Making Early Plans
Start your planning 2-3 months in advance.

Determine event goals
Ensure adequate volunteers to plan and carry-out event
Project a target audience
Determine promotion and collateral materials
Create a realistic budget (with actual estimates for all costs)
Receive approval for off-campus fundraising (8 week minimum)
Select possible dates (consider religious and cultural holidays as well as other major events on campus)
Receive early event approval from OSA before booking space.

Securing Funding
It's difficult to raise funds, so start early. Remember that you cannot commit funds before you have them.

Prepare a detailed and realistic budget that projects all anticipated income and expenses
Consult OSA fundraising website, http://osa.stanford.edu/fundraising.shtml
Develop on-campus funding list
Check deadlines for funding sources
Check your ASSU account to ensure committed funds have been received

Making Arrangements
Use these checklists to arrange for all needs well in advance. If work is delegated among multiple people, ensure that one person carefully coordinates everything.

Possible equipment:
Rooms
Microphone and speaker
Sound system
Lighting
Lectern
Tables and chairs
Stage or platform
Head table
Trash cans
Portable toilets (including accessible)
Barricades
Coat Rack
Fire extinguisher
Food and beverage service
Projector (film, LCD)

Possible supplies:
Maps (including maps and directions for drivers of leased buses)
Tickets
Directional signs
Flip charts/markers
Tape, staplers, pens
Printed programs
Parking permits
Nametags
Cash box/change
Decorations
Trash bags
Tablecloths
Water for speakers
Waivers for Participants

Arrangements for speakers or performers:
Investigate possible speakers or performers
Negotiate price (verbal contracts are binding)
Review final contract with assistance from OSA (see page XX)
Obtain social security number (required for payment)
Process honorarium form (two weeks in advance)
Arrange possible air and ground transportation and lodging
Confirm arrival time in the area
Confirm event arrival time
Confirm all arrangements in writing

Other possible arrangements:
Event review and approval
Disability Access
Security
Concessions (requires health permit)
Clean-up
Recycling
Access to White Plaza
Parking and Transportation (car rental, buses, parking lots, SURE etc.)
Forms completed and delivered

Working with Others
Communicating with other University offices is important and often REQUIRED.

ASSU - (funding, banking, cashbox, and late night deposits)
http://assu.stanford.edu
Disability and Access Office - (disability access and information)
http://www.stanford.edu/dept/ocr/diversityaccess/access.html
Event and Labor Services - (tables, chairs. risers, a/v equipment)
http://www.stanford.edu/group/eventservice/index.html
Fire Marshal - (decorations, tents, crowd management)
http://www.stanford.edu/dept/EHS/prod/general/fire/
Public Safety - (security plan approval)
http://police.stanford.edu
Residence Staff - (parties, large events, outdoors, posting policies)
http://resed.stanford.edu
Risk Management - (risky events, off-campus trips, insurance)
http://www.stanford.edu/dept/Risk-Management/
Stanford Events - (campus runs and major events approval)
http://events.stanford.edu
Stanford Ticket Office - (event tickets and venue information)
https://stanfordevents.stanford.edu/who_we_are/ticket_office/
Student Activities (OSA) - (conferences, fundraising, party planning, event approval prior to scheduling, off-campus fundraising approval)
http://osa.stanford.edu

Submitting Forms
ONLINE Space Request Form (formerly the PE100) - (academic rooms and facilities)
http://www.stanford.edu/dept/OSA/reservingspace/reservation/event_request.fft
OSA Off-campus/External Fundraising Application - (off-campus fundraising approval)
http://www.stanford.edu/dept/OSA/fundraising/forms/external/external.ffn
Benefit Fundraising Form - (raising funds for an off campus charity)
http://www.stanford.edu/dept/OSA/fundraising/forms/benefit/benefit.ffn
University Interdepartmental Request (SU13) (audio-visual, campus mail services)
http://smrl.stanford.edu/nmrtime/su13.html
University Work Order - (custodial)
http://facilities.stanford.edu/work.html
ASSU Purchase Order - (accompanies all University forms)
http://assu.stanford.edu/groups/banking/forms.shtml
ASSU Honorarium Form - (speakers and performer payments)
http://assu.stanford.edu/groups/banking/forms.shtml

Publicizing your Event
Develop your target audience, budget and a detailed plan at least four weeks in advance.

Flyer/poster
Designed
Printed
Distributed
Bulk permit for U.S. mail
Press releases to the Daily and the Stanford Report
Press releases off-campus
Ads
Daily Calendar of Events
Website (your own site and links to others)
Banner
Events at Stanford website and video screens
Email lists (don't rely on these alone)
Special invitations
Announcements at house meetings
Announcements in classes
Contact News Service for assistance with high profile events

Completing the Process
Send thank you notes
Pay all bills
Promptly negotiate any discrepancies and document in writing
Clear financial advances within 2 weeks
Obtain feedback on event
Develop file for your successor with timeline, actual budget, sample publicity and all correspondence