Stanford
Office of Student Engagement
Event Planning Guide

Waivers

Policy Guidelines

For activities that add an additional level of risk, participants may need to sign a waiver in order to be able to participate.

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Event Planning Guidelines

Recognized student organizations have the privilege of sponsoring events in the name of Stanford provided that they follow university policy, stay true to their approved mission and scope and work in close coordination with the university. 

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Overview

Waivers are used in a variety of situations to release the university from liability that may be suffered by another party. Traveling, lodging, and physical activities are the most common types of cases that incur more additional risk for VSO activities and programs. Learn more about risk management at the Office of Risk Management website.

At Stanford University, student organizations are required to have participants sign the Stanford University waiver for activities that address additional levels of risk. Examples may include:

• Travel
• Working With Minors 
• Guests
• Physical Events

Travel

While all international travel involves inherent risks, it is important to stay informed about conditions that could pose a threat to your personal health, safety and security as well as to your research, studies, work. Learn more about locations with specific considerations on the International Affairs website. For domestic travel, waivers are required if you plan to travel outside the ten Bay Area counties.

Working With Minors

To ensure that California law and university policy are followed, all youth programs must consult with and receive approval from the university through the Office of Student Engagement. One of the requirements for the approval process will have youth participants sign waivers prior to attending.

Guests

Overnight

Any invited non-Stanford guest hosted by a student organization is not permitted to stay overnight in a campus residence without prior approval from Office of Student Engagement, and Housing and Residential Education. All approved guests must sign the General Stanford University waiver no later than two weeks prior.

International 

International visitors must follow the same policies as overnight guests do (as outlined above) and they also need to show proof of international medical insurance. 

Physical Events (i.e. sports, outdoor competitions)

Groups must consult with OSE when planning large, unusual or potentially high-risk events and may be required to obtain additional review from the university in addition to waivers. In organizing such events, the planner may assume responsibility for the safety of participants and may be held personally liable in case of accidents.

Resources

Main Quad architectural details, 2023. Credit: Micaela Go