Events Requiring Security or Extraordinary Resources

Stanford University welcomes events that provide for the free exchange of ideas and knowledge in support of the university mission. Such events present important and memorable opportunities for members of our community to engage in stimulating intellectual exchanges.

The university also has an institutional interest in ensuring that these events are able to be held successfully while not impacting the daily business functions of the university overall, compromising the safety of our community, resulting in burdensome financial obligations, or having other impacts that may interfere with the ability of the university to accomplish its research and teaching mission.

Stanford Event Organizer

All events held on Stanford property must have an on-campus, Stanford-affiliated event organizer that is actively involved in the planning, management, and event content. Members of the campus community who are organizing events must review this policy and work with the designated university administrative offices before accepting or extending any event invitations, securing space, or confirming and publicizing events. Event organizers must allow up to four weeks for university evaluation of proposed events.

Types of events that may require security

Examples of events that may require security or otherwise involve extraordinary use of campus resources could include, but are not limited to:

• Visits by heads-of-state or currently seated government officials
• Recognizable or well-known celebrity speakers
• Music concerts, film or television events
• Events attended by large crowds (500+)
• Events that may draw significant attention from the news media
• Major athletics events
• Events with potential for disruption
• Events with demonstrated history of harm to persons or property

Consult the relevant contacts below to determine whether your event may require security or otherwise involve extraordinary use of campus resources. In addition to this policy, student-organized events must fulfill all requirements stated on the Office of Student Engagement (OSE) website.

Major Event Security

When planning a major event (such as a high-profile guest or visiting dignitary, outdoor event on a campus street or a large-scale, high-impact event) security is a major concern and should be addressed early in the planning process. With these types of major events, additional steps may be required for approval. The proposed event should be reviewed with the Office of Special Events & Protocol (OSEP) before proceeding with the planning process.

Along with ensuring that all funds are available to pay for the logistical planning related to putting on an event, for the safety and security of our community, the university must determine and finalize all security arrangements as a condition of event approval. This includes all events in university facilities on university property, with no exceptions. An event request may be denied if a Stanford Event Organizer cannot confirm all the funds required to cover estimated security costs.

Security requirements for Major Events:

• Review the Events Requiring Security or Extraordinary Resources policy.
• Submit the proper request forms to notify DPS and OSEP:
  • Submit the SSRF to DPS at least 10 days in advance, preferably as early as possible.
  • See the Major Events page for additional forms to submit to OSEP.
• Work with these departments to identify additional requirements regarding special arrangements and any other risk management concerns.
• The event organizer must agree to assume ALL financial costs associated with any required/identified security arrangements necessary for an approved event.
• In certain cases, further review may also be required by the Office of Risk Management.

Resources

Sponsoring academic departments, schools and units are responsible for underwriting all costs associated with events, including the cost of security, facilities, equipment, ticketing, transportation, parking, receptions, meals, gifts and discretionary staff resources that are an extraordinary burden. Charitable contributions for events may be permissible pending university approval.

Recognized student organizations are responsible for the full cost of their events, but may offset up to 50 percent of the event cost through off-campus fundraising, provided such efforts are consistent with university policy and done with prior university approval. All sponsors of events requiring security must confirm ability to fund events and provide 50 percent of costs in advance, before extending or accepting an invitation, publicizing or confirming events. The university reserves the right to recover unanticipated and incurred event-related costs.