8.2.1 University Events

Source: https://adminguide.stanford.edu/chapters/services/events-and-conferences/university-events Parent: https://adminguide.stanford.edu/whats-new

Authority

This Guide Memo was approved by the President.

Last Updated

February 27, 2025

Formerly Known As Policy Number: 82.1

This Guide Memo summarizes policy on University events held on University property. More detailed information is located at the Office of Special Events & Protocol.

Applicability:

This policy applies to all University faculty, staff and students.

1. Definition

A University event is an event, other than academic classes scheduled as part of the curriculum, that is held in a University building or outdoor space on the University campus. All such events that take place on the Stanford campus are considered University events. A University event must also be sponsored by an officially recognized Stanford department or organization and must be in keeping with the University's mission (i.e., the creation, preservation, and dissemination of knowledge).

2. Types of University Events

NOTE: Some types of events may overlap. If you have questions, please contact the Stanford Events Office at: (650) 723-2551. Events must be consistent with the University's mission and must relate directly to the educational goals of the sponsoring department or organization. For events involving minors, see also Guide Memo 1.8.1: Protection of Minors and the Protection of Minors website.

Academic-related Event\ An academic-related activity that is NOT included in the established curriculum of quarterly classes listed at Stanford (e.g., special guest lecture series, panel discussion)
Administrative Event\ An administrative event, including a daily, weekly or occasional gathering and/or meeting by an official department or registered group that would not be open to the public, (e.g., a department faculty meeting, gathering of department staff, a student group board of directors meeting). The focus of these meetings is generally to discuss department or group business and/or do administrative planning. It may include professional training. These gatherings may also be social in nature (e.g., department luncheon, picnic, reception or holiday party).
High Impact Event\ An event that is large in scope, usually with an expected attendance of 500 people or more. Such events generally require coordination and review by several University departments and organizations (e.g., Stanford Events, Public Safety and Risk Management)
Campus Community Event\ An event open only to Stanford students, faculty and staff. This may also qualify as a High Impact, Invitation-only, Administrative or Academic-related event.
Public Event\ An event open to Stanford students, faculty, staff, and members of the public. A Public Event can also be considered an Academic-related Event and/or a High Impact Event.
Invitation-only Event\ An event open only to invited guests (e.g., University donor or alumni events, administrative or special-program events).

3. Scheduling and Approval Process

The process of scheduling and seeking approval for University events must be started in advance. Those approving and planning events must follow all Stanford policies listed in this Guide Memo and at the Stanford Events website.

a. Organizations that May Request Use of Facilities

Organizations that may request use of University indoor and outdoor spaces and facilities for University events are:

Academic departments
Administrative offices
The Associated Students of Stanford University (ASSU)
Voluntary student organizations that are registered with the University through the Office of Student Engagement (OSE)
Student living groups
Any other organizations officially recognized by the President's Office

b. Most Facilities Usage Approvals

University events at all locations except those noted in section 3.c below must be scheduled and approved in advance by the Registrar's Scheduling Office, which will determine the availability of spaces and facilities and coordinate any necessary event approvals with the Stanford Events Director of Public Events.

c. Facilities Usage Requiring Other Approvals

To use the following facilities/spaces, follow the local approval process:

Administrative or Academic-related Events with a Department— Those department Administrative or Academic-related Events utilizing the already-established building space of that sponsoring department (e.g., GSB administrative staff having a weekly planning meeting in one of the Business School's classrooms, a special History Department panel discussion utilizing a History Department classroom) should follow the department's internal process.
Cantor Arts Center— Contact the Center directly to discuss use of interior and exterior museum spaces and docent tour arrangements for events.
DAPER Facilities— For an official athletic event sponsored by the Department of Athletics, Physical Education and Recreation (DAPER) (e.g., football, basketball, baseball season games or special DAPER sponsored tournaments) contact DAPER and follow its approval process.
Student Residences Events— Events conducted in student residences by students residing in those residences are subject to the policies and procedures put forth by the Office of Student Engagement (OSE).
Summer Conferences— The procedure for initiating requests for summer conference use of facilities is described in : Conferences. (Applicable if the event is to be held between the conclusion of spring quarter and prior to the beginning of the following fall quarter.)
Tresidder Memorial Union— For the use of space located in the Tresidder Memorial Union building for conferences and special events for the campus community (and, in some cases, outside organizations); see the Room Reservations webpage.
Schwab Residential Center— Contact the Center directly for event reservations.
Frances C. Arrillaga Alumni Center— See the Alumni Center website for information.

4. Food Trucks on Campus

Students, departments, and other campus organizations may invite outside mobile food and beverage vendors ("food trucks") to campus for events or other services.

Food trucks require an invitation from a Stanford community member to be onsite. Payment to food trucks must adhere to Stanford’s requirements for preferred payment methods.

a. Requirements

Food trucks and event organizers shall observe the following while on campus:

(1) Location: Use any Food Truck Parking location shown on the campus searchable map. Stanford Transportation coordinates the process of vetting and approving these locations, in collaboration with Stanford University’s Fire Marshal’s Office (SUFMO) and the Department of Public Safety (DPS). Local units may also be consulted in this process, where applicable.

(2) Parking: Parking permits are not required, except for bollard/gate-restricted areas, in which case a physical “Pedestrian Zone” or similar parking/loading permit must be obtained and displayed at all times for safety and security reasons. Areas requiring a permit are displayed on the map, along with instructions on how to obtain a permit.

(3) Traffic: Do not impede traffic flow. Adhere to traffic regulations, applicable vehicle codes, and pedestrian zones. For safety reasons, the food truck serving window shall not place patrons in the path of traffic (vehicles or bicycles).

(4) Service Hours: Respect hours stated in Stanford’s noise policy.

(5) Health and Safety: Food trucks are responsible for patron health and safety at all times.

(6) Waste: Leave your space as clean as you found it.

(7) Laws and Policy: At all times, act in accordance with Stanford policies, including those for serving alcohol, food safety, fire codes, laws, and applicable state and county requirements, including permits and licenses.

b. Enforcement

SUFMO, DPS, Stanford Transportation, and other Stanford officials enforce this policy and are authorized to request evidence of compliance.
DPS determines whether a food truck obstructs traffic.
DPS or Stanford Transportation and its contractor(s) determine parking compliance.
SUFMO may inspect food trucks for compliance with fire safety and other regulations.
Stanford reserves the right to direct the removal or relocation of a food truck to maintain compliance.
Food trucks with repeated violations may be suspended or permanently banned from campus.

c. Food Truck Services on Campus

Residential and Dining Enterprises (R&DE) Stanford Dining, Hospitality & Auxiliaries (SDHA) offers the option of booking food trucks for campus events either by itself or as an addition to the food options at your event. Information about this service is located at the R&DE Mobile Food Vendors website.

5. Other Information Sources

The Stanford Events Office— Provides information about University event planning, policies, procedures, and resources.
Registrar's Scheduling Office— Provides overview and application forms regarding reservation procedures and other relevant non-academic scheduling details for the use of indoor and outdoor campus space.
Office of Student Engagement (OSE)— Provides information on policies and procedures for individual students and student groups wishing to plan an event; see https://ose.stanford.edu/student-organization-resources/event-planning.
Iris & B. Gerald Cantor Center for Visual Arts
DAPER— For information on Facilities, Operations & Events, call (650) 723-1949.
Tresidder Memorial Union— Provides information, resources and contacts; see the Tresidder website.
Schwab Residential Center
Frances C. Arrillaga Alumni Center