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 Linda A. Cicero / Stanford News Service

Plan an Event

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There are many steps to creating a successful event. The OSE has put together this section to provide help in planning an event/gathering on-campus. Access important resources like the planning calendar, CardinalEngage, and more. Remember that all events need to be registered in CardinalEngage

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View Fall 2021 Event/Gathering Information

David Freeland of the L.A. Dance Project takes questions from the dancers. Credit: inda A. Cicero / Stanford News Service

Planning Calendar

View the Office of Student Engagement's planning calendar as you begin the process of setting up your own event. 

Students run through a rehearsal of the dance elements in the play Spring Awakening in the newly refurbished Roble Dance Studio. Credit:  Linda A. Cicero / Stanford News Service

Book a Space

This information is ONLY provided for Stanford recognized student organizations that want to book event space.

 As part of the shutdown of the CoGen facility, a ceremonial dollar was exchanged for the keys to the facility.ogen. Credit:  Linda A. Cicero / Stanford News Service

Get Money

Money is an important aspect of event planning that must be considered. Here are some resources, suggestions, off-campus fundraising opportunities, and more that may provide useful as you begin to plan.

 Stanford University, Bing Concert Hall, interior hall Location: Stanford CA, Architect: Ennead Architects. Credit:  Jeff Goldberg

Event Planning Guidelines

Recognized student organizations have the privilege of sponsoring events in the name of Stanford provided that they follow university policy, stay true to their approved mission and scope and work in close coordination with the university. 

Fall 2021 Event/Gathering Information

All events need to be registered in CardinalEngage. Please review the information presented on the Student Affairs' Gatherings page and ensure that your gathering follows all principles, policies, and guidelines.

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For Voluntary Student Organizations (VSO) Leaders

  • Registered in-person gatherings and parties hosted by undergraduate students will be permitted outdoors beginning Friday, October 1 and permitted indoors beginning Friday, October 8.
    • This event form does not guarantee availability of space. 
  • All events must be registered through CardinalEngage before submitting work orders or space requests. Once your event is conditionally approved, OSE will notify Registrar and Event and Labor Services, and they can confirm details.
  • For Registrar managed spaces like classrooms and auditoria, please proceed to the 25Live scheduling site. 
  • Students must continue to follow all Stanford public health guidelines that are currently in place.
  • The person that registers the event is the host/event coordinator and is responsible for monitoring capacity and maintaining a list of participants for the purposes of contact tracing. An RSVP in advance is suggested.
  • A gathering of more than 500 participants will require a safety plan.
  • The health, well-being, and safety of our community is paramount. As state and county laws, public health orders and guidance evolve, and as we develop best practices in real time, we may make adjustments. Please continue to check the gathering website for the latest information.