This Guide Memo summarizes policy on University events held on University property. More detailed information is located at the Office of Special Events & Protocol.
This policy applies to all University faculty, staff and students.
A University event is an event, other than academic classes scheduled as part of the curriculum, that is held in a University building or outdoor space on the University campus. All such events that take place on the Stanford campus are considered University events. A University event must also be sponsored by an officially recognized Stanford department or organization and must be in keeping with the University's mission (i.e., the creation, preservation, and dissemination of knowledge).
NOTE: Some types of events may overlap. If you have questions, please contact the Stanford Events Office at: (650) 723-2551. Events must be consistent with the University's mission and must relate directly to the educational goals of the sponsoring department or organization. For events involving minors, see also Guide Memo 1.8.1: Protection of Minors and the Protection of Minors website.
The process of scheduling and seeking approval for University events must be started in advance. Those approving and planning events must follow all Stanford policies listed in this Guide Memo and at the Stanford Events website.
a. Organizations that May Request Use of Facilities
Organizations that may request use of University indoor and outdoor spaces and facilities for University events are:
b. Most Facilities Usage Approvals
University events at all locations except those noted in section 3.c below must be scheduled and approved in advance by the Registrar's Scheduling Office, which will determine the availability of spaces and facilities and coordinate any necessary event approvals with the Stanford Events Director of Public Events.
c. Facilities Usage Requiring Other Approvals
To use the following facilities/spaces, follow the local approval process: