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Events & Room Reservations

Room Scheduling Policies

Who Can Reserve GSE Rooms?

GSE faculty, staff, students, and programs can reserve GSE-controlled rooms for courses and events. GSE rooms are not available for outside groups.

Priority always goes to Dean-initiated events first, followed by classes, then Faculty, then all other GSE-related meetings/events.

Keys/Access/ID Card Policies

Please email John Baker for keys and access information to GSE buildings, if your event will take place before or after hours.

CERAS 101, 204, and 435 require ID Card access after hours.

EDUC 115 requires ID Card access after hours.

Other GSE spaces require keys and access coordination after hours.

  •  Working hours: 8am-5pm
  • After hours: All weekends, mornings, and evenings that do not fall within working hours.

***There may be additional requirements for events scheduled after hours or on weekends. Please see information on Janitorial, Cleanup, and Damage.***

GSE IT and A/V Requests

If you require assistance from GSE IT for your event, please reach out directly to Deborah Belanger to provide details.

Additional Tables/Furniture or Furniture Removal/Storage

If you require additional furniture in your space, please check the requirements on 25 Live, and place a request through Event Services. You are responsible for arranging for the removal and storage of any furniture; please check first with Deborah Belanger.

Janitorial, Cleanup, and Damage

The event sponsor/coordinator is responsible for cleanup and removal of all decor and signage, personal items and meeting materials. Clean up of the room includes wiping down whiteboards, rearranging furniture to the original configuration, cleaning tabletops, removing trash that would more than half fill the trash cans, removing all food, etc.. Remember there are events and meetings after yours. We reserve the right to request and charge a PTA if there is incomplete cleanup or damage to the room (e.g., spills on the carpet).

Requirements

  • PTA is required
    for ALL conference-style events and events serving food.
    This holds the space for your event, and will not be charged unless the event space is left a mess.
  • PSSI is required
    for ALL events serving food with over 20 people in attendance.
  • BGM Work Order is required
    for ALL events on the weekends (Fridays after 5pm, Saturdays, and Sundays) that involve food and drink.
  • BGM Work Order is highly recommended
    for ALL events after 5pm on weekdays that plan on having food with over 20 people in attendance.

* ALL ROOMS MUST BE RETURNED TO THEIR ORIGINAL CONDITION (INCLUDING CHAIRS, TABLES, TRASH, BATHROOMS, ETC.) OR YOUR PTA WILL BE CHARGED.

Please contact us for more PSSI/BGM recommendations.

Contacts

  • Ellen Mueller: Conference and large event scheduling; Stanford GSE calendar management.
  • Rosa Alvarez: Meetings (recurring or one-time) and small gathering scheduling
  • Tommy Liu: Course and course section scheduling and curriculum management
  • Stanford GSE IT/Deborah Belanger: All IT requests for Stanford GSE rooms and course or research-related needs.
  • Monica Rivas: Office Manager at School of Ed. Please contact if teleconferencing phone needed in Cubberley.
  • John Baker: Office Manager/Facilities Access at CERAS. Please contact if teleconferencing phones needed in CERAS.

Meeting and Event Spaces

The GSE uses 25Live for room scheduling for events, conferences, and meetings. GSE department-controlled spaces are reserved only for GSE faculty/students/staff/program affiliates.

For GSE classroom scheduling, please contact GSE Academic Services.

Have questions? Please refer to the contact list, above.

Barnum 116

Feature: Projection; Smartpanel; Teleconference Capable; Whiteboard
Capacity: 20

More info & Reserve

Barnum 122

Feature: Projection; Smartpanel, Docking Station; Teleconference Capable
Capacity: 15

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Barnum Clock Tower Courtyard

Features: Outdoor space
Capacity: N/A

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Barnum Hub

Features: Projection; Teleconference
Capacity: 20

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Barnum Patio

Feature: Outdoor Space
Capacity: N/A

More info & Reserve

CERAS 101 The Learning Hall

Feature: Microphones; Sound System, Teleconference Capable, Video Capture Capable
Capacity: 120

Room Configurations

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CERAS 108 Big Tree Computing Center

Feature: Projection, Teleconference Capable
Capacity: 75

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CERAS 123

Feature: Projection, Teleconference Capable, Whiteboard, Fixed
Capacity: 15

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CERAS 1st Floor Lobby

Feature: Sofa; Tables & Chairs
Capacity: 60

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CERAS 204

Feature: Blackboard, Fixed, Computer, Mac/PC (dual), Projection, LCD, Moveable Seating, Smartpanel, Docking Station, Sound System, Speakers, Teleconference Capable, Whiteboard, Interactive
Capacity: 82

Room Configurations

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CERAS 218

Feature: Projection; Teleconference Capable; Television; Whiteboard, Fixed
Capacity: 10

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CERAS 2nd Floor Lobby

Feature: Sofa; Tables & Chairs
Capacity: 20

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CERAS 300

Feature: Multiple whiteboards, Projection, Dual Data/Video, Movable Seating, Seminar Room, Smartpanel, Docking Station, Sound System, Teleconference Capable, Interactive
Capacity: 95

Room Configurations

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CERAS 302

Feature: Projection; Dual Data/ Video; Smartpanel; Docking Station; Teleconference Capable; Interactive Whiteboard
Capacity: 20

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CERAS 308

Feature: Projection; Smartpanel; Docking Station; Sound System; Teleconference Capable; Whiteboard; Interactive
Capacity: 25

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CERAS 435

Feature: Internet, Wired and Wireless; Teleconference Capable
Capacity: 15

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CERAS 512

Feature: Teleconference Capable; Whiteboard; Fixed
Capacity: 8

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CERAS 513

Feature: Projection; Smartpanel; Docking Station; Teleconference Capable
Capacity: 18

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CERAS 527

Feature: Projection; Smartpanel; Docking Station; Sound System; Teleconference Capable; Whiteboard; Interactive
Capacity: 20

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CERAS 5th Floor Roof

Feature: Outdoor Space
Capacity: 400

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EDUC 114

Feature: Projection; Smartpanel, Docking Station; Teleconference Capable; Whiteboard, Fixed
Capacity: 30

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EDUC 115

Feature: Outdoor Access; Projection; LCD; Flexible Table/Chair; Smartpanel; Docking Station; Sound System; Teleconference Capable; Fixed Whiteboard
Capacity: 25

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EDUC Dean's Courtyard

Feature: Outdoor Space
Capacity: N/A

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Littlefield 341

Feature: Monitor, Projection, Sound System, Whiteboard
Capacity: 30

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Littlefield 384

Feature: Smartpanel; Docking Station; Fixed Whiteboard
Capacity: 6

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Littlefield 387

Feature: 46' Monitor Dual LED; Fixed Whiteboard
Capacity: 13

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