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Plan an Event

The "go-to" place for student organization event planning. All the information you need is here. For virtual event resources, click here.

Virtual Event Registration

For Autumn Quarter, we will be implementing an interim virtual meeting and virtual event registration process on Slack. The submission process is similar to submitting a question in the #helpdesk channel.

For Voluntary Student Organizations (VSO) Leaders

  • Request to join Stanford VSO Leaders if you haven’t done so already
    • Join the #helpdesk channel
    • Select the “Event Request” workflow/shortcut
      • On desktop, click the lightning bolt icon located in the bottom left corner by the text entry box
      • On mobile, click the channel name at the top of the screen
    • Provide the necessary information
    • You will receive a SlackBot message confirming your request
  • If you are hosting a simple event please still submit a form so that we can capture data for what student engagement is occurring virtually.
  • For virtual event requests, please schedule a brief meeting with an OSE staff member to review and follow up with any questions and next steps. 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.

 

For events hosted on Club Cardinal, please follow the above steps using the "Club Cardinal Events" workflow/shortcut and a team member will be in touch to confirm and set up your event.

 

For Fraternity and Sorority Life (FSL) Leaders

  • Request to join the FSL workspace if you haven’t done so already
    • Join the #eventrequests channel
    • Select the “Event Request” workflow/shortcut
      • On desktop, click the lightning bolt icon located in the bottom left corner by the text entry box
      • On mobile, click the channel name at the top of the screen
    • Provide the necessary information
    • You will receive a SlackBot message confirming your request
  • If you are hosting a simple virtual event please still submit a form so that we can capture data for what student engagement is occurring virtually.
  • For virtual event requests, please schedule a brief meeting with your FSL advisor to review and follow up with any questions and next steps. You may also attend FSL office hours to address questions every Friday from 11 a.m. - 12 p.m., beginning 9/18 here. While your event 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.