Quick Start Guide: Event Planning

If your event is in the planning stages, your budget can help you focus on what is possible for your student org.

Spaces for Student Organizations

The Office of Student Engagement facilitates space reservations by connecting you with various campus entities, but we do not manage the physical spaces. Please use the provided chart to identify a potential location, then conduct independent research to confirm it aligns with your event's resources and budget. Due to costs and high demand, we always recommend reserving early. OSE staff is monitoring different spaces and will update these lists when we feel confident they are good options for student orgs.

KEY: ✅ Free or low cost | ☑️ Free or low cost w/ some requirements | 💲Requires Fee

Space Type	How to Reserve	Cost	Space Owner	Notes
Quad Classrooms	Book Using this Form	✅	Registrar's Office	Not available Week 1 and Week 2 is not guaranteed at the beginning of each quarter. Requires 5 business days in advance.
Tresidder Event Spaces	Book Using this Form	💲	Tresidder Memorial Union	Including Old Union spaces, Tresidder indoor spaces, and White Plaza outdoor spaces.
Meeting Services Outdoor Spaces	Book Using 25Live Form	💲	Tresidder Memorial Union	Work orders are often required to reserve the space.
Science and Engineering Quad Spaces	Follow their Instructions	✅	Stanford Engineering	Read carefully, they have a variety of spaces and they may have special rules on certain types.
Haas Public Service	Follow their Instructions	✅	Haas Public Service	Due to limited space, please book early and adhere to their directions.
Stanford Arts	Follow their Instructions	☑️	Stanford Arts	This is a link to a directory focused on spaces good for the diverse art communities. Stanford Arts manages some of the spaces there and they also link to some of the same space resources on this page.
Recreation and Wellness Spaces	Follow their Instructions	✅	Recreation and Wellness	VSO officers are the only ones who can make reservations for any of their facilities.
Wilbur & Arguello Field Spaces	Book Using this Form	💲	Lands, Buildings, & Real Estate	Work orders are often required to reserve the space.
Dinkelspiel Auditorium	Follow their Instructions	💲	Department of Music	Best for performance groups, follow their directions closely for best results.
Bechtel International Center Spaces	Follow their Instructions	☑️	Bechtel International Center	Will co-sponsor with recognized student orgs.
Asian American Activities Center Spaces	Follow their Instructions	✅	Asian American Activities Center	Priority is given to affiliated student orgs.

Updated 3/4/2026

Funding for Student Organizations

All recognized student organizations must follow the established guidelines for any applications, grants, fundraising efforts or funding activities. The Office of Student Engagement works closely with the ASSU, and The Stanford Fund Partnership Program on student org funding in addition to overseeing off-campus fundraising. Below is a list of available funding available to all recognized student organizations. Although most will have strict requirements for qualifying, click here for the complete list of on-campus funding sources. For student orgs, click here for an overview of funding options.

From	Type	Amount	Timing	Notes
ASSU Quick Grants	Grant	Maximum $7,500 combined per academic year	Weeks	Can apply every quarter, week 1 thru 9 and at least a month ahead of your need or it may be ignored.
The Stanford Fund Partnership Program	Application Program	Up to $10,000	Months	This annual program is designed to supplement other on-campus funding - in lieu of having students externally fund-raise.
ASSU Annual Grants	Grant	Minimum $7,500 per academic year	Months	Apply in Winter Quarter and requires approval by student body for funds to be available by the beginning of the Autumn quarter.
Off-Campus Fundraising	Requires Training & Approval	$3,000 per entity	Months	OSE oversees and approves all off-campus funding activities.
Office of the Vice President for the Arts	Grant	$250-$3500 per year for VSOs	Weeks	Student-led, arts-related funding that occurs in 3 cycles during the academic year.

Updated 3/4/2026

Events Planning & Funding Timelines for Student Organizations

Lead time is the primary driver of success for student organization events. While three weeks is the minimum threshold for basic execution, starting one quarter in advance allows most groups to maximize their budget and venue options. For large-scale events (100+ attendees), beginning the planning process several quarters or a full year out ensures the highest level of logistical flexibility and impact. To review our website event planning resources in-depth, click here to begin.

	1 Week	2 Weeks	3 Weeks	1 Quarter	2 Quarters	1 Year
Space	Classroom, Old Union Meeting Room, public spaces	Classroom, Old Union Meeting Room, public spaces	Classroom, Old Union meeting rooms, public spaces, performance space, fields, some larger spaces	Classroom, Old Union meeting rooms, public spaces, performance space, fields, larger spaces, concerts halls	Most spaces are probably available	Spaces are available
Money	ASSU Quick Grant	ASSU Quick Grant	ASSU Quick Grant	ASSU Quick Grant	ASSU Annual Grants, The Stanford Fund	ASSU Annual Grants, The Stanford Fund, Off-Campus Fundraising
Notes	Limited options available. Consider a future date for better planning.	With flexibility and clear expectations, this goal is achievable.	A lead time of several weeks is generally sufficient for student orgs to plan basic events.	A full quarter provides sufficient time to consult with relevant advisors, and to plan events of varying scopes.	Will allow comprehensive event planning and the booking of popular locations.	This timeline accommodates the complete scope of events feasible for student organizations.

In-Depth Event Planning Resources:

Event Planning

Our website event planning section will see you through the detailed process of planning a successful on-campus event or gathering. Here, you'll learn the fundamentals of event planning and access crucial resources to bring your vision to life.