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Crowd at Frost

Important Notes

  • Verbal agreements, emails and contracts are legally binding in the State of California.  Student orgs are not authorized to enter into any agreements for performers without prior University approval.  All contracts over $500 must be co-signed by OSE and require the funds in your account prior to any agreement.
  • Lead-time:
    • Small, indoor concerts (Row, GCC, Bechtel etc.): 4 weeks
    • Small outdoor concerts: 6 weeks
    • Large, all campus-events: 2 quarters
  • On occasion, the University may cancel an event after approval because funds proved insufficient, work orders for required tech or security were not done, or other compelling circumstances.

Key Policies

Planning Tips

Planning Time

  • Check the OSE Planning Calendar to schedule your event around other major university events.
  • Consult with OSE and other university partners as you begin your planning. Other good resources include Stanford Concert Network and Res Arts.​
  • Groups wishing to sponsor major contemporary music acts should do so in conjunction with the Stanford Concert Network's (SCN) guidance. SCN may also be a good sponsor and consultant for smaller concerts.

Build a Budget

  • Use actual quotes for space, tech, food, lodging, travel, etc. in your budget.

  • Negotiate artist fees after receiving preliminary University approval. Inquire about what the inital fee quoted includes.

  • Keep in mind that high profile artists, or those with a large, Bay Area following, may require additional security and liability insurance. Obtain an estimate from the Department of Public Safety early if you think your event may require security.

  • See sample budget on OSE website for guidance.

Get Funding

  • Exhaust on-campus funding sources prior to off-campus sources.

  • ASSU funding usually requires that your event is free for Stanford students.

  • You must have 80% of all necessary funds in your account before your event can be approved, a contract is signed, or the event is advertised.

  • If soliciting funds form multiple departments, plan on at least 4-6 weeks for transfers. To expedite the process, give your potential funder the ASSU "holding number" and your VSO's account number right away.

  • Have one person keep track of all funding requests, offers, and transfers.

  • Request funds early! The earlier you raise funds, the more flexibility you will have in your program format.

Find a Venue

  • Start with OSE's venue sheets. Check 25Live for availability for classroom spaces and Tresidder Union.  Remember do not book space directly through 25Live - - instead use OrgSyc.

Contracts and Agreements

  • Student orgs cannot make offers or contractual commitments over $500 without OSE approval. See Contract Policy.

  • Submit your event for University approval ASAP.

  • VSOs may discuss, but do not commit to any plans until you have funds, space, and OSE approval.

Advertise your event

  • Ticketed events must use an approved University vendor.
  • Off-campus advertising and work with the press should be discussed with OSE early in your planning.  Advertising off-campus usually necessitates the hiring of University security too.
  • Post entrance requirements for high profile artists and in all advertising and on ticket.

Host Guests

  • Don't forget to consider travel and lodging, if needed, in your planning.
  • Some artists and performers will require a dressing/green room, which should be arranged at the time you book space.

Security and Safety

  • Security can help with crowd control, traffic and security for high-profile visitors. Ultimate security levels are determined by the Department of Public Safety and are often required for large, all-campus events or events open to non-Stanford guests.