There are many wonderful venues on the Stanford campus to host events, large and small. Choosing a venue is generally one of the first steps in event planning, but before you place a venue reservation request, please review the Planning Guide and Stanford Event Organizer Requirements policy to be sure you understand your responsibilities as an event organizer.
The information on this page is for faculty and staff looking to reserve venues for non-academic events in accordance with university policies. Registered student groups interested in reserving space should contact the Office of Student Engagement.
Venue reservation process
One of the first things you should do when planning your event is to reserve your venue. Do this early, as soon as you have your event date, as venues on campus book up fast. Because the venue reservation process at Stanford is decentralized, it can be confusing and somewhat challenging to determine which venues are available, who manages them and how to reserve them. It may take some work to find a venue, but there are a few good places to start.
Please note: The Office of Special Events & Protocol (OSEP) does not reserve campus venues. For venue availablility and reservations, follow the process outlined below.
Start with 25Live
The main venue reservation tool used by Stanford is 25Live, which is managed by the Registrar's Scheduling Office (Reg-Events). Many different types of spaces are available to reserve through 25Live such as classrooms, conference rooms, auditoria and outdoor spaces. Detailed information about the space like capacity, special features and photos, can be found in 25Live. Visit the Registrar's website for more information and instructions on how to use 25Live.
*Note: Not all spaces listed in 25Live are managed by the Registrar's Office, and may require the approval of the space-granting entity. For spaces managed by the Registrar's Office, please view the Turnaround Time outlined on their website to understand their process for reviewing and approving event requests.
If the venue isn't in 25Live, check our Campus Venue Guide
Not all venues are listed in or reserved through 25Live. There are a number of venues on campus that are reserved directly with the department or organization who manages the space. While there is no comprehensive listing of all campus event spaces, some of the most frequently requested sites and how to reserve them can be found on our Venue Guide page.
Determine which venues suit the needs of your event and whether or not they are available on the dates that you desire. When looking for a venue, you will want to consider the size, location, availability, cost, accessibility, technical setup and any additional venue policies that may apply. You should also consider how current/future construction projects may impact your venue selection.
For all non-academic spaces managed by the Registrar's Scheduling Office, a PE-100 Application for Use of University Facility form must be completed and approved before the venue reservation request can be confirmed. Events in these venues may not be publicized until the PE 100 form has been approved. If you have questions, please contact our office.
Submission and approval process
To expedite the approval process, please review appropriate university policies and answer all questions on the form as thoroughly as possible. Be sure to include your work order numbers, confirmation number of your venue request in 25Live and your university account number. Email the completed form to firstname.lastname@example.org.
Once the form is received, OSEP will review and contact the requestor with any questions about the event or approve the request within five (5) business days. If you have questions, please contact our office.