Frequently asked questions
Who can host an event at the Frances C. Arrillaga Alumni Center?
The Frances C. Arrillaga Alumni Center is part of Stanford University and as such, is a private, tax-exempt venue. It is available for events directly organized, planned, and managed by a Stanford school or department, registered student group, LPCH or SHC. Events must be consistent with the educational mission of Stanford University and intended primarily for Stanford alumni, faculty, students, and staff. Unaffiliated outside entities must first approach a related department that's willing to take ownership and partnership, and commit to financial, active planning and participating responsibilities. Please visit the Office of Special Events and Protocol (OSEP) for more information about the University Events Policy and the Stanford Event Organizer.
As an alum, may I host a memorial service, wedding, commitment ceremony or reception at the Frances C. Arrillaga Alumni Center?
Unfortunately, due to its tax status, the Frances C. Arrillaga Alumni Center is not available for these types of services; it can host only events organized by Stanford departments that adhere to the mission of Stanford University. Memorial receptions celebrating the life of a faculty member, staff or student may be allowed when directly organized and conducted by a related university department; however, such events can only be approved on a case-by-case basis by the Stanford Alumni Association.
The Faculty Club on campus, however, is open to all reservation types. Visit the Faculty Club website.
How far in advance of my event date can I reserve space?
You may reserve space in the Frances C. Arrillaga Alumni Center up to two years in advance of your event. While your reservation is being held, only a program sponsored by the President's Office, Stanford Alumni Association or Office of Development (the Frances C. Arrillaga Alumni Center tenants) may override your event. Bear in mind that every effort is made to preserve your date and you will be contacted immediately if a scheduling conflict arises.
Who will staff my event from the Frances C. Arrillaga Alumni Center?
A member of the Alumni Center Services (ACS) event team will be on site to assist you during your event. Your organization is required to provide at least one key contact person who will work with the ACS event team in coordinating your event. You or your organization are responsible for the main event staffing, and at least one key individual is required to serve as the main contact person throughout the planning and be at the event itself.
Do you provide tables and chairs, audiovisual equipment, setup assistance, etc.?
Depending on the size of your event and the space in which it will be held, either the Alumni Center Services (ACS) team or Event Services (ES) will provide the appropriate equipment and setup assistance. You will be advised based upon your event requirements, and you will be notified if your event requires ES. You will need to complete and submit the appropriate work order(s) online, and are responsible for all fees and charges associated with using ES.
When do I need to get my work orders in and where do I submit them?
Whenever possible, all work orders must be submitted a minimum of three weeks prior to your event to avoid rush charges.
Audio/visual and equipment needs should be submitted to Event Services via their website. Questions or concerns about this process should be directed to Event Services: email or phone 650.723.2285.
Catering: please visit the “Event Planning Resources” page to view our list of approved caterers.
How do I arrange additional parking for large conferences?
Should your event require special parking assistance, please contact the Alumni Center Services team for recommendations. Afterward, please contact Stanford Transportation by email or at (650) 723-9362, Monday–Friday, between 7:30 a.m. and 5:00 p.m.
How should I refer to this venue in marketing materials?
In all publicity related to your event, please refer to our location as the Frances C. Arrillaga Alumni Center.
What is the reservation and cancellation policy?
All cancellations must be made in writing, via email or fax. McCaw Hall and Ford Gardens events cancelled 120 days or less in advance of the event will be charged 100% of the room rental fee. Fisher Conference Center and McColl Plaza events cancelled 60 days or less in advance of the event will be charged 100% of the room rental fee. Fisher Conference Center and McColl Plaza events cancelled 61 days or more before the event do not incur a cancellation fee.
Approved caterers and Event Services have their own cancellation policies; please inquire with them directly for more details.