Event Scheduling Guidelines
To minimize impact to campus resources and support your event’s success, avoid scheduling during busy or restricted times of year. Check for conflicts with academic calendars, major events, holidays, and campus operations before finalizing your date. Use the guidelines below to help align your event with the broader university schedule.
University Big 5 Events
These large-scale events require extensive campus resources and have a significant impact on university operations. Other large events not related to a Big 5 event that could have a significant impact on campus operations should be avoided during this time.
Do not schedule your event the week before or week of any of Stanford’s Big 5 events:
- New Student Orientation
- September 16-21, 2025
- September 15-20, 2026
- Reunion Homecoming
- October 16-19, 2025
- 2026 Dates TBC in January
- Family Weekend
- February 27-28, 2026
- February 26-27, 2027
- Admit Weekend
- April 23-25, 2026
- April 15-17, 2027
- Commencement Weekend
- June 11-14, 2026
- June 10-13, 2027
Academic Calendar
Check the Stanford Academic Calendar and avoid scheduling:
- During final exams
- During the week before finals (see the End-Quarter policy)
Respecting these periods helps support student success and reduces stress on the academic community.
Other High-Impact University Events
Be aware of other major university events that may significantly affect campus operations or resource availability, such as:
- Stanford Powwow - May 8-10, 2026
- Stanford Athletics events
- Stanford Stadium events
- Frost Amphitheater events
These events often draw large crowds, limit parking and space availability, and require shared campus services like custodial, security, and transportation support.
You should additionally review the Stanford Events calendar for other upcoming events that may impact shared resources or audiences.
University Holidays & Closures
Do not schedule events during:
- Winter closure (campus is closed for business operations)
- Official university holidays, when services are limited or unavailable
Refer to the University Holiday Schedule on the Cardinal at Work site for specific dates.
Additionally, refer to the Office for Religious & Spiritual Life Multifaith Calendar to avoid:
- Major religious holidays or observances
Additional Considerations
Depending on your event’s type, size, or audience, you may need to plan for additional factors:
- Weather & Seasonality: Be aware of rainy season, extreme heat, wildfire smoke, or limited daylight for outdoor events. Always have a backup plan.
- Time of Day: Consider academic schedules, staff work hours, and quiet hours near residential areas. Evening events may require extra security or coordination.
- Construction Impacts: Check the Stanford HeadsUp site for ongoing or planned construction that may affect noise, access, traffic, or space availability.
- Advance Approvals: Events with high-profile guests, runs/walks, or presidential involvement often require special approvals and early coordination.
Visit our Event Policy Guide for links to relevant policies, timelines, and planning requirements.