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

Submit Work Orders

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.

University Service Providers

Services	Provider	Request Process	Lead Time
Indoor Cleaning * Academic spaces with expected attendees of 50 or more require a cleaning work order, regardless of who attends. * Works orders to unlock space are not necessary. If the venue is locked, please call (650) 723-2281. *Custodial estimates available or via email to custodial@stanford.edu.	UG2 Custodial Services 650.723.7888 custodial@stanford.edu	For instructions please visit this website. Ensure space is confirmed. 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. To make changes or cancel a request, please e-mail custodial@stanford.edu, 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 C&W Services 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 650.723.2285 eventservices@stanford.edu	Ensure space is confirmed. 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. Financial Officer submits a Purchase Order with an Event Services estimate through GrantEd. ASSU will e-mail approved purchase order to Event Services. Event Services will send a confirmation email to the student organization.	7-14 Days
Sprinkler Shutoff Grounds Maintenance Exterior Trash Pick-Up	Grounds Services 650.723.3050 groundsadmin@stanford.edu	Ensure space is confirmed. Review service rates Submit a Work Request.	5 - 10 Days
Spider Boxes Additional Electrical Needs	Electric Shop	Ensure space is confirmed. Review services. Submit a Work Request.	5 - 10 Days
Fire Extinguisher/Fire Retardant	Environmental Health and Safety	Ensure space is confirmed. Submit a Work Request .	5 Days
Charter Buses Parking	Parking & Transportation Services 650.723.9362 charterbus@stanford.edu	Ensure space is confirmed. Obtain estimate from department. 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 650.321.4236 recycling@stanford.edu	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: PSSI will service recycling bins during event if requested. Grounds will service the garbage cans if outside (not in Athletics/Medical Buildings UG2 will service if indoors). If indoors, please submit one work order at https://lbre.stanford.edu/bgm for UG2 and PSSI. If outdoors, please submit two work orders for PSSI and Grounds.	5 - 10 Days
Event Security	Public Safety 650.723-9633	Ensure space is confirmed. 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. Financial Officer submits a Purchase Order with an estimaterequest through GrantEd. ASSU will e-mail if approved to Public Safety.	7 - 10 Days
Online Ticketing Member Dues	Stanford Eventbrite	Fill out the Stanford Eventbrite form: GSB Student Organizations SLS Student Organizations All Other Voluntary Student Organizations	5 - 7 Days
Printed Tickets	Stanford Ticket Office	Determine ticket needs (number, general or reserved seating) File for a ticket request online Read and Sign Ticketing Contract from STO Submit a Purchase Order with the contract from STO to ASSU for approval Deliver approved PO to STO	7 - 10 Days
Medical Services	Stanford EMS	Email the group using the contact info on their request page.	14 - 20 Days

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

Tips: 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
- Event Supplies Checklist
Know when a technician is required for your venue
Submit your final approval and paperwork to CapGroup with enough lead time

Tips: Working with UG2 Custodial Services and Grounds

Know when cleanup is required
Learn how to fill out a work order
Get emergency contact info from Building and Grounds Maintenance

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.