As the producer of a major event, the University expects you to organize the event carefully so that you, your organization and the University have minimal risk -- and that your event is successful! Some examples of major events are programs scheduled in Frost Amphitheater, Memorial Auditorium, Dinkelspiel Auditorium, Kresge Auditorium, Cubberly Auditorium or a conference involving participants from off-campus. The check list below is provided as both a guide and expectation for you, as the event sponsor.
Please visit http://stanfordevents.stanford.edu for a list of stanford events.
If you plan to donate proceeds to an off campus entity, you must receive prior University approval (through OSA). The campus beneficiary must be a non-profit organization and supply a non-profit tax ID number prior to approval. Agreements with off campus promoters will be carefully reviewed to ensure that events are truly benefits and earns a sufficient return to the charity. An event budget is required before approval.
A budget must be submitted prior to approval. Include all expenses (fees, publicity, room and tech costs) as well as all anticipated income (tickets and donations).
Prior approval must be received by OSA and Stanford Events before arrangements are made to favor performers.
Take care in making verbal agreements or signing contracts, since most performer contracts are in their favor. When negotiating fees, consider carefully the fee and other performer expenses such as travel and lodging; and don't hesitate to negotiate. Seek advice from the Office of Student Activities before making signing contracts.
Until you complete and return all necessary forms, the event is not confirmed and cannot be advertised. While time consuming, the completed forms are necessary to ensure that you have adequate funds and plans in place before other event commitments are made.
All monies collected must be deposited in your ASSU account, so that all ticket sales and donations can be traced and verified. Please do not use any cash collected to pay bills directly. All expenses must be paid from your ASSU account, and all standard financial expectations must be met.
As a one time employer, you are expected to either report or pay all federal and state income taxes. This must be done through ASSU well in advance of your event (ASSU will report all fees paid and deduct state income tax, if required). Performers must have a social security number and anyone not a US citizen must also have a work permit. You should not pay performers from off campus bank accounts, personal checks or from the cash at the door -- this is illegal because taxes are not being reported or paid.
The sale of items such as t-shirts, CD's and food and beverage requires the payment of sales tax. With advance notice, ASSU will process your payment of sales tax for you. There are also health department laws that must be followed if food and beverage sales are conducted. Alcohol sales are not permitted.
Security may be required for your event if the University determines that the size of the event, its scope or the level of potential risk to performers or the audience is sufficient to require University security.
Advance tickets are helpful in generating sales prior to the day of your event. If you sell tickets, print only enough to meet the facility capacity and number tickets consecutively. Depending on the nature of your event, you may be required to use the University Ticket Office.
