Campus Resources

Campus Safety Services works continuously to ensure a safe, secure, and welcoming environment for students, faculty, staff, and university guests. Their team provides 24-hour physical security, emergency assistance, and safety coordination for events held on campus grounds.

• 24/7 Security Coverage: Officers maintain a active, round-the-clock presence across campus to monitor venues and respond to emergencies.

• After Hours Assistance: Conference Services main line is directed after 10pm to Campus Safety. Guest can request assistance with lock outs, maintenance concerns, and after hours check in. 

• Event Safety Planning: Large gatherings, high-profile speakers, or traffic-heavy events must coordinate with Campus Safety beforehand to arrange necessary security staffing.

• Emergency Infrastructure: Hosts have access to campus safety protocols, emergency response guides, and strategically located blue-light call stations.

Non Emergency Campus Safety: 408.554.4441

Emergency (fire, medical): 408.554.4444

Here is a link to additional Campus Safety Resources. 

Santa Clara University proudly partners with Bon Appétit Management Company to deliver fresh, sustainable, and high-quality dining experiences for all campus events. Their culinary team offers versatile menus tailored to fit any occasion, from casual staff breakfasts to formal multi-course dinners.

• Catering Options: Full-service catering options include morning coffee breaks, boxed lunches, reception platters, and custom banquet menus.
• Dietary Accommodations: Custom dishes and clear labeling are available to safely accommodate vegan, vegetarian, gluten-free, and allergen-sensitive guests.
• Group Dining: Group dining is part of your conference package.  The dining hall provides a breakfast, lunch and dinner buffet for all conference services guests.
• Ordering Requirements: All catering requests must be submitted through the online portal in advance, following strict guest-count deadlines.

Bon Appetit

Bon Appetit is the exclusive caterer to the Santa Clara University campus.  As part of having a dedicated food provider for campus, there are specific requirements in our agreement with Bon Appetit.    

1. Bon Appetit has the first right of refusal for ALL catering events. 
2. Bon Appetit is the exclusive caterer of the Adobe Lodge. 
3. All alcohol service on campus MUST be provided by Bon Appetit.  
4. Catering (including external catering) is not to be resold for fundraising, profit or convenience.

Catering Costs over $750
If your event requires catering that costs more than $750, please complete the following.

1. Contact Bon Appetit Catering catering@scu.edu or call (408) 554-1792 and inquire whether they can accommodate your catering needs.  You must contact them at least 14 days prior to your event.
2. If Bon Appetit declines your event, then an outside caterer or food truck may be used.  Complete the Catering Form over $750. Include a signature or email from Bon Appetit stating that Bon Appetit declines to cater your event and send to auxiliaryservices@scu.edu.
3. After the completion of your event (within 7 days), please email an invoice from the caterer or food truck to auxiliaryservices@scu.edu.
4. Auxiliary Services will complete the necessary steps to charge your department, club or organization for the 7.5% fee based on the cost of the food, delivery and tax.  This 7.5% is equal to the commission the University would have received from Bon Appetit if they catered the event.  These collected fees help fund the University General Fund.

Catering Costs under $750

For events with no alcohol service, and for which food and beverage costs are below $750 for the event, an external caterer may be used and an External Catering Form is NOT required.  Each University entity (University department, club or student organization) that uses an external caterer must ensure all trash, empty food containers, plates, utensils, napkins etc. are disposed of by the group and not left for the building staff to clean up.

Food Trucks

The following is required before a food truck can be brought to campus.

1. Follow and complete the External Catering form.   A 7.5% fee based on invoice for food, service, tax and fees is required to be paid to Dining Services.  Auxiliary Services will process the transfer of funds. 
2. Notification and approval by Bon Appetit is required.
3. The General Counsel's office requires completion of the Food Truck Agreement Template and a copy of the food truck's Certificate of Insurance.  The department or student representative paying for the food truck must countersign the
   Food Truck Agreement.  
4. Email your completed External Catering form, approval from Bon Appetit, food truck invoice, Food Truck Agreement and Certificate of Insurance to auxiliaryservices@scu.edu. 
   
5. If everything is complete, Auxiliary Services will approve your External Catering form and email it back to you.
6. With the completed and approved External Catering form, contact Parking & Transportation (P&T) to arrange for food truck parking (x7092 or email transportation@scu.edu).  P&T charges $100 per truck. 

Food truck parking is NOT ALLOWED at the following locations: 

• The end of Santa Clara Street, nearest Benson (red-zone).  This is a fire lane and parking is not allowed.  Parking IS allowed on the northside of Santa Clara Street (facing the observatory across from McLaughlin/Walsh residence hall). 
• Market Street (in front of Swig or Benson)
• The Alameda (in front of the Bronco statue, Graham or Finn Hall.

Media Services supports university events with professional audio-visual technology and technical expertise to enhance your program's presentation quality. Their staff assists with setup, operations, and troubleshooting to ensure your event runs without technical delays. Late requests will incur additional charges. 

• Audio-Visual Support: Event spaces are equipped with an in room computer, projector, and screen.
• Advance Booking: Additional media equipment and staffing requests must be submitted at least two weeks before the scheduled event date.
• Additional Support and Services: View Media Service Rates Here

Any request for tent and canopy space on campus must begin with the Event Planning Office. Each submitted request must ultimately be approved by:

• Event Planning Office
• Facilities Department
• Campus Safety
• President’s Office

A copy of all city and insurance permits must be filed with the Event Planning Office no less than 24 hours prior to the event.

Maximum time for delivery, setup, function, and tear down may not exceed 5 days.

Tent stakes are not permitted anywhere on campus.

Currently Mission Gardens Section C is the only area on campus automatically approved for tents.

Transportation Services manages campus parking facilities to make arriving at Santa Clara University convenient and organized for all event attendees. Clear guidelines and parking options ensure smooth access to primary event spaces and university buildings. 

• Accessible Parking: Dedicated ADA accessible parking stalls are conveniently located near every primary campus facility and event site.
• Bus Parking: Bus parking is not available onsite.
• Commuter Parking: Passes can be purchased at the gate, online, AIMS Mobile Parking, or by scanning the QR code on provided parking lot signage.
• Overnight Residential: Event hosts can arrange bulk guest permits or reserve designated parking lots in advance to accommodate attendees. 
  • Parking passes or parking codes (50+ guests) must requesting parking 14 days in advance.
  • Orders placed for parking passes or codes are paid up front and cannot be returned. 
  • Group will be charged for all requested parking permits. University will not refund any unused or underused permits.
  • Residential permits are valid only in the Group's designated lot and in lots of C, CW, or CN. Permits must be displayed Monday - Sunday, 24/7.  
• Permits: All vehicles parked on university property during enforcement hours must display a valid SCU parking permit or pay at visitor kiosks.
  • Residential permits are valid only in the Group's designated lot and in lots of C, CW, or CN. Permits must be displayed Monday - Sunday, 24/7.  

The Pat Malley Fitness and Recreation Center serves as the primary hub for recreational activities, physical fitness, and wellness events on campus. Select spaces within the complex can be reserved for specialized group activities, athletic clinics, and summer camps.

• Facility Reservations: Event planners may request access to multi-purpose activity courts, gymnasium space, and studio rooms for structured group programs.

• Guest Guidelines: All external participants must abide by center regulations, operational schedules, and safety protocols while using the facility.

• Scheduling Approval: Special event bookings are subject to approval by Campus Recreation to ensure minimal disruption to regular student recreation hours.

Malley Policies and Forms

• Facility Policies for Conference Groups w minors
• Malley Liability Release Form

Resident Hall Policies and Procedures

Alcohol

• University guests, faculty, staff, and students who are 21 years of age or older may consume and possess alcoholic beverages in the privacy of their own rooms in residence halls and apartments, provided the space is not shared with an underage roommate.
• Alcohol cannot be stored in common kitchen areas. 

Common Areas

• Public areas, including lounges, kitchens, recreation areas, laundry rooms, and similar facilities, are shared by occupants of several residence halls.
• These areas may not be used for meetings, parties, or events unless scheduled in advance.
• Proper attire must be worn in all public areas at all times. Common areas may not be used as sleeping areas.
• Do not store items in common areas. 

Cooking

• Cooking is permitted only in designated common-area kitchens.
• Guests must use appropriate cooking utensils, pots, pans, and other kitchen equipment intended for the type of cooking being performed. Cooking appliances and equipment must be used safely and in accordance with their intended purpose.
• Cooking is not permitted inside guest rooms, including the use of hot plates or other similar cooking appliances.

Decorations

• Decorations in hallways and common areas are prohibited. The only decorations permitted in residence halls are door decorations.
• The following decorations are strictly prohibited:
  • Confetti
  • Glitter
  • Streamers
  • Decorations in hallways
  • Decorations in common areas
• Room decorations may not cover more than 50% of the total ceiling area, door, or wall in any residential space.
• Decorations may not be hung from the ceiling  or T-bar metal framing that supports ceiling tiles.
• To prevent damage to painted walls within residence halls, the University permits the use of:
  • Blue tape
  • Push pins
  • Quick-Tak
  • All other adhesives are prohibited.
• When an unusual amount of custodial labor is required to remove decorations or trash is left by the Group will be responsible for the actual custodial costs, as determined in the sole discretion of the University.

Departure and Arrival

• All guests must vacate their respective bedrooms by the scheduled departure date and time of 12:00 p.m.
• Requests for early arrival or late departure must be submitted no less than thirty (30) days prior to arrival and are subject to University approval.

Designated Areas

• Group leaders are responsible for ensuring that participants remain in areas designated for use by the Group and do not enter areas designated for use by other groups, including, but not limited to, residence halls.

Exits, Doorways, and Hallways

• Exits, doorways, and all hallways must maintain a minimum 48-inch clearance from obstructions, including boxes, bicycles, mattresses, and similar items, at all times.

Kitchen and Food

• All food stored in common-area kitchens must be clearly labeled by the guest or the Group.
• All food and beverages must be removed and properly disposed of upon departure. If food or beverages are left behind, the Group will be charged a $250.00 cleaning fee.

Notice of Entry

• The University will take all reasonable steps to ensure that Guests receive adequate notice prior to entry by University officials for the purposes of repair, maintenance, inspection, or other authorized University business.
• When a Guest or Group requests maintenance, assistance with air conditioning (A/C), or an inspection of a room due to a suspected pest issue, the University and its authorized personnel may enter the room to respond to the request or address the reported concern. Notice of entry will be provided when reasonably practicable; however, advance notice may not be possible when immediate access is necessary to address an urgent maintenance, safety, or health concern.
• By submitting a request for maintenance, A/C assistance, or a pest inspection, the Guest or Group acknowledges and authorizes University personnel to enter the applicable room for the purpose of responding to and completing the requested service or inspection

Open Flames

• No open flames are permitted in residence halls. This prohibition includes, but is not limited to:
  • Candles
  • Incense
  • Smoking
  • Burning of any materials
  • Other flame-emitting articles
• If this policy is incongruent with a Group's religious, cultural, or spiritual beliefs, prior approval must be obtained from the Conference Housing Office.

Personal Belongings

• The University is not responsible for any personal belongings left behind upon departure.

Posting and Printed Materials

• Printed materials may not be placed on campus bulletin boards or inside buildings without authorization.
• Posting materials on light poles, trees, floors, ceilings, elevators, planter boxes, exterior walls, or other building surfaces is prohibited.
• Unauthorized materials will be removed, and the responsible Group may be subject to a removal and/or cleanup charge, as determined in the sole discretion of the University.

Room and Building Security

• Propped-open exterior doors seriously jeopardize the security of occupants and property within residence halls. The University reserves the right to fine Groups when propped-open doors are repeatedly found.
• Side doors to all residence halls cannot be accessed after 7pm. All guest must enter through the front doors of Graham. 
• Entrance into residence halls is permitted by Access Card only.
• Residential participants who are locked out of residence halls should contact:
  • SCU Conference Services: (408) 554-4302, between 8:00 a.m. and 10:00 p.m.
  • SCU Campus Safety: (408) 554-4441, during non-business hours

Smoke-Free and Tobacco-Free Campus

• Santa Clara University is a smoke-free and tobacco-free campus. The use of all forms of tobacco, tobacco products, and electronic smoking devices are prohibited everywhere on-campus, including all University-provided undergraduate and graduate student Housing and the surrounding outdoor areas.

Trash and Cleaning

• Any trash left in residence hall common areas or bedrooms must be disposed of in the appropriate compost, recycling, or trash receptacles.
• When an unusual amount of custodial labor is required to remove trash left outside of designated receptacles, the Group will be responsible for the actual custodial costs, as determined in the sole discretion of the University.

University-Issued Furniture

• All University-issued furniture must remain in its designated room or apartment.
• Any unauthorized removal of furniture will result in a $250.00 fee per item.

Youth Participant Supervision

• The Host is responsible for ensuring that Group leaders accompany youth participants while traveling to and from the residence halls and all campus facilities.
• Failure to comply with this requirement will result in a fine per occurrence, as determined in the sole discretion of the University.
• Please review additional Youth Policies.