST, THE RESERVATION IS NOT FINAL UNTIL I RECEIVE A CONFIRMATION.

By checking this box, I attest that I understand these policies.

Send me a copy of my responses

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