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Plan an Event

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.

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 Registar managed spaces like classrooms and auditoria, please proceed to the 25Live scheduling site - found here

  • A list of other commonly used spaces, and how to reserve them - found here. Please note that this list is not comprehensive.

  • 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.

  • While this is pending approval you may proceed with planning, but please do not make any commitments (large purchases, sign contracts, etc.) until you receive approval from our office.





 1. Develop a Plan

All student organized events must first be registered and approved.

 2. Get Money

Funds should be raised and transferred to your ASSU account prior to making financial commitments.

3. Book Space

Most spaces are scheduled through the Registrar. For a comprehensive listing see OSE venue sheets for low-cost spaces, auditoria, and performing arts spaces and more.

 4. Submit Work Orders

All university work orders must be submitted between 2-4 weeks in advance. Late work orders can lead to event cancellation.

 5. Day of Event

Use OSE's "day of event" checklist for all last minute needs. Consider sustainable event planning.

6. Wrap Up Event

Reflect, collect feedback and thank your funders and volunteers.