Student Organization Handbook 2004-2005
Event Planning
Part 1/2: Important Considerations. See part 2/2 for Special Types of Events, Major Campus Events, and Tips for Reserving Space.
Major event planning requires thorough preparation in collaboration with University departments and, at all times, off-campus businesses. Staff in the OSA is available for consultation and support at any stage of an event.
Important Considerations
Contracts:
- Before signing any contract (bands, speakers, buses, etc.), be sure
you understand what it is you and the other party are agreeing to
do. Your signature on an agreement, even if signed on behalf of
a student organization, means that you as an individual could be
held personally liable for any legal or financial issues that may
arrise.
- Never sign a large contract (more than $500) on your
own; you may be agreeing to terms incompatible with your organization
and the University. OSA staff should review and co-sign
contracts for you. Always sign your name and the name of the
organization.
- Seek advice from OSA or Risk Management if you are unsure
about any term or condition of the proposed agreement, especially
if large fees or complicated arrangements are involved. Use
standard contract forms available in OSA that help limit personal
liability.
- Always make sure the University facility reservation is
confirmed before the contract is signed.
- Never commit yourself or your organization to an arrangement
until the terms and conditions are in writing. (Verbal agreements
can be legally binding.)
- Before agreeing to a price for service(s), check with others or
OSA to help you decide if the quoted fee is fair (especially if
the contract involves music or forms of entertainment). In other
words, negotiate wisely!
- Do not ever pay for services or products before they are received;
you will have little or no recourse if problems occur.
- Do not pay with cash or personal check. Instead, plan so that you
can pay through the ASSU's Banking Service.
Disability Access
Diversity and Access Office
Building 310, 723-0755/723-1216 (TTY)
http://www.stanford.edu/dept/ocr/diversityaccess/access.html
Stanford has a legal obligation and an institutional commitment to
ensure that its programs, services and activities are accessible to all
members of the community, including persons with disabilities. In
planning your events, consider whether they are wheelchair accessible
(including venues, buses, restrooms, etc.) and provide information
to participants and guests of their right to request disability
related accommodations, such as sign language interpreters, assistive
listening devices and brailled materials. The Diversity and Access
Office can assist you with providing such accommodations.
Disputes
To help avoid contract disputes or misunderstandings, take accurate,
factual notes on any oral business discussions and follow-up immediately
with a letter memorializing the discussion, noting both agreements
and disagreements. Early consultation with OSA can facilitate
early resolution and help avoid a problem escalating into a legal matter.
Remember that, because you are representing your student organization
and Stanford University, you must act responsibly. Please
note that the ASSU Legal Counseling Office is a resource provided
for individual students only, not to student organizations.
Emergency Procedures
If an incident occurs at your event:
- Call for help, 9-911 (on campus) or 911 (from a cell phone or offcampus).
- Immediately report at-house/residence emergenices to the
Resident Assistant and/or Resident Fellow.
- Report any incidents to the Office of Student Activities at 723-
2733 and complete a University Incident Report online at http://www.stanford.edu/dept/Risk-Management/docs/forms/su-17.html.
- Report any incidents to Risk Management at 723-4555.
Fire Safety
Campus Fire Marshal, Department
of Environmental Health and Safety (EH&S)
480 Oak Road, 723-0609/723-5099/723-7488
http://www.stanford.edu/dept/EHS/prod/general/fire/ Organizations should consider the risks associated with their events,
particularly fire safety and overcrowding. The Campus Fire Marshal
must always review:
- Site plans for outdoor event set-ups to ensure fire department
access and compliance with related code requirements.
- Specially built structures in or outside the venue (tents, props,
stages or other large equipment).
- Use of electrical equipment and generators. (Use of smoke
generators will no longer be approved due to the false alarms they
cause on the automatic smoke detection systems.)
- All decorations to ensure that they meet flame-retardant requirements
and to check clearance around exits and fire
protection equipment.
- Barbecues, open fires or cooking booths.
- Fire-retardant solution is available for purchase in the Fire
Marshallʼs Office.
Plans must be submitted to the Fire Marshal seven days in advance.
Inspection requests must occur three days in advance. Check the
website for further information: http://www.stanford.edu/dept/EHS/prod/general/fire/index.html for Event Fire Safety Information. Fire Protection Services will loan fire
extinguishers to recognized campus groups for any event. Email fire-protection@forsythe.stanford.edu to request fire extinquishers and allow five days for processing.
Food and Beverage Sales
OSA
TMU, Second floor 723-2733
http://osa.stanford.edu/Resources/food.htm
Many food and beverage services require a county health permit
through the Santa Clara County Department of Environmental Health
(408-918-3400). Any event involving alcohol and ticket sales, or
donations at the door requires a one-day liquor license. Contact the
OSA for details.
Lotteries, Raffles and Free Drawings
The distribution of prizes or gifts by chance where money is
exchanged is against University policy, and therefore prohibited.
However, free drawings may be held if:
- All persons who request a ticket are accommodated; and
- No participant is required to donate money to obtain a ticket for
the drawing, and this is printed on the tickets; and
- It is made clear whether or not the ticket holder needs
to be present in order to win.
Noise
OSA
TMU, second floor, 723-2733
http://osa.stanford.edu/
Residential Education
Old Union, third floor, 725-2800
http://www.stanford.edu/dept/resed/
Since Stanford is a residential community, everyone has a
responsibility to moderate noise. University policies on noise are
based upon local ordinances.
Current guidelines include:
- Amplified sound is not permitted during class hours in areas that
could disturb classes.
- Amplified sound is only permitted in White Plaza between noon
and 1 p.m. on weekdays.
- Amplified sound at evening events must be significantly curtailed
by 11 p.m. on weekdays and 1 a.m. on weekends.
- For indoor events, open only windows and doors that face away
from neighbors who are likely to be disturbed.
- Distribute a flyer beforehand to neighbors likely to be disturbed
with the date and time of the event and a phone number and
contact person whom neighbors can call before calling the police.
Public Safety
711 Serra, 723-9633
http://police.stanford.edu
The special events coordinator works with student organizations
to plan special events. Contact Public Safety at least two weeks in
advance for events that meet any of the following:
- Expects more than 200 people.
- Is scheduled in Dinkelspiel, Kresge, Memorial Auditorium, Roble
Field, Wilbur Field, White Plaza, Frost Amphitheater, or other
locations if required by the facility manager.
- Will be advertised off-campus via ads, flyers or invitations (parties
can only be advertised off-campus after OSA approval).
- Involves parking for off-campus visitors.
- Involves special circumstances or support, such as delivery trucks,
high-profile speakers or artists.
- Involves the service of alcohol (see page 11 for “Parties”).
Recycling
Stanford Recycling Center and Peninsula Sanitary Service
701 Serra Street, 723-0919/321-4236
http://recycling.stanford.edu
Stanford Recycling provides services for recycling aluminum,
glass, paper, cardboard and many types of plastic. Contact them
at least three days in advance of the event for this free service.
Risk Management
651 Serra Street, Rm. 250, 723-4554
http://www.stanford.edu/dept/Risk-Management/
Registered student organizations and their events are generally
covered by the University's insurance policies. However, there are
circumstances where a student organization event may assume more
risk than is covered by the University and may be required to purchase
insurance for such events. Potential risk situations include:
- Large commercial events, such as concerts, fairs and large-scale
athletic events.
- Events that have off-campus co-sponsors. (Such events must be
insured either by the student organization or the co-sponsor, preferably
by the off-campus sponsor.)
- Outdoor events. (Inclement weather can stop the event,
but not the bills.)
- Any student organization-sponsored trip or outing.
- Physical activities such as trampolines, mud volleyball, etc.
- Campus runs, races and walks.
Sales Tax
ASSU Business Office
TMU, second floor, 723-4331
By law, all student organizations must pay and report sales tax on
goods and services bought or sold. This is true even for nonprofit
groups. Nearly all types of sales are taxable (CDs, tapes, T-shirts,
food, etc.); with few exceptions. The ASSU will process sales tax
payments. Consult the ASSU Business Office in advance to arrange
for collecting and paying tax.
Transportation
There are many services available for VSOs to get to and from
events/programs off campus, often at a reduced cost.
- Charter Bus Information
http://transportation.stanford.edu/marguerite/MargueriteShuttle.shtml#charter
The Department of Parking and Transportation can assist your
student group with finding a charter bus at a lower cost than you
will likely pay if you book it directly.
- Enterprise Rent-A-Car
(650) 833-8060
Enterprise Rent-A-Car has an agreement with Stanford to rent
to students who are 18 or older, and can show valid proof of
insurance. They rent everything including minivans and cargo
vans to help carry supplies and groups of people. Informational
brochures can be picked up at the Stanford Bookstore.
- Car Share Program
http://www.citycarshare.org/ City Share has arranged an on-campus car rental location
for a per-use basis. You pay based on how much you
drive and the fees include gas, insurance, maintenance,
everything.
For more
information on these programs and others, check out the Department
of Parking and Transportation's webpage http://transportation.stanford.edu/.
