Conferences, Tournaments and Competitions
- Any proposed activity must be consistent with your approved group's mission and scope. If unsure, ask.
- Lead-time required is a minimum of 6 months.
- Most large-scale events require significant university, ASSU and off-campus resources, so your group must develop a detailed written program plan and realistic budget of a VSO. The plan must receive university approval through OSE and other university offices before work can begin.
- For large events that take place over the course of multiple days and rooms, a meeting with C&W Services and OSE will be required at least 3 weeks in advance for quoting and scheduling indoor cleaning.
- On occasion, the university may cancel an event after approval if funds proved insufficient, work orders for required tech or security were not done, or other compelling circumstances.
- Consult with OSE and other university partners as soon as you begin your planning.
- Remember, large scale events require a minimum lead time of six months and off-campus fundraising requires a minimum lead time of four months and early university approval.
- Note: If this is a first-time event for your group, or the first-time your student organization is requesting approval for off-campus fundraising, the total amount approved for an off-campus fundraising proposal will be no more than $10,000-20,000.
Build a Budget
- Include both expenses and income and a 'per participant cost' as part of your overall budget.
- Develop a cost-conscious and realistic budget based on a reasonable guess of number of participants.
- Consider inviting faculty as presenters/guest speakers.
- Participants from other campuses will be expected to pay for their own lodging and travel.
- You may be able to provide a small number of need-based scholarships, provided all other conference expenses receive funding first.
- 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 from 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 individual account number right away.
- Have one person keep track of all funding requests, offers, and transfers.
- Request funds early (usually 3-4 months in advance), especially if you want to book an auditorium since auditoria costs are high.
- The earlier you raise funds, the more flexibility you will have in your program format.
- If applicable, remember the off-campus fundraising requirements:
- Four month lead time
- Off-Campus Fundraising Workshop
- Application & early university approval
- Be sure to also order necessary equipment and services.
- File all necessary work orders as soon as possible and at least 3 weeks in advance.
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.
- A written conference proposal must be submitted to OSE at least 4 months in advance for review and 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.
- Arranging for press with high profile speakers can be complicated and nuanced. Seek advice from OSE.
- Must clearly state that the event is being held by a student organization at Stanford, not Stanford University.
- Set your hosting standards early and include them in your budget.
- Minors, participants in physical activity, or long-term guests require waivers. VSO should complete the Working with Youth steps.
- Hosting high school or University students requires considerable planning, prior review and approval and a minimum of one volunteer for every 50 participants.
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.