• Conference Planning Welcome
• Computing Checklist for Planning a Conference
• Service Details:
  • Summer Network Connections
  • Customized Computer Cluster/Equipment Rentals
  • Use of Meyer and Tresidder Clusters
  • Printing
  • Technical Support
• Commonly Requested Services Provided By Other Departments
• Contact

Residential Computing is excited to offer an array of computing services. We coordinate the use of residential computing clusters, summer network connections, and other services for conferences housed in Stanford residences during summer quarter. We work in collaboration with Summer Conference Services to ensure a pleasant and productive stay for our summer guests. To learn more about Summer Conference Services, visit their page on What Conference Services Has to Offer and how to coordinate your future summer conference at Stanford.

Please read through the checklist and other sections of this document that describe the services you wish to use. We have assembled this documentation to ensure that you understand some of the complexities of computing at Stanford and avoid some of the most common problems. If you have any questions, do not hesitate to contact us and we will be glad to assist you.

Residential Computing is pleased to offer the following services to conferences:

Service:	Cost*:	How to Order:	Order By:
Summer Network Connections	$30 per week or $75 for the entire summer	See Summer Network Connections	Can be submitted at any time (processing time varies).
Customized Computer Cluster/Equipment Rental	Varies depending on number of devices and duration (see below).	Contact Us	As much in advance as possible, minimum 2 weeks.
Use of Meyer and Tresidder Clusters	Purchase full-service SUNetIDs for your attendees	Purchase full-service SUNetIDs for your attendees	See info on SUNetIDs
Technical Support	$40 dollars/hour	Contact Us	As needed.

*Please note that conferences defined as internal by Stanford Conference Services will receive a 20% internal discount on all services.
All services except summer network connections are subject to 8.25% Santa Clara County sales tax.
There may be a 15% rush fee for not requesting services by the order deadline.

(Please see the reminder of the document for details about each item)

X	Service:	Action Required:	Finish By:
	Customized Cluster Rental/Printing	Contact Us to detail your cluster needs.	As much in advance as possible, mimimum 2 Weeks before start date.
	Summer Network Connections	Select a billing method for Summer Network Connections (Bill to Conference v. Individual Payments).	2 Weeks before start date.
	Summer Network Connections	For larger conferences, schedule a time for a ResComp Tech to assist attendees with computer registration.	2 Weeks before start date.
	Summer Network Connections	Distribute "Preparing your Computer for use on the Stanford Network" flyer.	2 Weeks before start date.
	Summer Network Connections	Remind Attendees to follow instructions on the "Preparing your Computer for use on the Stanford Network"	1 Week before start date.
	Summer Network Connections	Distribute "Connecting to the Stanford University Network" flyer with check-in packets.	At check-in.
	Technical Support	Contact us for as needed technical support.	During conference

Introduction: Many conference attendees arrive with computers and need to connect to the internet. Unlike hotels and coffee shops, the Office of Information Security has outlined a number of guidelines that every computer must meet before being able to connect to the campus network. These guidelines protect both attendee computers and the Stanford network from malicious software. Following the directions below will greatly simplify the process of connecting your attendees to the Stanford network.

Pricing and Selecting a Billing Method: Summer network connections currently cost $30/week or $75/summer. You can select one of three approaches for billing network connections required by your staff and/or attendees:

• Your staff/attendees can individually pay for their Network Connections via cash, check, or credit card.
• Your conference can bill all Summer Network Connections to your conference account.
• Some of your staff's network connections can be billed to your conference account, while other participants are asked to pay via cash, check, or credit card.

Billing network connections to your conference account simplifies the process of registration; this option may be especially advantageous when you expect a large number of attendees. If you would like to pursue this option, please email a completed BillPasscode Form to conferences@rescomp.stanford.edu and we will enable this option and set up a passcode. You may also use a combination of these options if, for example, you would like to bill your staff's network connections to your conference but have your attendees pay for their own access. You are responsible for distributing this passcode to the appropriate parties, keeping in mind that it functions as currency; anyone with this passcode can bill their internet connection to your conference. While some conferences distribute it to their participants, many choose to have conference staff enter it for participants when they register.

Scheduling Support in Advance: Because of the security requirements in place, registration can sometimes present challenges to non-technical users. We have found that it is often convenient for a conference to schedule a time where Residential Computing staff member(s) can meet attendees on-site to assist them with the registration process. If you would like to take advantage of this service, please contact us.

Before Your Attendees Arrive: Attendees should be aware of the simple steps that they can take to protect their computers before coming to campus. Although attendees cannot register from off-campus, if they can take steps before they arrive, it will significantly expedite the registration process. Residential Computing has prepared a ready-to-go handout and web page "Preparing your Computer for use on the Stanford Network" to make it easier for you to distribute this information.

Upon Arrival: Please distribute the latest version of Residential Computing's "Connecting to the Stanford University Network" flyer to participants. It is extremely important that you do not alter or remove any of the information on this form. If you are using a bill to conference passcode and wish your attendees to have it, consider distributing it with this flyer.

Support: We encourage you to schedule support for summer network connections in advance as described above. If this option does not work for you, we can accommodate groups of about 6 attendees at a time in the Residential Computing office. Please contact us in advance to let us know that you are coming. That way we can ensure that we have enough staff on hand to assist your attendees.

Introduction: Residential Computing can rent a customized computer cluster for your conference. Whether you need a large computer cluster for class sessions or simply a printer for attendee use, we can help. The most important thing when planning for a customized computer cluster is to contact us as much in advance as possible. Keep in mind that larger clusters often require substantial infrastructure arrangements such as dropping in more electric circuits, moving furniture, and air-conditioning that must be arranged in conjunction with conference services. We have a substantial inventory of computing equipment, but the more in advance you contact us the more likely you will be to get the exact equipment you want. Should you encounter any hardware problems, you will receive support within 24-hours including weekends. The equipment will be set up and ready to go by the pre-arranged start date. Please note that your conference will be responsible for any theft or damages not caused by normal wear and tear of cluster equipment.

Equipment: We have the following equipment in our inventory which conferences can rent (subject to availability):

• Computers:
  • Windows Based PCs
  • Apple Computers
• Printers:
  • Black and White Laser Printers
  • Color Laser Printers
• Scanners
• Wireless Access Points

Pricing: In an effort to keep billing simple, we have come up with the following pricing structure per device:

Setup	Daily	Weekly	Monthly
$30 per device	$60 per device	$150 per device	$300 per device

If you rent 6 computers and a printer for 1.3 months, the price of that cluster would be:
7 * ($30 setup fee) + 7 * (1.3 months) * ($300/device/month) = $2,940 * (1 + 8.25% sales tax) = $3,182.55

Computers: Residential Computing maintains a large inventory of new computers for student and conference use. Almost all of our machines are 3 years old or younger. Currently, our Apple computers run Mac OSX Tiger (10.4) and our Windows-based PCs run Windows XP. They include a number of standard software packages including Microsoft Office (please contact us if you have special software needs). All rented computers come with network connectivity and will be connected to printers if you decide to rent them from us.

Printers: If you rent a printer through Residential Computing, we will connect it to any computers you have rented and can optionally provide you with instructions for your attendees so that they may print directly from their own computers (summer network connection required) if they should so choose. You will receive the printer with a full ream of paper and a partially full toner cartridge. You can either supply the paper and toner, if it needs to be replaced, or have us replace it and add the costs to your final invoice. In short, you may purchase paper or toner through us if it runs out by contacting us.

Wireless Access Points: In many residences, wireless access is available with the purchase of summer network connections. However, in some residences (especially smaller residences), permanent wireless access has not yet been installed. However, if you wish to rent access points from us, we can install them for you. The number of access points required to cover the building will vary depending on building size. Please note that your attendees will still need network connections for their machines in order to use the wireless access point(s).

Request Your Cluster: Please Contact Us to request a computer cluster or rental equipment. Note that the request is not a contract for service - we will send you a quote after we receive your request.

All of the Meyer Library classrooms are booked for summer 2008.

Student Computing maintains two large computer clusters, one on the 1st/2nd floor of Meyer Library and one on the second floor of Tresidder Union. In order for attendees to gain access to these clusters, you must purchase full service SUNetIDs for them. These clusters are available for individual participant use; they are not suitable for classes or group activities.

For more information, please see Academic Computing's cluster information page.

If you anticipate your conference having printing needs, Residential Computing can rent a printer to your conference as described in the cluster rental section. At the current time, printing through the Stanford print accounting system is not available to conference participants. Thus, they can only print to printers rented by your conference.

Residential Computing can help your conference staff or attendees with technical challenges that might arise during your stay at Stanford. Residential Computing technicians can be hired by a conference at the rate of $40/hr. Most frequently, we are asked to assist non-technical attendees in registering for summer network connections. This on-site support greatly simplifies and accelerates the registration process for our guests.

The following is a list of computing services commonly used by conferences but administered by other departments. For more details, please link to the information provided by those departments.

• SUNetIDs: SUNetIDs provide access to many network resources at Stanford and are managed by ITS. In order to log into the machines in Meyer and Tresidder, you MUST purchase full-service SUNetIDs for your attendees. Please see both http://sponsorship.stanford.edu/ and http://sunetid.stanford.edu/ for more information. Note: SUNetIDs DO NOT provide summer network connections through the student registration system (for more information on summer network connections for conference attendees, please see above).
• Wireless Guest Program: The wireless guest program provides temporary internet access to associates of any member of the Stanford community with a full service SUNetID. For more information, please see the wireless guest website at http://wirelessguest.stanford.edu/ (authorization required).
• ITS Computer Lab Rentals: ITS has a limited number of computer labs that they rent. Please see http://www.stanford.edu/services/techtraining/rental/ for details.

Because our staff changes between the summer and the school year, please email conferences@rescomp.stanford.edu for fastest service.
Phone: 650-736-0651 (Summer, June - August) or 650-725-2971 (Academic Year, September - May).

Meyer Library

Room 240

560 Escondido Road

Stanford, CA. 94309

Fax: 650-725-4685