Memorial Church Usage Policy

Table of Contents

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• Policies regarding the use of Memorial Church    
• RESERVATIONS     
• EVENT TYPES    
• MUSIC AND ORGAN     
• REHEARSALS     
• PREPARATION AND CLEAN-UP     
• PAYMENT POLICIES
• DAMAGE TO THE CHURCH     
• SOUND SYSTEM     
• PARKING    
• RESERVATIONS FOR PROGRAMS WITH MINORS     
• OUTDOOR SPACES 
• ADDITIONAL INSTRUCTIONS FOR USING MEMORIAL CHURCH     
• CANCELLATION/ALTERATION CLAUSE     
• USAGE FEES
• FAQs

Policies regarding the use of Memorial Church

Stanford Memorial Church stands at the center of the campus and is the University's architectural crown jewel. It was one of the earliest and is still among the most prominent, interdenominational churches in the West. Jane Stanford built the church as a memorial to her husband, Leland. Together, Senator and Mrs. Stanford had constructed the University as a memorial to their son, Leland, Jr.

The church includes a diversity of programs and assemblies in its space and primarily exists to provide opportunities for worship, reflection, spiritual practice, conversation, education, and community building related to religious, spiritual, ethical, and moral formation. Through the governance of the Stanford University Board of Trustees and guidance of the Memorial Church Advisory Board, approval for all reservations will be determined by the Event Manager under the direction of the Dean of the Office for Religious & Spiritual Life.

RESERVATIONS 

Memorial Church occupies the heart of Stanford University. The Church is a central attraction on campus for visitors and tourists who are welcome at all times when the building is open and is also the location of the main office for Office for Religious and Spiritual Life. The building often hosts programs at night and on weekends. Often one group or program follows another, requiring the cooperation of all who use the Church to keep it in a state of readiness and beauty. For those planning to use Memorial Church for a service or event, it is essential that the following policies be understood and accepted by all participants.

At the time of your initial request for space, a tentative entry will be made on the Memorial Church calendar, pending approval. Once the Event Manager confirms the date is available, a reservation form must be completed and returned. This form is used to gather detailed information about the event. Be sure to include all areas of the church needed on this form. The form will be received and reviewed by the Event Manager, under the direction of the Dean of the Office for Religious & Spiritual Life. The Event Manager will contact you once the form has been reviewed to confirm whether or not the event has been approved.

After approval, the Event Manager will contact you to schedule a consultation during which all details of the event will be reviewed and documented. Notice of final confirmation and a cost estimate by the Event Manager will be sent following the consultation. Events cannot be confirmed until all forms have been completed, reviewed, and approved.

Reservation may only be made between 8:00 am - 10:00 pm. Reservation times are both inclusive and explicit. The time reserved allows for sufficient time for set-up and clean-up by your organization. Due to the high use of the space, groups cannot arrive early or stay later than the reservation. As you plan, keep in mind the time needed for set up and break-down.  Any changes in scheduling needs should immediately be brought to the attention of the Event Manager and must be approved in advance.

If the reservation is for a ticketed event, please adhere to seating capacity regulations. If high attendance (500+ people) is expected or possible, additional paid staffing will be required.

EVENT TYPES

• Religious Observance
• Performance (Music, Dance, Visual Art, etc)
• Lecture/Speaker
• Panel Discussion
• Rehearsal

MUSIC AND ORGAN 

If music in any form will be included in your event, initial information obtained by the Event Manager will also be forwarded to the University Organist and Memorial Church Choir Director, along with our Technical Coordinator for consultation. The acoustics in the space limit the type of music able to be performed well. 

Permission for use of the organ or piano must be requested at the time of your booking and practice time must also be included in the initial request, when necessary. Use of any other instrument(s) belonging to the Church, or bringing in any additional instruments for the event, must be approved in consultation with our Technical Coordinator. Organ or piano tuning requires pre-scheduling and an additional charge.

REHEARSALS 

Rehearsal times must be scheduled through the Event Manager and will require staffing and/or a production technician if applicable. Time allotted for rehearsals may be limited at the discretion of the Church.

PREPARATION AND CLEAN-UP 

Each group must accept the Church as is and leave the Church as it was found with all furnishings and equipment in place. You are responsible for any additional equipment that is brought in (musical instruments, chairs, tables, risers, robes, etc.) and for making provision for its prompt removal at the conclusion of your event. One person from each group specified on the reservation form must be designated as fully responsible for the arrangements and management of the event and he/she should expect to be on the site from set-up through clean-up. Clean-up must be done immediately following the event.

Groups will be charged an extra cleaning fee if the Church is not left in good condition (i.e.: excessive trash, food, or decorations not taken care of).

PAYMENT POLICIES

An estimate of fees will be provided upon booking; however, the actual charges may vary depending upon additional services required or requested, extra time, or damage. Failure to clear and exit the venue by the contracted end time will automatically result in overtime fees. The client is responsible for all charges, including possible premium rates (outside of regular hours), related to using Event Services, custodial services, and other vendors.

The client will be invoiced by the 10th of the month following the event. Payment is due upon receipt of the invoice.

DAMAGE TO THE CHURCH 

Any damages to the Church or property of the Church will be the responsibility of the group. All costs incurred related to the function, as well as any damages, theft, displacement of furniture or equipment or other abuse to Memorial Church and its contents, are the responsibility of the Stanford client.

SOUND SYSTEM 

The sound system for the Church is operated by Production staff or its hired agents. Sound and other tech requirements must be requested on the initial reservation form and approved by the Event Manager in advance of the event.

PARKING 

Stanford’s Parking & Transportation Services department is available for assistance with parking. Please visit https://transportation.stanford.edu/ to make arrangements.

RESERVATIONS FOR PROGRAMS WITH MINORS 

Any group using the Church (except weddings) that will have attendees or participants under the age of 18 is required to follow Stanford University’s policy for Protection of Minors.

OUTDOOR SPACES

The use of outdoor spaces surrounding Memorial Church must be approved in advance by the Event Manager.

1. Arcade in front of the church. This area may only be used for attendee check in and crowd control for events scheduled inside Memorial Church. It may not be used as a reception space, except for pre-approved Commencement Weekend ceremonies.
2. Main Quad. This is not a reservable space. University policy limits activities in this area to established or traditional university ceremonies and events. More details can be found at the Office of Special Events & Protocol website.
3. MemChu Green. The grassy area behind Memorial Church may be reserved by University organizations for, but has specific requirements. Please contact the Event Manager for these details and to reserve the space.

ADDITIONAL INSTRUCTIONS FOR USING MEMORIAL CHURCH 

The following guidelines represent the minimum expectations and must be conveyed by the persons who sign the Church Reservation Form to all members of the group including co-chairs and/or committee members who will be sharing responsibility for the event. Any group using Memorial Church must leave the Church in the condition in which it was found. We remind you that a reserved time in one area of the Church does not imply the use of the entire building. We hope these guidelines will be helpful to you, and we thank all of those people who use this facility for their assistance in maintaining the beauty and atmosphere of the Church.

1. Chairs. The chairs located at various spaces of the Church may, at times, be moved for a specific service or event. Moving/rearranging  the chairs must be approved by the Event Manager in advance of the event. All furniture must be returned to its proper order at the end of the event.
2. Piano. The Church has specific guidelines for the use and movement of the piano. Please do not use or move the piano before discussing these with the Event Manager.
3. Food and Drink. Food and drink are prohibited in the main Church (sanctuary) at all times. Water in closed containers is allowed.
4. Decorations. All decorations must be approved, prior to the event, by the Event Manager. Please note the following restrictions:
   1. Nothing may be affixed to surfaecs. (i.e., walls, wood, furniture or painted surface by using putty, wire, tacks, staples, tape or any material that will harm the finish)
   2. No tape or adhesive of any kind may be used on the cork floor or any sandstone surface. For other surfaces, you must use non-residue (i.e., blue painter's) tape. All tape must be removed immediately before the end of each reservation period. Clients will be billed for removal of any tape remaining after their event as well as any damages that may have occurred. 
   3. Glitter or confetti of any kind is not allowed in any space.
5. Clean-up. The Church expects that anything brought into the Church by a group making use of the building will be removed immediately following the service or event. Printed programs, boxes containing printed programs, candle wax, portable musical instruments, instrument cases, technical equipment of any kind, decor, flowers, etc. must all be removed immediately. Set-up and clean-up times must be established with the Event Manager. In most cases, these will be immediately preceding and following the event or service. Neither the Church nor Stanford University is responsible for any items left unattended in the Church during or following an event.
6. Rehearsals. The Church expects that set-up and clean-up for rehearsals be observed as strictly as for those of the event itself. Groups planning to leave equipment between rehearsal and performance must note this on the Reservation Form and make arrangements with the Event Manager. The Church does not guarantee that groups will be able to store or leave equipment in the Church between rehearsal and performance. The Church is not responsible for the safety and security of any equipment stored or left in the Church.
7. Smoking Policy. Smoking is prohibited on all Stanford University grounds including all areas inside and outside of Memorial Church.
8. Alcohol Policy. Consumption or possession of alcohol is prohibited, except for approved religious purposes.
9. Service and Support Animals. Stanford Memorial Church has a “no pet policy” inside the building. However, the university complies with the Americans with Disabilities Act (ADA) in allowing the use of service animals by students, staff, faculty and visitors while on campus. Please refer to the Diversity and Access Office’s website for detailed guidelines.
10. Photography, Videography, Livestream. If you will have photography, videography, and/or livestreaming in the church during your event, please discuss your plans with the Event Manager in advance. Any cords that cross walkways must be approved of and covered with a mat (no tape).

CANCELLATION/ALTERATION CLAUSE 

Groups requesting a reservation should be advised that the Church schedule is sometimes subject to change at the request of the University. It is strongly suggested that you refrain from publicizing your event/service and from making final arrangements until your reservation has been officially confirmed.

Your agreement to this policy indicates that you have read the policies regarding reservations at Memorial Church and agree that you and the sponsoring organization will abide by them.

The Church reserves the right to postpone or cancel an event that does not comply with these policies and/or violates the agreed-upon time parameters. Receipt of this form does not constitute any type of confirmation on the part of Memorial Church.

Cancellation requests must be in writing and received by 30 days prior to the event. If an event is canceled within 30 days of the event date, the event organizer is subject to the full amount of fees due.

Change requests to the Event Agreement must be submitted in writing and provide details of the portions being changed.  Before Change requests are included in the Event Agreement both parties must agree and sign to the new changes.  Reminder ORSL reserves the right to Unilateral Agreement modifications.

FAQs

WHO CAN HOST AN EVENT AT MEMORIAL CHURCH?

Any Stanford academic unit, administrative unit or student organization may reserve Memorial Church. Payments are accepted via internal journal transfer only. Events must be consistent with the research and education mission of Stanford University. More guidelines can be found here.

HOW FAR IN ADVANCE OF MY EVENT DATE CAN I RESERVE THE MEMORIAL CHURCH?

You may request a reservation for up to one year in advance. A PTA is required to confirm a reservation.

WHO WILL STAFF MY EVENT?

All events require Memorial Church event staff to be present. The quantity of event staff required depends on the scope of the event and expected attendance.  A Memorial Church production tech is required for events with amplified sound. All staffing requirements are at the discretion of the Memorial Event Manager. Please see the Church Usage Fee section for rates. Depending upon the size and complexity of your event, additional A/V equipment and technicians may be required at an additional fee. 

Clients must designate their own point of contact to plan their event and work with the Memorial Church team to configure setup and technical needs, and a day-of point of contact, which may be the same person. The day-of contact must be present through the entire event, set up to clean up. 

WHO SUBMITS REQUIRED WORK ORDERS?

Memorial Church will place the required custodial orders. The client will place orders for any other vendors (Event Services, videographers, photographers, etc.), but must share this information with the Memorial Church team to coordinate the vendors entry and use of the church. Last minute changes or additions may incur additional fees, if we are able to accommodate the requested changes.

HOW DO I ARRANGE FOR PARKING AT MEMORIAL CHURCH?

In general, parking permits are not enforced after 4 pm on weekdays and all day on the weekends, with the exception of the Oval, which is enforced until 6 pm on weekdays.

To make special parking arrangements, obtain downloadable parking maps, and other parking and transportation matters, please contact Stanford University Transportation Services.

For disability related access to the gated parking area behind Memorial Church, please contact the Diversity and Access Office who can provide a gate code and parking instructions.

HOW SHOULD I REFER TO THE MEMORIAL CHURCH IN OUR INVITATIONS AND MARKETING MATERIALS?

In all publicity related to your event, please refer to our office as “Office for Religious & Spiritual Life” and our location as “Stanford Memorial Church, 450 Jane Stanford Way, Bldg 500, Stanford, CA 94305”.