Event Planning and Management

Overview

Planning an event? Not sure what to order? Want to explore how to get the biggest impact on a budget? We can assist you with the small details that can be overlooked. We're here to assist in any phase of the event planning process.

Reduce the Organizational Guesswork: We can advise you on Stanford policies and important steps to a successful event such as placing work orders with Grounds, Custodial (DTZ), PSSI, Athletics and more.

Understand the Venues: Event managers are experienced planning and managing a wide range of activities at all campus venues. We can help you with building issues, fire and safety guidelines, permitting, power sources, tenting, heaters and the full spectrum of video, sound, lighting, computers and more.

On-site Event Management: Event managers can be actively involved in your event's production, helping on site with logistics and last minute challenges.

Services: We have a full range of production services available which includes technicians with a broad range of multi-media talent, a top-notch event crew and a team of event coordinators and event managers that put it all together.

Equipment: Our on-campus inventory includes hundreds of items. Review our Service and Equipment Catalog for specifics. If there is anything not found in the catalog, it can be outsourced on your behalf.

Request Services: You can reach Event Services in the following ways:

Policies and Procedures: Event Services Policies

Also see Information for Event Managers for details on Outdoor Events, Obtaining Maps, Parking and Transportation issues and the Campus Construction Schedule.

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Step-by-step Guide

(Students, please see: A Step-by-Step Guide for Stanford Students)

  1. Reserve your desired venue with the Registrar’s Office
    When reserving your venue, please remember to have enough time reserved before and after the event to enable Event Services to set and strike equipment, DTZ time to clean venue before and after event and catering time to set food & beverages.

  2. Fill out the web form to Request Service. If you need assistance, please enter in the “Further Details” section on the request form that you would like an event manager to contact you. Allow at least 10 business days prior to your event date for requests that require an estimate. This gives us time to work with your budget, make modifications and receive approval.

  3. Submit requests for Custodial Services (DTZ), Recycle Bins (PSSI) and Grounds for outdoor trash removal or irrigation shutoff.

Note: For the venues listed below, the Registrar’s Office mandates that a technician to be on site during your reservation time. Along with the required technician, there is also a mandatory “Technology Replacement Fee” for the below listed venues. This fee is charged at $75.00 per hour of the scheduled event which includes any rehearsals.  This applies even when no existing equipment is used.

  • Cubberley Auditorium
  • Annenberg Auditorium
  • Hewlett 200 and 201
  • Bishop Auditorium

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