University Events Policy and the Stanford Event Organizer

A Stanford Event Organizer (formerly known as: “Stanford Event Sponsor”) oversees the content of, plans, and is fully responsible for, the management and presentation of a university event that meets both the educational mission of Stanford, and fulfills the university organization’s academic goals and purpose.

The university’s assets, (for example: its name, trademarks, buildings, Stanford University staff, public safety staff, parking lots, all open space venues and indoor facilities) must be used for these purposes, and not for the personal gain of individuals’ or outside parties’ uses that do not further Stanford’s academic objectives.

The university receives frequent requests for access to its resources by outside entities, typically in exchange for some form of compensation to Stanford. Many of these, if granted, could constitute “fronting” and unrelated business activities.

A Stanford Event Organizer must be one of the following:

• Stanford University academic departments, schools and institutes
• Stanford administrative offices operating on behalf of the university
• Non-academic departments recognized by the President's Office, such as Athletics
• University student groups registered with and approved by Office of Student Engagement

Additional responsibilities related to your role as a Stanford Event Organizer:

As an approved Stanford Event Organizer your event must meet the following criteria: 

1. Be an officially recognized Stanford University department, school, or institute or registered student organization.
2. Ensure the event supports the overall educational mission of Stanford University.
3. Ensure the event is directly related to the academic mission and strategic goals of the organizing department, school, or institute. 
   • The event must demonstrate and allow for direct educational access and benefits to the immediate Stanford community, which consists of current faculty, students, and staff.
4. Confirm that your department’s chair, school’s dean, or other designated university authority within your university organization has been consulted about the event and has provided approval. This also relates to approval of proposed expenditure of funds.
5. The Stanford Organizer must oversee the program content, logistical planning, be present on and manage day-of event.
6. Ensure direct and consistent faculty involvement in determining the educational programming, participation, and content of the event. Faculty should also be direct participants as speakers or co-presenters.
7. The organizing department must be willing and able to assume financial responsibility for all event-related costs.
8. Review and determine if any university staff resources are needed in addition to what may be required for producing the event. For example, parking, security and press media needs could involve university departments such as the Department of Public Safety (DPS), Stanford Transportation (and Parking), and University Communications, etc.  Consultation with these and other university departments should occur early in the process. 
9. Tickets and registration fees: If a fee will be charged to attend the event, the software used needs to be Stanford University compliant arranged through a Stanford University compliant ticketing and/or registration service. 
10. Any proceeds received from event fees charged are for the sole benefit of the Stanford University organizing department or organization.
11. Be aware of the physical impact your event may have on the general campus. This may include parking, traffic, crowd management, building usage, etc. It might also be necessary to inform residents of adjoining buildings and areas of your event so they can prepare accordingly.  
12. Ensure reasonable consideration is given and every effort is made to produce a sustainable “green” event.
13. Be responsible and on-site for the day-of management of the event and establish a main point of contact to be present at the event.
14. If your event has been confirmed and as part of the overall security planning process, the event organizer should inform the Department of Public Safety.  Also, please determine with DPS if a university agent or other security related staffing may needed. More information about university agency can be found here. 
15. When working with any outside vendors or organizations, a certificate of insurance must be provided related to vendors/organizations items, staff or other services being provided in support of the Stanford event.

Additional Considerations for Event Organizers and high-impact special events (including visiting dignitaries and other high-profile events) must also:

• For example:  The visit of a head-of-state and/or their official delegation involves pre-approvals and critical considerations such as the use of additional university resources in conjunction with other university departments.
• These special visits often require broader coordination and early planning commitments with multiple university units that must be involved in key meetings, security arrangements, venue impact analysis, communications, general attendee access and protocols, and other complex logistics involved in coordinating with federal, state and local law enforcement agencies.  
• The university also has an institutional interest in ensuring these events are successful while not impacting the daily activities of the university or other campus priorities and events. 
• For these types of events, the Stanford event organizer must first submit a proposal to the Office of Special Events & Protocol with detailed information related to the proposed event.
• As part of the review process, and if the event is approved, the organizer must also agree to assume all staffing and financial costs associated with any required/identified security arrangements. 
• If you are unsure if your event is a high-profile or high-impact event, please contact our office.

Stanford Event Organizers are not:

• Individual members of the Stanford community:  faculty, staff or student body acting as individuals in providing their name to a group simply so that they can plan an event and use campus facilities.  
• University individuals who wish to use of space for private events not related to university business
• Individuals, groups or organizations (commercial or non-profit) who are unaffiliated with the university

Fronting: Stanford schools, departments, institutes, individual faculty, students and staff may not serve as "individual fronts" for off-campus organizations who may solicit them in order to gain use of Stanford venues, organize an event, or create a web presence or access to the Stanford name. Stanford individuals cannot sponsor or schedule in a non-university organization, whether non-profit or commercial, or provide access to the university or its name. 

Funds from outside organizations for event-related expenses

• University policy governs all event expenses related to fundraising activities for cash, goods or services provided by departments and student groups targeting off-campus entities including local businesses, corporations, foundations or individuals. 
• Off-campus fundraising activities by any Stanford entity including student organizations is restricted and requires prior university approval from the Office of Development. The university has such policies in order to coordinate fundraising efforts and to ensure good stewardship.
• Before seeking off-campus funding, you are expected to first exhaust on-campus sources. On-campus fundraising is easier, faster, and engages the university community. 
• Crowdsourcing activities do not meet university policy and are not permitted.

Questions:

For questions or concerns regarding Stanford Event Organizers please contact the Office of Special Events & Protocol before proceeding with the planning process, particularly when it consists of large, high-profile events.

Information and resources

University schools, departments and institutes contact:

Office of Special Events & Protocol
Phone: 650-724-1387
Email:  stanfordevents@stanford.edu

Stanford student groups contact:

Office of Student Engagement (OSE)

Related Policies

• Ownership and Use of Stanford Name and Trademarks
• Unrelated Business Activity
• University Private Property and Privacy
• Filming, Photography, Video Policy
• Events Requiring Extraordinary Resources