Planning An Event

Unless you are hosting a private party in your room, suite, or apartment, work with your RA, house government, social manager - or, in graduate residences, your CA - when you want to organize an activity or event. They can help you plan one that is fun, safe, healthy, and problem-free.

Undergraduate Event Planning Resources

• Office of Student Activities (OSA) Party Planning Guide
• OSA Event Planning Tips
• Events at Stanford
• Residence email lists. Contact your RA to subscribe.

Graduate Event Planning Resources

Graduate groups planning events in their professional schools are asked to notify their appropriate school contact. Hosts scheduling events occurring in graduate residences should consult with the Associate Dean of Students for Graduate Life.

• Graduate Student Council (GSC) is the graduate arm of the Associated Students of Stanford University (ASSU). It is located at the Graduate Community Center, 750 Escondido Road (736-7133).
• Graduate Student Programming Board (GSPB) is sponsored by the Graduate Life Office. It maintains an events calendar on its website.
• Events at Stanford
• The grad-events email list is a weekly email of events of interest to graduate students. To subscribe or post a message, visit
• Residence email lists. Contact your CA to subscribe.

Equipment Rental and Services

• Event Services Department. It provides equipment including risers, folding chairs, trash cans, umbrellas, and tables; lighting, sound, and computer equipment; stage sections, lecterns, easels, and flip charts.
• Village Rental Co-op, located in the basement of Abrams mid-rise in Escondido Village . It rents party equipment such as folding chairs, games, card tables, and barbecue grills - often for just $1 per week. Bring your checkbook; you’ll need to write a check for the deposit amount. The VRC doesn’t take credit cards or cash.
• Stanford Dining rents a wide variety of dishes, cooking utensils, and serving utensils at a nominal charge. Make arrangements with your Stanford Dining Manager at least three days prior to the event (one week for linens).
• Stanford Recycling Center. If you are planning a large event, you can rent 32-gallon recycling bins from the Stanford Recycling Center. If you need smaller recycling bins, contact your Housing Supervisor.

10 Tips for an Eco-friendly Event

1. Send evites instead of paper invitations. Google the web for images and designs you can use.
2. If you must use paper fliers and invitations, use recycled paper and vegetable-based inks.
3. Use what you have - glassware, utensils, trays.
4. Bring your own cup (BYOC).
5. Use biodegradable or 100 percent-recycled plates and utensils like those used at Tresidder. Its plates and clam shells are made of sugar cane fiber extract; utensils are made of potato starch; clear salad boxes and yogurt cups are made from corn starch.
6. Mark cups with guest names to minimize waste.
7. Buy locally-grown food and flowers.
8. Use organic or vintage fabrics for linens. Instead of buying new, rent linens from Stanford Dining or check out the Goodwill, yard sales, and flea markets for supplies.
9. Stage sufficient numbers of recycling bins for bottles and cans.
10. Use green cleaning supplies and reusable cloths or recycled paper towels.

Decorating Safely

When you decorate for a party or holiday, follow proper safety guidelines and review your plan with your Housing Supervisor before you begin.

When you decorate, ask for a roll of blue tape from your Front Desk; do not use duct tape or double-sided tape on painted surfaces.

After The Event

lease clean up immediately following an event. (Be sure to request plastic bags and cleaning supplies from your Housing Front Desk or Housing Supervisor before the event.)

• Clean up all food, food and beverage containers, decorations, supplies, and trash, both inside and outdoors.
• Check the lounge, nearby bathrooms, adjacent rooms, and areas around garbage cans for trash.
• Remove all tape used for signs and decorations.
• Discard all debris in recycling bins or dumpster.
• Return furniture and equipment to their original locations. Pick it up -
  don’t drag it across wood, vinyl, or carpeted floors.
• Sweep, mop, and vacuum the floors.
• Wipe all tabletops clean and dry.

Note: Cleaning up after an event is beyond the scope of the custodian’s job. Your residence will be charged if the custodian has to clean up after you.