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David Freeland of the L.A. Dance Project takes questions from the dancers. Credit: inda A. Cicero / Stanford News Service

Submit Work Orders

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Whether it’s unlocking the room or running the projector, many services must be coordinated to ensure the success of your event. Here’s a guide to requesting various support services and equipment.

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University Service Providers

ServicesProviderRequest ProcessLead Time

Indoor Cleaning

UG2 Custodial Services

For instructions please visit here

  1. Ensure space is confirmed.
  2. Submit a Work Request with O'Neal Patrick (ASSU ) as the approver, using the PTA (Project, Task, Award): 1036515-1-ATCKB.
    Include the 4 digit ASSU Account Number and the name of the Financial Officer in the description. 
  3. To make changes or cancel a request, please e-mail, referencing the work request number. Please visit this website to learn how to check on a status of a work order.

** For large events that take place over the course of multiple days and rooms, a meeting with UG2 and OSE will be required at least 3 weeks in advance for quoting and scheduling indoor cleaning. Please stop by OSE to schedule this meeting.

5 - 10 Days

Equipment Rental

  • Technical Services
  • Labor

Event Services

  1. Ensure space is confirmed.
  2. Submit an Event Services request. Include the 4 digit ASSU Account Number and the name of the Financial Officer in the description. Watch this video for a 'How-to' on submitting the event request.
  3. Financial Officer submits a Purchase Order with an Event Services estimate through GrantEd.
  4. ASSU will e-mail approved purchase order to Event Services.
  5. Event Services will send a confirmation email to the student organization.
7-14 Days

Sprinkler Shutoff

Grounds Services

  1. Ensure space is confirmed.
  2. Review service rates
  3. Submit a Work Request.
5 - 10 Days

Spider Boxes

  • Additional Electrical Needs
Electric Shop
  1. Ensure space is confirmed.
  2. Review services.
  3. Submit a Work Request.
5 - 10 Days
Fire Extinguisher/Fire RetardantEnvironmental Health and Safety
  1. Ensure space is confirmed.
  2. Submit a Work Request
5 Days

Charter Buses

  • Parking

Parking & Transportation Services

  1. Ensure space is confirmed.
  2. Obtain estimate from department.
  3. Request a charter reservation by entering your email into the Charter request login and filling out the form
30 Days

Recycling

  • Composting
  • Dumpsters
  • Garbage Cans
  • Debris Boxes for Garbage and Recyclables

PSSI (Peninsula Sanitary Service, Inc.)/ Recycling

  • Ensure space is confirmed.
  • Review service rates / requirements.
  • Follow the guide to Submit a Work Request.
  • If requesting recycling, specify bottles and cans recycling, mixed paper recycling or food waste composting.

Tips

5 - 10 Days
Event Security

Public Safety

  1. Ensure space is confirmed.
  2. Submit a Security Services Request Form with O'Neal Patrick (ASSU ) as the approver, using the PTA (Project, Task, Award): 1036515-1-ATCKB.
    Include the 4 digit ASSU Account Number and the name of the Financial Officer in the description.
  3. Financial Officer submits a Purchase Order with an estimaterequest through GrantEd.
  4. ASSU will e-mail if approved to Public Safety.
7 - 10 Days

Online Ticketing

  • Member Dues
Stanford Eventbrite
  1. Fill out the Stanford Eventbrite form:
5 - 7 Days
Printed TicketsStanford Ticket Office
  1. Determine ticket needs (number, general or reserved seating)
  2. File for a ticket request online
  3. Read and Sign Ticketing Contract from STO
  4. Submit a Purchase Order with the contract from STO to ASSU for approval
  5. Deliver approved PO to STO
7 - 10 Days
Medical ServicesStanford EMS
  1. Email the group using the contact info on their request page.
14 - 20 Days

Additional Information

  1. Purchase Orders requests are submitted by your group's financial officer via GrantEd
  2. If requesting "Pick-up" on purchase orders, hand deliver to Bonair Siding
  3. SU - 13 forms are available from the CapGroup in the ASSU/SSE Office (First floor, Old Union)

Tips: Student Organization PTA Number for Customer Funded Work Requests

For Customer Funded Work Requests use the ASSU PTA 1036515-1-ATCKB:

  • Project: 1036515
  • Task: 1
  • Award: ATCKB
  • Route: 1
  • Percentage: 100%
  • Approver: Patrick, O'Neal (*Please note...O'Neal is his first name)
  • Notes to Approver: Include your ASSU number, group name, and which account to charge if you have more than one

Tips

Working with Event Services

  • Request an estimate well in advance, even before your space is confirmed
  • Be clear about the services and equipment you need
  • Know when a technician is required for your venue
  • Submit your final approval and paperwork to CapGroup with enough lead time

Working with UG2 Custodial Services and Grounds

Off-campus Vendors

Students can contract outside vendors (e.g. caterers, technical services) unless the venue manager states otherwise. If you plan to do this, be sure to read about negotiating and signing contracts.

Farm Day, 2023. Credit: Nikolas Liepins/Ethography