Simple Meetings
Policy Details
The university has new requirements for simple meetings making them easier to schedule.
Recognized student organizations have the ability to gather for group activities on campus and use campus resources provided that they follow university policy, and stay true to their approved constitutions.
What is a simple meeting?
Simple Meetings are defined as gatherings of less than 24 people or less. Current students, faculty, and staff are the only type of attendees allowed (no external guests). This academic year simple meetings will not require Office of Student Engagement approval on CardinalEngage as part of our new event planning pilot program. Space scheduling is still subject to the venue owner's approval. Failure to follow policy for simple meetings or the venue will result in discipline for the student organization.
What qualifies as a simple meeting?
Any meeting that satisfies any of the following criteria:
- 24 attendees or less.
- All attendees are current students, faculty, and staff.
- External guests not allowed.
The spirit of a simple meeting is that it is a painless procedure compared to scheduling an event. If your gathering has criteria listed in the updated event, major event, or party designations; contact OSE for advising.
Step by Step process to host a simple meeting:
- At least 5 business days in advance of the meeting, request classroom space through the University Classroom Request Form.
- Simple Meetings are not approved by the Office of Student Engagement.
- Approval by the venue is approval to use their space not the legitimacy of the meeting.
- Follow the rules set by the venue owner during your meetings.
- Interested in recurring meetings? Contact OSE at studentengagement@stanford.edu for advising.
Notes for booking a classroom:
- Not for personal use.
- Food not permitted in classrooms.
- Must leave room as you received it.
- No holding of room without usage.
- Registered student organizations cannot book directly on 25Live.