Major Events

Major Events Protocol

If you are a student and wish to plan an event that meets one or more of these criteria, please contact the Office of Student Engagement. If you are not a student but instead are a faculty or staff member organizing an event, including on behalf of a department or unit, please follow the steps for registration provided by the Office of Special Events & Protocol or contact the Dean’s office at your school.

Permission for Major Events will not be denied based on the viewpoint of speakers or participants. However, organizers must follow the registration rules and work with campus authorities to ensure that logistical and safety considerations are taken into account in planning the event. 

In recognition of the importance of spontaneous speech and protests (for example, in response to news events), larger gatherings that trigger the Major Events Protocol solely because of expected attendance over 100 people (and not the other criteria) may be held in White Plaza pursuant to the rules governing spontaneous gatherings in White Plaza.

Please note the fronting policy.

Learn More Major Events Protocol, Freedom of Expression

What is a major student event?

A major event is a student-led, high impact event that is large in scope, requires sufficient resources, including advising by the Office of Student Engagement, and reviewed by several University stakeholders. The limit for an event is 4 hours, with exceptions granted by the Office of Student Engagement.

What qualifies as a major student event?

Any event that has 1 or more of the following can trigger the Major Events Protocol:

Criteria that trigger the Major Events Protocol:

• Expected attendance over 100 people
• Sound over 60 decibels between 7 a.m. and 10 p.m.¹
  • including excessive noise above 60 decibels (see Campus Disruption Policy)
  • Any sound (e.g., voice, music, or other noise) amplified through the use of equipment, to include, but not limited to speakers, sound systems, amplifiers for musical instruments, and bullhorns. This also includes excessive noise from drums or yelling.
• High profile speaker, celebrities, or dignitaries²
  • for example recognizable public figures, current politicians, topics with high media engagement
  • student/student organizations are not permitted to invite and host sitting heads of state (President/Prime Minister) of a country
  • Please note guidelines for political activities.
• Necessitates a large venue
  • expected attendance over 100 people
  • large venue: held in a large venue on or off-campus (e.g. Memorial Auditorium, or campus auditoria)
• Entails a march, rallies, runs, races, or walks

Criteria that may trigger the Major Events Protocol:

• Occurs over multiple facilities or days
  • occurs in multiple facilities or spans multiple days (i.e. conferences). Please note the fronting policy. Pre-approved off-campus funds are not to exceed at least 51% of the total expenses of the major event.
• Requires large structures or displays 
• Involves alcohol
  • See party planning guidelines
• Has a budget over $10,000
• Working with minors

Step by Step process to host a major event:

• At least 4 weeks in advance of the event date, register the event in Cardinal Engage. Complex events may require additional lead time.
  • An exception by the Office of Student Engagement (OSE) may be expedited on rare occasions. 
• Schedule time with the Office of Student Engagement to review your event within one week of submitting your request. 
• In the initial advising meeting, your advisor will review the event and a checklist of items with you. 
• Weekly check-in with your advisor (at advisor discretion)
• Within the next month, you may be asked to present to the Student Events Group which includes stakeholders from the university (i.e. Event Services, Grounds, Dept of Public Safety, Fire Marshall, UG2, Charter Services, Registrar) 
  • They will review the current state of your event and offer recommendations to bring it to fruition.  
  • Upon the group’s advice, OSE will determine if your event will be approved to move forward or if it needs to be altered.

Universal requirements include:

• University Mission. Events should complement the group’s existing mission and the mission of Stanford University.
• Student-led. Student organization events must be initiated, led, and implemented by their student leaders working in close consultation with Office of Student Engagement and university staff.
• Targeted to Students. Events must be primarily targeted to Stanford students and occur during the regular academic year (fall, winter and spring quarter; sometimes summer).
• Sufficient Resources. The sponsoring student organization must fully demonstrate that it has sufficient resources (financial, volunteers, etc.) to successfully plan and run the event.
• Monies through ASSU. All expenses must be handled through the group’s ASSU account and be available for university audit.
• Involvement of Off-campus Entities. Off-campus entities may be involved but only in limited ways that meet university policy and with prior university approval, see Fronting, Sponsorship/Co-Sponsorship and Off-Campus Fundraising.
• Early Approvals. Events must receive preliminary approval from OSE and Stanford Events and Protocol before any commitments are made, contracts signed, or advertising is conducted (including posting on a website).  Events that significantly impact the university may require approval by the Student Events Group (see OSE for details).
• Events in Campus Auditoria. Due to the level of planning needed (contracts, ticketing, tech services, security etc.) event requests must be submitted as soon as possible. All financial and operational arrangements must be completed and confirmed no later than two weeks prior to the event. 
• Annual Events. Event requests for annual events must be submitted eight weeks in advance.  All financial and operational arrangements must be completed and confirmed no later than two weeks prior to the event. 
• New Events. New major event requests must be submitted twelve weeks in advance to allow the university sufficient review time and the student group appropriate time to plan. All financial and operational arrangements must be completed and confirmed no later than two weeks prior to the event. 
• Other University Policies and Guidelines. Highlighted here are policies specific to major events. Other policies beyond those listed here must also be followed.  See Critical University Policies, Event Planning Policies and other policies included on the OSE website.