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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 408.551.4302 or email at conferenceservices@scu.edu

 All events are subject to university approval. The following required information will be requested:

  • Verification, 501(c)(3) nonprofit organization status
  • Description and website of your organization
  • Event purpose
  • Detailed event agenda

Event Requirements

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

  • Submit signed contract and 20% non-refundable deposit as listed on contract ten (10) 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 (5 weeks)
  • 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 1/2 hour to an hour. To schedule a site visit please email conferenceservices@scu.edu 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 the spaces that have been reserved for your group
  • Tour of Louis B. Mayer Theater and Recital hall, if reserved
    • 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.

Below is a list of important questions to consider when planning an event. 

Date

When selecting a date, consider:

  • Does it conflict with major institutional events?
  • Does it fall on a holiday?

Location

When selecting a location, determine:

  • Approximate number of attendees
  • Preferred set up – i.e. classroom style, theater-style
  • Dining needs
  • Audiovisual needs

Parking

What will the parking needs entail?

  • Will your guests be coming by way of bus or by individual vehicle? 
  • Expected number of overnight vehicles? Have you added parking to room registration?
  • How many commuter or offsite guest will need parking?
  • Will the conference or individuals pay for parking? How has this been communciated?

Meals

What meals will be provided? Dietary Restrictions?
Will your group be offsite during the conference?

Marketplace Dining

  • How many commuter and overnight guest will be dining?
  • What our the food options

Private Catering

  • Continental breakfast/morning refresh
  • Lunch
  • Afternoon break
  • Dinner
  • Table cloths and skirting for registration and display tables
  • Where will meals take place?

Technology

  • Do you require WiFi access or a dedicated line?
  • Will you be using PowerPoint or other Windows programs?
  • Will you be bringing a MAC laptop? 
  • Will you need assistance with virtual set ups?

Incidentals

Will you need:

  • A registration table
  • Display tables

Residential Conferences

Consider:

  • Type of housing preferred – apartment-style, suite-style, or traditional residence halls
  • Will you require linen service?
  • Will you need housekeeping services?
  • Will there be any early arrivals or late departures?

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 - 10:30pm
    •  room and key issues, mail/packages, parking permits, late check-ins (until 10:30pm), check-out, maps, and general questions regarding campus and the Santa Clara areas
Inquiry Request Form