Stanford
Office of Student Engagement

How-To: Plan a Major Event

Step 1

What is a Major Event?

If your Event is projected for under 100 attendees, go over the How to Plan an Event guide first. If the event is projected for 24 attendees or less, check out the How to Plan a Simple Meeting guide. 

A major event is a student-led, high impact event that is large in scope, requires sufficient resources, including advising by the Office of Student Engagement, and reviewed by several University stakeholders. The limit for an event is 4 hours, with exceptions granted by the Office of Student Engagement.

What qualifies as a major student event?

Criteria that will trigger the Major Events Protocol:

  • Expected attendance over 100 people
  • Sound over 60 decibels between 7 a.m. and 10 p.m.
  • High profile speaker, celebrities, or dignitaries
  • Necessitates a large venue
  • Entails a march, rallies, runs, races, or walks

Criteria that may trigger the Major Events Protocol:

  • Occurs over multiple facilities or days
  • Requires large structures or displays 
  • Involves alcohol
  • Has a budget over $10,000
  • Working with minors

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

Step 2

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.

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 do so in CardinalEngage at least 5 business days in advance. Registering will trigger the workflow process with the staff advisors at OSE.

How to Register an Event on CardinalEngage

 

Step 3

Work it, Run it!

Wait for a status update now that your Major Event workflow has been triggered. If your event is considered a major event, you will be in contact with OSE professional staff to kick-off the project depending on what your Major Event is.

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

  • 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

  • Advertising/Marketing

Once your event is approved on CardinalEngage and your venue is confirmed you are clear to get the word out to your audience! Read the in-depth guidelines for what is permissible and not permissible marketing.

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

Finish It!

Not many people have successfully organized a Major Event. Take the time to reflect on the project and complete any lingering tasks with the people, offices, and departments that you have collaborated on to bring your event to life.

  • Submit a post-event reflection


Provide a brief evaluation of the event/program. This can help us and your group learn from the event and make decisions in the future about other events your org will host.

  • Post-event Evaluation


Post-event evaluation does nothing for your group if it is not recorded for future event organizers. The event organizing team should prepare some form of written documentation to convey the post-event evaluation to future organizers. It should include enough detail where a new member could easily replicate the event from the documentation.

  • Finances


Please make sure your Financial Officer clears all receipts and transactions as soon as possible.

  • Photos/Videos


Please upload any photos, videos or links which may help with planning this event in the future.

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

  • 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.