How-To: Plan an Event

What is an Event?

If your Event is projected for over 100 attendees, please refer to the How to Plan a Major Event guide instead. If the meeting is projected for 24 people or less, check out the How to Plan a Simple Meeting first.

Events are exclusive privileges granted to recognized student organizations in the name of Stanford provided that they follow university policy, and stay true to their approved mission and scope.

An Event is defined as:

Less than 100 people
External guests allowed
Requires OSE registration through CardinalEngage at least 5 business days in advance
Contracts totaling up to $1000 or more
An Event that meets the criteria from the Major Event policy may trigger that protocol instead

For a comprehensive look at this policy, visit the Event policy detail page in our Event Planning Guidelines.

Start It, Plan it!

Create a Plan

Review the event planning calendar to see what is being planned on campus and to inform the best date selection for your event. There are academic scheduling policies in place that will also advise when there are restrictions.

Review our resources for booking a space. While there is no comprehensive listing of all campus event spaces, the Venue Guide table outlines some of the most frequently requested sites and how to reserve them. Questions about these venues should be directed to the reserving entity. Reserve Registrar Scheduled Classrooms and other spaces via the Registrar's Office form.

The Get Money resource website is a good place to start on how to build a budget, finding free or affordable resources and also the on- and off-campus Fundraising Guidelines.

Our Event Planning Guidelines are also available for in-depth understanding on policies for common topics.

Register Your Event

When you are ready to submit your event officially, you can Register it in CardinalEngage for approval at least 5 business days in advance. Registering will trigger the workflow process with the professional staff at OSE.

How to Register an Event on CardinalEngage

Work it, Run it!

Wait for a status update about your Event.. If your event requires advising, OSE professional staff will reach out to you via email. Otherwise, proceed with executing your Event. OSE professional staff and interns are available for any questions via our email. Ongoing OSE Forums are also available this academic year.

Every event is different, and unique. Check out some handy resources below that might help your Event Planning:

After the event has been completed, a post event meeting will be scheduled with a staff member to review the project.

Finish It!

Take the time to complete any lingering tasks with the people, offices, and departments that you have collaborated on to bring your event to life. Please make sure your Financial Officer clears all receipts and transactions as soon as possible.

Resources

Planning Calendar

This planning calendar is a collaboration between the Office of Student Engagement, Fraternity and Sorority Life, Residential Education, Athletics, Recreation and Wellness, Alumni Association, Graduate Life Office, Career Education, and some other leaders to help facilitate planning for all involved (even staff). Important university or academic calendar landmarks, and holidays are included as well.

Process Resources

Some of the resource items you may be provided:

Submitting Work Orders

Completing a work order with a service you have little experience in and being able to understand the ins and outs can be quite a challenge, and that’s why we created a video guide to help: Video Coming Soon

Ticketing

 Ticketing Online must be handled through Stanford EventBrite, Stanford Ticket Office or Active.com. Not permissible: third party vendors and donations at the door

Floor plan/Diagram

 If your event has security, multiple tables, stages, significant setup, etc. please attach in this document a picture or diagram with the layout of your event (taking into consideration your venue). If using Event Services, you can request a diagram from them.