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Create a planning timeline
- Check the OSE Planning Calendar to schedule your event around other major University events.
- Start planning a quarter in advance for a high profile artist or major facility, 6-8 weeks in advance for an artist in campus auditoria or spaces larger than 250 seats, and 4-6 weeks in advance for classrooms and other small spaces.
Develop an idea
Build a budget
- The earlier you raise the funds the more flexibility you will have in the program format.
- Negotiate artist fees after you have preliminary university approval. Don't assume that the initial fee quoted is what you need to pay. Avoid high-cost travel such as first-class and tickets for traveling companions.
- Obtain an estimate from Event Services for tech costs.
- Include cost of tickets, programs, and costumes.
- Higher risk artists may require additional liability, consult with OSE if this is the case.
- Exhaust on-campus funding sources prior to off-campus sources.
- If you plan to apply for on-campus funding, take the following into consideration:
- Getting ASSU and GSC funding usually means the event should be free for students.
- You must have all necessary funds in your account before you can advertise or sign a contract with a performer.
- If soliciting funds from multiple departments, plan on at least 4-6 weeks for transfers.
- 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.
- Discuss but do not commit until you have funds, space, and approval.
- If you are paying a director or other speaker to participate, use a contract.
- Any contract over $500 must be co-signed by Office of Student Engagement (OSE) staff.
Submit your event for University approval
- Be as thorough as possible to avoid delays in the approval process. Try to provide alternative venues and dates.
- Check 25Live for availability.
- Consider booking a green room, a reception space, and a parking spaces (PTS).
Order Equipment and Services
- File all necessary work orders as early as possible, at least 2 weeks in advance.
- Many auditoriums require the use of on-campus technicians and services. Inquire if you are unsure.
- For large events, provide a minute-by-minute timeline of the event (or cue-to-cue) to the technician(s).
- This can help him/her/them know what to expect and avoid errors.
- Ticketed events must use approved University vendor, the Stanford Ticket Office.
- Off-campus advertising and work with the press should be discussed with OSE early in your planning.
- Consider posting your event to online Stanford calendars.
- Print as many tickets as you have seats.
- Keep count of your guest list.
- Arrange for press early in your planning.
- Avoid confusion by printing special instruction on the ticket (e.g. no backpacks, no cameras, time doors close).
- Don't forget to factor honoraria for speakers traveling some distance, lodging, meals, transportation, and thank you's into your budget.
- Inquire about any special arrangements early in your planning process, and don't forget about transportation to and from the airport. Some nice local hotels are: The Sheraton, The Westin, and the Stanford Park Hotel.
Create a "Day of Event" timeline and plan
- Tie up loose ends and assess your success. Cleanup is particularly important!