This page provides necessary information on organizing a wide variety of events on campus. Not all of the information here is relevant to every type of event, but it is recommended that you briefly read through everything and figure out what does and doesn’t apply to you. Organizations that plan many small events or any medium to large events are highly encouraged to have their president, event planners, and especially financial officer attend an event planning workshop. Details are available on the workshops page, and the slide deck is available for download which includes a comprehensive description of the event planning process.
Download event planning slide deck
The first step in planning any event is figuring out the basics like who, what, where, when and why. You will also need to develop a budget that takes into account timing of cash flows. More details on this are available in the event planning workshop and/or slide deck (available above).
Making sure you have all of the basic details under your belt will help for a smooth ride through the registration process which comes next. The key thing to remember is that until you have registered your event, reserved space, and shown you have sufficient funding, your event does not officially exist. Until space/event approval, the event should not be publicized and no binding contracts with vendors (such as speakers and D.J.s) should be signed.
All events are now registered with the OSA through myGroups2 (also known as capgroup.stanford.edu and banking.stanford.edu). Registrations can be submitted by an organization’s president, financial officer, or authorized event planner who can be added on request by contacting the OSA. Simply login to myGroups2, and click on “events” to get started.
All events will require basic information that should have been determined during initial planning such as attendance, time, and desired space. Certain events including parties and benefit fundraisers require an additional level of approval. However, even though this used to require filling out additional forms, it is now all completed through the same event request form on myGroups2.
