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Event Planning Policies

Policy

Recognized student organizations have the privilege of sponsoring events in the name of Stanford provided that they follow university policy, stay true to their approved mission and scope and work in close coordination with the university. Key expectations are below, although all university policies must be followed. Only recognized student organizations and departments can sponsor events on campus or in the name of Stanford.  Individual students cannot sponsor or hold events and may be subject to individual university sanctions and groups if they lead such activities in the name of Stanford and/or on the Stanford campus.
  • Approval. Student organizations must receive prior university event approval before any financial commitments made, invitations sent or advertising occurs.
  • Deadlines. University departments and ASSU have deadlines for event review and approval, funding and the provision of university services.  All must be followed.
  • Entrance Requirements. All events and meetings are considered public events unless declared " SUID only",  “invitation only” or “member only” at the time the facility is reserved and event approved.
  • Fronting. Student organizations cannot sponsor, schedule or front a non-university group or vendor in order to give them access to university space, name or access to Stanford students.
  • Major Events. High impact events require significant lead time and additional university review. Major events, outdoor events, activities with youth and those requiring substantial resources including security require strong organization, sufficient lead time, a comprehensive written plan and ongoing university consultation. 
  • Monies through ASSU. All expenses must be handled through the group’s ASSU account and be available for audit.  While we prefer university departments to transfer funds directly to an ASSU account, we do allow departments to process payment for university services (e.g. room costs, tech, custodial and security) directly through departmental funds, provided the sponsoring organization has all the confirming documentation.
  • New Events or Existing Ones with  a New Location, Expanded Scope or Cost. New events must be carefully planned within the organization's existing mission, resources, and financial resources  - - thus requiring much advance consultation. Annual events that are planned in new locations or with a new size, scope or other significant changes also requires early and active consultation. In such cases, early advance consultation with OSE is expected a minimum of three months prior to the event; longer if significant funds must be raised.  
  • Off-campus Fundraising.  Fundraising from off-campus sponsors including cash and services requires good advance planning and prior university approval through OSE and Development.
  • Partisan Political Activities.
  • Security Requirements. The Department of Public Safety has final authority on determining all security requirements for university events. This includes staffing levels and plan, entrance requirements and approved university facility.
  • Student Audience. Events must be targeted primarily for Stanford students and occur during the regular academic year, and not during university holidays or academic breaks. 
  • Student Led. In accordance with the policy of local autonomy, student group events must be initiated, led, and implemented by their student leaders. 
  • Sufficient Resources. The sponsoring student organization must fully demonstrate that it has sufficient resources (financial, volunteers, etc.) to successfully plan and run the event. Events can only be approved once your group has a strong financial plan and the majority of funding in hand.
  • Stanford's Academic Schedule. Most student organization events should not be held during the regular academic week so they do not compete with class time and access to classroom space.
  • University Mission. Events must complement the group’s existing mission and the mission of Stanford University.

Additional Policies and Resources