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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 conferenceservices@scu.edu

 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 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
  • 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 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?

Please note we do not have overnight bus parking available or parking for U-Hauls. 

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