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Who Can Help?

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Are you a staff or faculty member 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 to Stanford faculty and staff.

    Campus partners guide

    There are many 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

    Visit our Campus partners guide for an overview of the different departments and units at Stanford who can help with various aspects of planning your event. This handy guide also provides information about related policies and event planning pages to reference on our site.

    Office of Special Events & Protocol

    The Office of Special Events & Protocol provides the guidance and resources that faculty and staff need to plan a successful event at Stanford. 

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

    Event Services

    Event Services can help with the small details that can be overlooked and can assist in any phase of the event planning process.

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

     

    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:

    Frances C. Arrillaga Alumni Center

    Athletics

    Bechtel Conference Center

    Faculty Club

    Traitel Building at Hoover

    Knight Management Center at the Graduate School of Business

    Li Ka Shing Center

    Munger Events

    SIEPR Conference Services

    Tresidder Meeting Services

    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

    Additional Helpful Resources

    One of the best things about Stanford is the people who work here. There are many experienced event planners on campus and we are always happy to share tips, suggestions, recommendations, resources and other information with our fellow planners. 

    #stanfordeventplanners Slack channel is a great resource to ask questions and source information from other event planners on campus.

    #virtualeventideas Slack channel is another resource for event planners that is focused on sharing ideas for digital and online engagement.