Stanford Run/Walk Events

Stanford permits University Departments, Schools, Institutes, and Registered Student Organizations to host Run/Walk events on campus using pre-approved routes. To be considered for approval, all prospective event organizers must complete the following application process. Your event is not approved until you receive final written confirmation from the Office of Special Events and Protocol (OSEP). 

Step 1: Review the Run/Walk Policies and Procedures
Step 2: Submit a Run/Walk Application
Step 3: Circulate Approval Forms
Step 4: Submit your Event Plan
Step 5: Final Approval

Step 1: Run/Walk Policies and Procedures

Applications will only be reviewed once the following guidelines have been acknowledged. Approval is contingent upon meeting the requirements.

Who may host a Run/Walk

Only Stanford Registered Student Organizations and University Departments, Schools, and Institutes may host Run/Walk events on campus. All aspects of the event—including leadership, logistics, and management—must be coordinated by Stanford students, staff, or faculty. Events may not be led or managed by outside organizations unaffiliated with Stanford.

Approval of any proposed Run/Walk is contingent upon university scheduling, resources, availability, and institutional priorities.

When to schedule your event

Run/Walk events require significant lead time due to their impact on the campus community. A minimum planning period of six months is recommended. A limited number of Run/Walks are permitted per quarter, with preference given to established, annual events. Having flexible date options increases your chances of event approval. Please consult the Event Scheduling Guidelines page for assistance.

Scheduling Guidelines:

• Sundays are preferred; weekday events are occasionally permitted
• Events must start by 9:00 AM and end by 12:30 PM
• In warmer months, earlier start times are recommended

Avoid Scheduling During:

• Big 5 campus events (see Stanford's academic calendar)
  • New Student Orientation (September)
  • Reunion Homecoming (October)
  • Family Weekend (February)
  • Admit Weekend (April)
  • Commencement Weekend (June)
• Holiday weekends and the university-wide winter closure

Where to host your event

All Run/Walk events must use university-approved courses provided during the application process. These routes have been vetted by:

• Department of Public Safety
• Stanford Transportation
• Office of Special Events & Protocol

Approved courses have been selected for participant safety and minimal disruption to campus life, including residential areas, classrooms, traffic, and parking. Modifications to a certified course are rarely permitted and will only be considered in exceptional cases (e.g. construction impacting the course).

The following areas are strictly prohibited for use as part of a course, course extension, or pre/post-event gatherings:

• Palm Drive
• The Oval
• The Main Quad
• Memorial Court

Funding Responsibilities

The appropriate university authority—such as a department chair, school dean, or student group leadership—must be informed of the event and approve related expenditures.

The Stanford event organizer assumes full financial responsibility and must:

• Provide a valid university PTA for payment of all costs
• Ensure timely payments to university departments and external vendors
• Prepare and manage a detailed event budget
• Coordinate with university accounting to reconcile and document expenses post-event

Fundraiser Events

University Departments, Schools, and Institutes may not organize fundraiser events where proceeds benefit non-Stanford or unaffiliated entities.

Some Stanford Registered Student Organizations may organize Run/Walks that benefit off-campus organizations (i.e., fundraisers). All student-hosted benefit events must be approved by the Office of Student Engagement (OSE). Before you begin planning, please contact the Office of Student Engagement. 

Marketing and Advertising

As the hosting organization, Stanford must be the primary presenter. All branding using the Stanford name and marks must adhere to the Stanford Identity Guide. OSEP will review your website and any marketing materials as a part of the application process. You must receive approval prior to publishing your website or producing any artwork.  

For questions about Stanford’s visual brand identity, contact DesignIdentity@stanford.edu.

Liability and Insurance

Depending on the event’s size and scope, additional liability insurance may be required, at the discretion of the Office of Risk Management (ORM). All participants must sign a Stanford liability waiver, available through ORM.

If your event involves unaccompanied minors, all employees or volunteers who will supervise, discipline, or have substantial contact with minors must complete fingerprinting and background checks. Please refer to the Protection of Minors Policy and contact HR for Live Scan fingerprinting forms.

Step 2: Application Process

If you have reviewed the event policies above and wish to apply, please submit the application linked below. Before you begin, keep the following in mind:

The application will request the following information, so please have it ready:

• A link to your registration website for the Run/Walk
• Your preferred course route
  Note: All routes are subject to approval by the Department of Public Safety, Stanford Transportation and the Office of Special Events and Protocol.
• Whether participants will be required to sign a waiver
  If so, please have a copy of the waiver available to upload.
• If your event is a fundraiser
  Note: Only Registered Student Organizations may host fundraiser events. Please be ready to provide the name and contact information for the sponsoring organization.

Run/Walk Application

Step 3: Approval Forms

After You Submit Your Application

Once your application is received, the Office of Special Events and Protocol (OSEP) will contact you with next steps. If your requested event date and course route are approved, you will move to the next stage of the application process:

Approval Form Submission
OSEP will email you with the form that the hosting department’s Event Coordinator must complete. This may be the event organizer or a representative from the hosting University department, school, institute, or Registered Student Organization. Registered Student Organizations will also be required to submit an approval form to the Office of Student Engagement approving financial oversight. 

For some applicants, OSEP may request a call to discuss elements of your application and for further information regarding your event planning.   

Step 4: Submit your Event Plan 

All applicants must submit an Event Plan accompanying their event application (submitted in step 2) prior to approval. Event organizers are required to secure their own emergency services, parking arrangements, security, catering, etc., and must coordinate with the corresponding Stanford departments.  

Your Event Plan must include the following:

• Event schedule: Detailed event timeline including setup, vendor and staff arrival times, and breakdown timing
• Event budget: Forecasted event budget
• Event registration: Link to registration website or a sample registration form, and current registrant counts
  (Note: Registration must use a Stanford PCI-compliant vendor)
• Publicity plans: Advertising strategy, event website, press/media attendance
• Staffing plan: Roles for planning, execution, and day-of-event support, including key event day contacts
• Event logistics: Details about registration, staging areas, parking, traffic control, security, first aid/emergency support, food/beverage, entertainment, sanitation, and disability access
• Liability and insurance: Waiver forms and any additional insurance requirements

OSEP will share your application and Event Plan with other campus units involved in event review and approval.

Step 5: Final Approval

Once all relevant campus departments and the hosting department approve your application and event plan, OSEP will conduct a final review and notify you of your approval status. OSEP may reach out via email or request a call with any outstanding questions. 
Please note: Your event is not approved until you receive final written confirmation from OSEP. If all requirements are sufficiently met and all approvals given, OSEP will notify you of your approval status!