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The university has specific requirements for major events.
Major Events Defined
Major events are defined as events that feature:
- Large Venues. Occur in multiple or large venues (e.g. Memorial Auditorium, Frost Amphitheater or campus auditoria).
- Multiple Facilities/Days. Occur for multiple facilities and span multiple days (e.g. conferences).
- Outdoors. Involve outdoor activities, including concerts and runs, races and walks.
- Benefits. Raise money for charitable organizations; see Benefit Fundraising Events.
- Off-campus Entities. Involve significant involvement with off-campus entities (e.g. career fairs)
- 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 Univeristy 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.