Part 2/2: Special Types of Events, Major Campus Events, and Tips for Reserving Space. See Part 1/2 for Important Considerations.
Stanford Concert Network
ASSU Lobby, TMU, 723-1635
http://scn.stanford.edu
Student-sponsored major contemporary music acts must be initially approved by the Stanford Concert Network and then must meet 10 appropriate University policies, including OSA and Stanford Event's approval. (The Network may also be a good sponsor for smaller concerts.)
Non-Academic Room Scheduling (Registrar)
Old Union, room 141, 723-6755
http://www.stanford.edu/dept/registrar/event
Stanford Events (Policies)
http://stanfordevents.stanford.edu/event_policies/planning/scheduling/index.html
Summer Conference Office
Encina Commons, 723-3126
http://www.stanford.edu/dept/hds/scs/conferences
Applications to apply to hold a conference can be picked up from and approved by the OSA then Stanford Events eight weeks prior to the event. This must be done before speakers are arranged, sponsors are sought or advertising is conducted. University policy requires that all conferences on campus must be sponsored by a recognized student group or department and then must be scheduled and approved through the Registrar's Scheduling Office (during the academic year) or the Summer Conference Office (during the summer), only after receiving prior approval as mentioned above. There are also other requirements that must be met prior to approval, including a careful review of any off-campus sponsorships. Only limited involvement from an off-campus sponsor is permitted since student groups are required to assume full initiative in the planning and execution of all conferences they sponsor.
Office of Freshmen & Transfer Students
123 Meyer Library, 723-
4NSO
http://orientation.stanford.edu/
Student organizations are asked to refrain from conducting information and recruiting efforts beyond those sponsored by New Student Orientation until the fifth day of the orientation period except for information tables in White Plaza which are permissible beginning the second day of orientation. Other information tables on campus, speeches at house meetings, singing tours or speeches are not permitted during the first four days of orientation. In addition, student groups are expected to maintain an alcohol-free environment throughout New Student Orientation -- student events with alcohol are not permitted.
OSA
TMU, second floor, 723-2733
http://www.stanford.edu/dept/OSA/publications/ppg/forms/partynotify.ffn
All parties on campus must be registered with the OSA via the online form provided on the OSA website. All Party Planners are required to attend a party planning workshop. Parties involving alcohol, large numbers of guests or off-campus guests must fulfill additional planning requirements, which are available on the Party Planning website. All parties must provide Equally Attractive Non-Alcoholic Beverages (EANABs). Several levels of parties exist and it is important to register your party online with the OSA by the required deadline.
| Who Can Attend | Approval Deadline | |
|---|---|---|
| Level 2 | Invitation only (one guest per member) | Three working days in advance of the party |
| Level 3 | Open to Stanford students | 14 days in advance of the party |
| Level 4 | Open to Stanford students and invited off-campus college student guests | One month in advance of the party |
| Level 5 | Off-campus parties and formals | 21 days in advance of the party |
Haas Center for Public Service
562 Salvatierra Walk, 723-0992
http://haas.stanford.edu/
Any student group sponsoring programs for local children or youth, whether on- or off-campus, must consult with the University early in the planning process. Sponsoring such programs requires prior approval due to the considerable responsibility involved. The Haas Center for Public Service must be consulted prior to the implementation of any tutoring programs. The OSA must be consulted before youth overnight trips (on- or off-campus) or day-long conferences are planned. Waivers might also be required by the Office of Risk Management.
Office for Religious Life
Memorial Church, 723-1762
http://religiouslife.stanford.edu/
The Office for Religious Life provides leadership for and nurtures spiritual, religious, and ethical life for Stanford and beyond. The website includes information about the three Deans, Stanford Associated Religions, Memorial Church services, and other religious services and programs. All religious services and major religious activities/events on campus must be registered with and approved by the Dean for Religious Life.
ASSU Speakers Bureau
ASSU Lobby, Tresidder Union, 723-2880
http://assu.stanford.edu/speakers
OSA
TMU, second floor, 723-2733
http://osa.stanford.edu
Groups should take great care in contacting speakers and should consult with OSA or the ASSU Speakers Bureau before making any agreements or settling on a fee. All major speakers (a person well known to the public or booked in a large campus space) must be approved by the OSA and Stanford Events before a verbal or written agreement is confirmed. ASSU Speakers Bureau also offers funding, advice and support for such events.
OSA
TMU, second floor, 723-2733
http://osa.stanford.edu
Extra care must be taken when making trip plans as they often involve special transportation arrangements, overnight lodging and potentially risky activities such as skiing and water sports. Please leave your plans and contact information with someone on campus for emergency purposes. Arrangements with bus and tour companies and lodging businesses should be confirmed in writing. Deposits should always be avoided—ASSU purchase orders are suggested. Use of a waiver form (available from Risk Management at 723-4555) for each participant is highly recommended.
All student groups planning major campus events must consult with their OSA advisor to see if they will need to make a presenation to the Events Advisory Group (EAG) for approval. (Please see page 7 for policies regarding planning major campus events and the EAG). Please also visit the Stanford Events website at http://stanfordevents.stanford.edu for more general information on planning events on the Stanford campus.
Stanford Events, Director of Public Events
Press Courtyard
Santa Teresa Street, 723-2551
http://stanfordevents.stanford.edu/event_policies/venues/frost.html
Frost Amphitheater is available for use only by academic departments, administrative offices and registered student organizations. Groups must meet all applicable requirements and guidelines described in the Stanford Events Policy. They must be able to demonstrate the ability to present a large scale event (including previous successful event planning experience), and have sufficient financial and human resources. Approval from the OSA and Stanford Events is required at least eight weeks in advance of the event and before any arrangements are made.
Stanford Events
Press Courtyard
Santa Teresa Street, 723-2551
http://stanfordevents.stanford.edu/event_policies/
All public runs and races, parades, bicycle races or similar athletic events must be scheduled through Stanford Events and must be approved by the Director of Public Events, the OSA, Public Safety and the Office of Risk Management. In general, no more than three runs per quarter may be scheduled, only approved routes may be used and specific safety regulations must be followed. Guidelines and applications are available from Stanford Events, in the OSA and online at http://stanford.events.stanford.edu/event-policies/toolkit/ applications.html.
OSA
TMU, second floor, 723-2733
http://osa.stanford.edu/reservingspace/whiteplaza.shtml
White Plaza (the outdoor area stretching from the old Career Development Center to the front of Dinkelspiel Auditorium) is an area available for student organization events, information tables and publicity. You must reserve White Plaza for permitted events through the OSA at least two weeks in advance. The following items and events are not allowed in White Plaza:
The following items and events are allowed in White Plaza:
For further information, contact the Office of Student Activities, 723-2733 or http://osa.stanford.edu/ All groups and individuals using White Plaza must follow the complete policies available at OSA and on the web.
There are many facilites and resources on campus when looking to reserve a space for your group. Many departments have websites that list who to contact for what space, and the policies and timelines that may be helpful when trying to reserve a space:
For all other locations, you must contact them directly and go there in person to reserve the space. Please visit http://osa.stanford.edu/reservingspace/ for a detailed list of spaces available on campus, as well as information and policies regarding reservations and usage.
See Event Planning Contacts for a detailed list of spaces and department contact information.
The following policies refer to banners, posters and flyers anywhere on campus. Questions about these policies should be directed to the OSA.
For more information, visit http://www.stanford.edu/dept/Events/event_policies/planning/promotion/index.html. For more information specifically on banners, visit http://osa.stanford.edu/studentgroups/banners.shtml
There are two policies governing the distribution of materials (flyers, brochures, newspapers, etc.) to undergraduate on-campus residences; the flyer posting policy and the door-to-door distribution policy. The broad rule for all materials is that they must be sponsored by recognized student organizations or University departments. Corporate advertising, informational flyers, newspapers, surveys or private business announcements may not be distributed in the residences.
Flyers are restricted to bulletin boards that are identified by the house staff for the purposes of external business (e.g. University announcements, recognized student organization advertised events). Organizations can give one flyer per RA/CA to the Resident Student Affairs Specialist in the local office or deliver flyers to the Central Office of Residential Education.
Door-to-door solicitation of any sort is prohibited unless specifically approved by the Residence Fellow or College Director of a specific house and so stated at entry doors. For policies regarding ASSU Election postings, please check with the Department of Residential Education at 725-2800.
Flyers may be posted only on bulliten boards; materials posted anywhere else will be removed.
Stanford Ad Agency
http://adagency.stanford.edu
The Ad Agency offers services including flyer creation and poster/ flyer distribution to areas on campus.
KZSU (90.1 FM)
http://kzsu.stanford.edu/
The campus radio station will air your program announcements.
Mailing and Delivery Services
340 Bonair Siding, 723-2285
This department will provide mailing labels for departments, faculty and staff and also send your mailings for a fee. The ASSU also has a bulk mail permit for sending mail off campus; this option requires at least three weeks lead time for the post office.
The Stanford Daily
http://daily.stanford.edu/
Ads, press releases and announcements are available through the Daily. The Daily is distributed weekdays during the academic year, except during finals, and ads require a minimum two-day lead time.
Events at Stanford
http://events.stanford.edu
Events at Stanford is a campus-wide University and student initiative to create a comprehensive online calendar and network of video screens. To submit events to the website and video screens, each student group is required to designate a Calendar Administrator. The Calendar Administrator must successfully complete the online training at http://events.stanford.edu/training in order to submit events.
Detailed instructions for obtaining space on the Stanford server and setting up your student website are located at http://www.stanford.edu/leland/howto.group.shtml. Please note that an officer of your organization must request the initial directory. Once you have established your student group website, you should visit http://www.stanford.edu/leland/howto.group.shtml. On this site you will find further instructions on how to link your site to Stanford's main student group website. You will need to send an email with your st
Currently, the best way to establish an email distribution list for your student organization is to send an email to help@lists.stanford.edu indicating that you are an officer of a registered student group who would like to set up a group email list. You will be sent a List Request Form and other helpful information. You will then return the completed List Request Form to list-request@lists.stanford.edu. Group members wishing to subscribe to the new distribution list will simply send an email to Majordomo@lists.stanford.edu with the following message in the body of the email: subscribe<list-name>[user@host.domain].
