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IMPORTANT: COVID-19 and Event-Related Updates
Please review the updated event guidance and latest announcements on the Health Alerts website regularly as the site is updated often and reflects the most current policies and guidelines.

New Events and Gatherings Space Use Policy for Academic Year 2021-22
In academic year 21-22 the university will experience unusual constraints on space and will need to prioritize spaces for curricular use. Read the new Space Use Policy for Events and Gatherings in Academic Year 21-22.

Who Can Help?

Are you new to Stanford or event planning? Do you have questions about planning an event and aren't sure where to turn or who to ask?

There are many departments and organizations that can help plan your event at Stanford. Below is a general list of who can help and the resources and guidance they provide.

OSEP provides:

  • Event policy information and advice
  • Guidance and support for event planning
  • Logistics for complex events
  • Review and approval for special events

Learn more about our services.

Event Services provides:

  • Equipment rentals and setup
  • Event crews and media technicians
  • Production services and on-site management
  • Venue details and setup requirements

Learn more about Event Services.

Venue managers can also help

Some venues and departments have their own event management teams that can help with event planning and logistics. They may even provide services beyond just venue rental such as A/V techs, catering and more. It is always a good idea to check with your venue contact to see what services they provide.

Here are a few venues with event management teams:

Other campus partners

There are many other campus departments you will likely work with as you plan your event. Some services they provide include:

  • Accessibility
  • Catering
  • Equipment Rentals and Tech Needs
  • Maintenance and Custodial
  • Parking and Transportation
  • Press, Media and News Service
  • Public Safety and Security
  • Risk Management
  • Sustainability
  • Ticketing and Registration
  • Video

Learn about our campus partners and the services they provide.

Outside vendors and support

You may also consider researching vendors outside of Stanford to provide additional services and support. We recommend working with Stanford departments to get referrals based on your needs. Be sure to review university policies about working with outside vendors, such as insurance and risk management. Outside vendors are frequently contracted for help with things such as:

  • Catering and alcohol services
  • Event production
  • Golf cart rentals
  • Security
  • Tenting, stages and other large equipment