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Use of Frost Amphitheater Policy

Please Note:
The terms of this policy may be subject to change without notice and depending on the particular event held in the space, some policies/procedures may need to be modified.

Please contact the Office of Special Events & Protocol for further information at: 724-1387 or visit http://osep.stanford.edu for events policy information and updates.

General Policy Information

Stanford's resources exist to support the University's Missions of the creation, preservation and dissemination of knowledge. The University's assets must be preserved for these purposes, not for the personal gain of individuals nor for the use by outside organizations which do not relate directly to or further Stanford's academic goals. These activities, if they occurred, would constitute unrelated business activities and it is Stanford's policy not to engage in these activities. (Also refer to sponsorship policies and responsibilities.)

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Description

• Frost Amphitheater is one of the largest outdoor facility on the campus and is designed for certain performance uses such as:
• Large public gatherings such as the University President's inauguration
• Large performance ensembles, contemporary music concerts, symphony orchestra presentations and solo performances
• As the stage is concrete, dance performances are generally not appropriate.
• Large picnics, luncheons, dinners, and some smaller gatherings may be scheduled at the discretion of the Executive Director of Office of Special Events & Protocol (OSEP): 724-1387
• There is a flat grassy area (The Meadow) directly in front of the stage that can also be used as an orchestra pit
• Frost has no on-site technical support equipment or systems; therefore, all items must be brought into the venue.
• There is no fixed seating in Frost. Portable seating is available, for a fee, through ELS.
• Regular small group meetings may not be scheduled in Frost
• The Stanford department or group sponsoring the event must consult with the Office of Special Events & Protocol (650-724-1387) to ensure that any proposed activities are in accordance with the University Policy on Unrelated Business Activity (Admin. Guide Memos 82.1 and 15.3 - pdf).

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Capacity

• The maximum capacity of Frost is 7,000 persons
• Please note, however, that this capacity can only be met with festival standing or all chair seating
• Any event needing lawn or picnic seating may not exceed 5,500 persons. No seating is allowed in the wooded areas or on the pathways
• Access to the backstage area allows for limousines, vans and other large vehicles to drive up to the stage area before the performance only. These vehicles must not be present during the performance
• There are weight restrictions for vehicles entering Frost. Please check with Event & Labor Services (ELS) regarding these restrictions when making plans.

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Direct Costs

• All direct costs associated with the event must be paid by or through its sponsor. The event producer or sponsor must be a registered Stanford student organization or Stanford department and display proof of financial backing sufficient to cover all anticipated expenses. Anticipated event ticketing and concession revenue will not be considered.

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Technical Equipment Usage Fees and Administration

• Any group using Frost is responsible for all direct costs incurred in the production of the event, including but not limited to custodial and technical costs, all equipment rentals, and the supervision by a technician from the Event Services Group.
• All general fees associated with the event which include but are not limited to the following: security, ticketing services, any required permits, insurance coverage, medical and police services, as well as parking and shuttle transportation fees will be the responsibility of the event sponsor.
• Event sponsors must accept financial responsibility for all traffic control services, including, but not limited to campus police services and services provided by local traffic and law enforcement agencies.

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Written Agreements/Contracts

• Upon initial approval by the executive director of Office of Special Events & Protocol (OSEP), Stanford and the Committee On Public Events (COPE) will require that a written agreement accompany this policy for those non-affiliated Stanford groups and may also require an agreement for Stanford groups and departments.
• All terms of the written agreement will take precedence over the general policy guidelines stated herein, but will not preclude them if they are not mentioned specifically in the written agreement.

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Insurance/Liability Coverage

• Proof of insurance to hold an event in Frost is required.
• The event sponsor will be allowed to hold an event in Frost only with the approved insurance documents being finalized and provided to: Stanford's Risk Management Office, with a copy going to the attention of the director of Office of Special Events & Protocol (OSEP).
• Insurance coverage must be on file with the Leland Stanford Junior University a minimum of 60 days prior to the event or use of facilities.
• In certain cases, depending on the event, the sponsor may also be required to obtain supplemental insurance coverage.
• Damage to trees, the lawn or any other plant life, or to any part of the Amphitheater, including, but not limited to, roadways, pathways, stage equipment, etc., will be charged directly to the event sponsor.

For further information please contact:

Risk Management Office
651 Serra Street, Room 250
Stanford, CA 94305-6207
Phone: 724-9324, Fax: 723-9456

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Committee On Public Events (COPE) Review

• The Committee on Public Events (COPE) has authority to review events that have a significant impact on campus and community life. This includes all events held in Frost.
• A written event proposal will be submitted to COPE by the event sponsor at one of COPE's monthly meetings.
• In addition, the sponsor should demonstrate the ability to present a large-scale event, including information about prior presentation of such events, and the availability of appropriate financial and human resources for the event.
• Organizational continuity and experience working cooperatively with the various Stanford administrative departments is also necessary.
• Performance groups must have an adequate history of performances void of safety and security problems.
• The University's name, its associated seal, marks and symbols are registered trademarks and therefore require permission to use.
• COPE will consider the event proposal as presented and discuss issues such the appropriateness and impact of the event, community relations, security, University costs, University staffing, liability insurance and/or bonding, date, time, and length of event. Additional representation to review the proposal will be determined by the executive director of Office of Special Events & Protocol (OSEP).

For further information, contact the executive director of Office of Special Events & Protocol (OSEP) at 724-1387.

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Ticketing and the Stanford Ticket Office

• Ticketing of Frost events is required whether or not there is a fee to attend the event. The sponsoring group is required to make ticketing arrangements with the Stanford Ticket Office. There is a fee associated with these arrangements.
• The interdepartmental request (SU-13) for ticket services should be made out to the Stanford Ticket Office.
• The sponsor is also required to arrange and pay for a cash guard (if determined necessary by the ticket office director) for the Ticket Office on-site sales. This guard must be arranged through the Stanford Department of Public Safety.
• Ticket takers at the gates are to be provided by the event sponsor and appropriate instructions must be provided to them in consultation with the Ticket Office.

For further information contact:

Stanford Ticket Office
Tresidder Memorial Union, 1st Floor
Phone: 725-2787.

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Security Requirements

• Security arrangements are required for events in Frost.
• The size, scope and risk of the event among other concerns, determines the scope of security coverage that will be required.
• The sponsor of any event in Frost MUST also inform the Stanford Department of Public Safety and the director of Office of Special Events & Protocol (OSEP), about any event involving high profile attendees, guest speakers or other special arrangements requiring security, and MUST get a police signature on the Application for Use of University Facility (PE-100).
• If the event sponsor plans to also use security services from an outside organization to supplement Stanford University Public Safety staffing, the Department of Public Safety and the director of Office of Special Events & Protocol (OSEP) must be informed and staffing details must be provided to them.

For questions about the use of security and to arrange for an appointment to discuss security for the event, contact: Department of Public Safety at: 723-9633.

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Ambulance and Medical Personnel

• If your event will have a projected attendance of 2,000 or more, onsite medical personnel coverage is required.
• COPE reserves the right to require medical personnel for events that have less than 2,000 persons in attendance. The decision will be based on COPE's overall review and assessment of the event.

Fire Safety

• NOT ALLOWED BY ORDER OF FIRE MARSHAL: bonfires, open barbecue fires, candles or other incendiary devices of any kind under any circumstances.

For further information and permit responsibilities contact:

Alison Pena
Assistant Fire Marshal
Environmental Health and Safety
Phone: (650) 723-5099 or (650) 723-0448
Fax: (650) 724-3015 http://www.stanford.edu/dept/EHS/prod/general/fire/index.html

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Posting Advertisements and General Publicity

• All promotional materials and websites must be reviewed before their dissemination and distribution.
• University policy, restricts any advertising, publicity, selling or dispersing of tickets until after all required paperwork has been turned in to Registrar's Scheduling Office and the application has been approved in writing by Office of Special Events & Protocol (OSEP).
• The University's name, its associated seal, marks and symbols are registered trademarks and therefore require permission to use.
• Promotional materials must be reviewed by COPE before distribution.

Please contact the Office of Special Events & Protocol (OSEP).

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Equipment and On-site Technician Requirements

• An ELS technician is required while this facility is being used. The ELS technician needs to be on site before, during and after the event.
• No one is allowed in Frost without being accompanied by an ELS staff person. Contact ELS for an appointment or access at 723-2855.

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Parking

• Large events held in Frost are required to reserve the Galvez Lot (lots 9 and 10) for parking with the Parking & Transportation Office, particularly if the event is being held during the workweek and/or if general parking is limited.
• There must also be a parking plan for those attendees to follow for overflow parking if Galvez lot is full.
• Parking permits, passes and charter shuttle services also must be referred to Parking & Transportation. Special arrangements to reserve large blocks of disability parking need to be made by contacting the Parking & Transportation Services and the Department of Public Safety.
• A work order form (SU-40) is required for grounds cleanup for Frost and Galvez Lot by the Stanford Grounds Department. There is a fee for use of this lot.
• Temporary parking access to the backstage area allows for limousines, vans and other large vehicles to drive up to the stage area before the performance only. These vehicles must not be present during the performance.

For further information contact:

Parking & Transportation Services
340 Bonair Siding.
Phone: 650-723-9362.
Fax: 650-724-8676.
E-mail: transportation@stanford.edu

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Evening Events and Lighting

• If any part of the event is to take place at night and/or people will still be in the area and leaving Frost after the event (i.e., 30 minutes after sunset) lighting in the Galvez Lot, must be provided by the event sponsor.
• Lighting that will be located around the outside perimeter of Frost for concessions and pathways need to be arranged by the event sponsor by contacting ELS.
  • If the event will be held at night or will extend into the night, the event sponsor should expect to rent a generator for use during the event, e.g., perimeter lighting for concessions, and supplemental lighting for the pathways near and around the venue as determined by ELS and COPE.
• Parking lot lighting companies that provide this service for the Galvez Lot can be obtained by contacting the Parking & Transportation office.
• Please check with ELS (723-2855) as to the maximum weight per vehicle allowed inside the venue.

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Amplified Sound

• No amplified sound may take place after the following times:
  • 10:00 p.m. on weekday evenings
  • Midnight on weekend evenings.

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Signage

• The event sponsor is responsible for the printing and posting of all appropriate signage in the venue that provides directions and other information such as entry, exits, ticketing, restroom locations, disability drop off/pick up, food/beverage, parking, etc.

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Disability Access Information

• Frost Amphitheater is an ADA accessible site and there is disability parking available near the venue.
• Special arrangements to reserve large blocks of disability parking need to be made by contacting the Parking & Transportation Services and the Department of Public Safety.
• Please note that once inside the amphitheater the paved pathway that leads into the performance area does have a slight grade.
• Event sponsors should have one or more golf carts available to assist those with mobility concerns in getting up to the top of the bowl and around to their seating areas.
• If disability transportation is made available in and around the amphitheater, the pick up and drop off locations for these attendees will be located in clearly marked and easily accessible areas.
• If the size of the event requires the addition of portable restrooms, ADA compliant restrooms must also be ordered.
• Information about ADA arrangements must be submitted to the Diversity & Access Office for review and approval before the event.

For further information regarding Disability and Access Advice please contact:

Stanford Diversity and Access Office
Phone: 723-0755 or visit the DAO website: http://www.stanford.edu/dept/ocr/diversityaccess/access/event.html.

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Ushers and General Event Staffing at the Venue

• All event sponsors must provide ushers for crowd control in both the seating area, ticketing gates, interior pathways, wooded areas and any other areas in and around the Amphitheater that are determined in need of appropriate usher attendance.
• The sponsor must submit in their written proposal to COPE, information that reflects the number and placement of these ushers during the event.

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Electrical Generator for use Inside the Amphitheater

• If the event will be held at night or will extend into the night, the event sponsor should expect to rent a generator for use during the event, e.g., perimeter lighting for concessions, and supplemental lighting for the pathways near and around the venue as determined by ELS and COPE.
• The Stanford generator is available in Frost for emergency electricity needs only. Power through the house lights comes through the main power supply for Frost. This is connected to the emergency generator so that if the power goes off, that generator starts and the power is shifted to the house lights to provide emergency lighting for the space and for exiting.
• ELS can provide the spare generator for a fee. The event sponsor must consult with ELS regarding whether or not he/she will be utilizing the services of an outside vendor for a generator and its installation.
• If an outside company provides the generator (not Stanford ELS), the event sponsor needs to ensure that the equipment is properly grounded and provided with a GFI breaker. Circuits should not be overloaded and the outside vendor must work with ELS technicians to ensure that appropriate installation is completed. Once installation is complete, Stanford ELS technicians will inspect the set up to ensure proper and safe operation.

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Food and Beverage Permits and Distribution

• Refreshments may be served in Frost; however, contracts signed with concessionaires must be done in accordance with Stanford University policy.
• The event sponsor must also contact the Office of Special Events & Protocol (724-1387) to obtain permission to have concessionaires in Frost.
• Liability insurance and food and beverage permits will also be required of the vendors.
• Arrangements need to be made with Road Maintenance for bollards to be removed allowing vehicles into concession area.

For student groups, visit the Student Activities & Leadership (SAL) website for further information and permit applications.

For further information and permit responsibilities contact:

Environmental Health and Safety
Phone: (650) 723-0448
http://www.stanford.edu/dept/EHS/prod/general/fire/event.html

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Alcohol Permits and Service of Alcoholic Beverages

• Any anticipated sale or distribution of alcohol must be in accordance with Stanford University policy and may likely require a permit in order to serve it.

For information about the policy and how to apply for a permit to serve alcohol on campus, please see the Alcohol Permits section of the Office of Special Events & Protocol (OSEP) web site.

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Smoking

• Smoking is prohibited inside the Frost Amphitheater area as well as the pathways within the perimeters of the gates and fences.
• Sponsors must ensure that those who wish to smoke leave the facility through the main gates (and ushers must ensure that they have a ticket so that they may return).

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Camping in Frost

• Camping or sleeping out in Frost Amphitheater is not allowed.
• Stanford students, academic department staff, other general event sponsor staff will not be allowed to provide security in Frost for overnight stays.
• If there is equipment that has been pre-set for the event, the event sponsor can reserve security personnel, to be available in the site overnight. Please note that there is a fee for this service that is provided through the Department of Public Safety.
• Please contact the Department of Public Safety for further information about overnight security access to Frost at: 723-9633.

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Portable Restroom Facilities

• Permanent restroom facilities in Frost are very limited.
• For events of 2,000 or more attendees, additional restrooms will be required.
• ADA compliant restrooms must be ordered.
• The appropriate number of washbasins should also be ordered.
• The restrooms and sinks should be serviced at least once during the event.
• ELS can advise which companies to contact to order this equipment.
• Please use the following chart:

  http://bgm.stanford.edu/groups/els/toilet

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Grounds Maintenance Services

• A work order form (SU-40) is required for grounds to prepare and cleanup all of the Amphitheater and the Galvez Lot by the Stanford Grounds Department.
• Sprinkler controls (times to shut off and turn back on) need to be requested from the Grounds Department as well.
• Copies of ALL work orders must be received at least seven (7) working days in advance of your event.

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Recycling Services

• The venue has no recycling containers or large trash bins.
• Arrangements for these must be made through Stanford Recycling Center and Peninsula Sanitary Services, Inc. (PSSI)

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Janitorial Services

• The event sponsor must issue a work order form (SU-40) for janitorial services for the restrooms in Frost.
• Contact: American Building Maintenance (ABM) - 723-7888 for these services.

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Pre-Event Walk Through

• One week before the event, the event sponsor must schedule a walk through with all the Stanford University departments that will be working on the event, i.e., Event & Labor Services, Grounds, PSSI, Department of Public Safety, Diversity & Access Office, Office of Special Events & Protocol (OSEP), Parking & Transportation Services and/or others that may be required such as Student Activities & Leadership (SAL) for student sponsored events.
• All event details will be discussed at the amphitheater at this time and the sponsor should come with prepared event documents to ensure all last minute items are prepared and confirmed.

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Post-Event Walk Through

• On the day following the event, there will be a walk through scheduled to review the overall condition of Frost after the event.
• The event sponsor and an ELS representative will walk through the site. ELS will submit comments regarding the status of the facility to the executive director of Office of Special Events & Protocol (OSEP).
• The event sponsor will be responsible for assuming all charges if it is found that damage occurred to the facility and/or its surrounding fences, pathways, trees, stage, etc. by those who attended an event under their sponsorship.

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Last Revised: August 30, 2008 (Office of Special Events & Protocol (OSEP)/Office of Public Affairs)