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Conference Services

Inquire Here

Need more information? Ready to plan? Need a site visit? Check out below. 

The initial step to hosting your event/conference on the SCU campus is to submit an inquiry via our inquiry form. Additionally, you can call our office at 408.554.4302 or email at

 All events are subject to university approval. The following is required:

  • Verification, 501(c)(3) nonprofit organization status
  • Certificate of Insurance

Event Requirements

Below is the projected timeline of required forms and information due prior to your event date. 

  • Contracts submitted by April 30th
  • Submit signed contract and 25% non-refundable deposit as listed on contract fourteen (14) days after signed agreement.
  • Submit equipment and AV needs to your Event Manager (3 weeks prior)
  • Contact SCU’s on-campus caterer, Bon Appetit, for any catering for your event (3 weeks prior)
  • If applicable, submit a list of rental equipment and insurance from outside vendors
  • Provided your assigned Event Manager with a certificate of insurance ten (10) business day prior to your event. ATTN; Conference Services
  • Final payment for the event is due 30 days from receipt of post-event invoice

Payment Information

We accept payments in the form of checks. Please make checks payable to “Santa Clara University - Conference Services" and mail to the following address:

Santa Clara University
Housing Office & Conference Services; ATTN: Conference Services
500 El Camino Real
Benson Suite 212
Santa Clara, CA 95053

We are more than happy to schedule a site visit for you and your team. It is a great way to get the lay of the land. The site tour will take approximately an hour to an hour and half. To schedule a site visit please email or call 408.551.3027.

What you should expect on your site site visit.  

  • Tour of Residence Hall that your guest will be staying in (if applicable)
    • During the academic year, we will be able to view a tour room. 
  • Tour of meeting and event spaces or the vicinity of events are bing held
  • Tour of Louis B. Mayer Theater and Recital hall, if reserved and confirmed 
    • Please add an additional 1/2 hour to your schedule.

Our time together is valuable, please have a list of questions prior to your arrival. If you need additional time to spend with your team to discuss logistics, we would be more than happy to reserve a conference room.

Conference Services is pleased to include the following as part of your conference package* 

Before your arrival we will: 

  • Provide assistance with budget planning questions 
  • Reserve on-campus housing in student residences
  • Serve as liaison for on-campus services:
    • Media Services – classroom and special event media
    • University Catering – catered events and breaks
  • Reserve classrooms, social space and event space 
  • Arrange for room/event setup and labor as requested (additional charge) 
  • Assign specific meal hours for dining
  • Arrange for pack-out meals (meals taken off campus) 
  • Coordinate ADA requirements

When on campus we will: 

  • Provide an on-campus conference office open daily from 8am - 10:00pm
    •  room and key issues, mail/packages, parking permits, late check-ins (until 9:30pm), check-out, maps, and general questions regarding campus and the Santa Clara areas
Inquiry Request Form