Requests for Use of Campus Streets:
Runs, Rides, Walks, and Outdoor Events

The process for runs, rides, and walks (R/R/Ws) is different for Campus Departments and Student Groups. Please follow the instructions that apply in order to plan for a run, ride, or walk on campus. Make sure you are clear on the process and guidelines before you begin.

A limited number of these events are allowed each quarter so make your plans early:

Please note: Preference is given to established, annual campus events.

Requests for use of campus streets include Palm Drive, Campus Drive, and other major thoroughfares. Use of these streets for any event require review and approval. Please contact the Office of Special Events & Protocol (OSEP) for further information.

Student Groups

Please note: You may NOT publicize your event until ALL of the steps have been completed.

1. Submit an online Event Request to the Office of Student Activities and Leadership (SAL) by logging onto mygroups@stanford http://orgsync.stanford.edu
2. After your SAL advisor reviews the request, s/he will contact you to initially discuss your proposed plan. Your proposed plan should include:
   • Overview of the Event: date, time, venue, expected attendance, fees
   • Goals of the Event
   • Budget: Include funding sources
   • If Benefit Fundraiser: Identify the beneficiary
   • Planning Committee Leaders & Contact Information
   • Staffing Plan: How will the event be staffed? Create a list of tasks.
   • Publicity Plan: How will your event be advertized?
   • Day of Event Schedule: Prepare an event/day schedule
   • Select your Course Map from the pre-approved routes list.
3. Once you have outlined your plan with your SAL advisor, enter a RRW Online Request to the Office of Special Events and Protocol (OSEP).
4. Your application will be reviewed by OSEP and, if given approval to proceed to the next stage of planning, the following items must be included in your completed plan:
   • Parking: Consult Parking & Transportation
   • Security/Traffic Control: Consult Department of Public Safety
   • First Aid and Emergency Plan (Discuss with Dept. of Public Safety)
   • Food/ Beverage Arrangements
   • Sanitation Plan: Includes bathroom/porta-potty access, and Garbage/Recycling/Clean-up.
   • Event Registration Process: Only Stanford approved PCI-compliant e-commerce vendors are permitted.
   • Liability Insurance
   • Liability Waivers
   • Advertising/Publicity: Include a sample of proposed advertisement, invitation or flier
   • Disability Access: Contact Diversity & Access Office
   • Press/Media Attendance
5. You will be provided with a signature form following the initial approval of your event. Before final approval, your complete R/R/W plan must be reviewed and approved by the following departments.
• Risk Management
• Stanford Department of Public Safety (SUDPS)
• Parking & Transportation
• Athletics
• Office of Special Events and Protocol (OSEP)
6. Once you have obtained all of the required signatures, return your completed application to the Office of Special Events and Protocol.
7. Once your completed application is on file with OSEP, you may begin publicizing your event. You may NOT publicize your event until ALL of the above steps have been completed.
8. A final event review meeting will be scheduled and the sponsoring student organization will present the final R/R/W plan to SAL, SUPD, and OSEP.

Questions? Contact the Office of Special Events and Protocol: runsraces@stanford.edu

Campus Departments

Please note: Fundraising activities where any proceeds or donations benefit any non-Stanford, unaffiliated organization before or during the campus event is prohibited.

1. Put together a proposed race plan. Your plan should include:
   • Overview of the Event: date, time, venue, expected attendance, participation fees
   • Goals of the Event
   • Budget: Include funding sources
   • Planning Committee Leaders & Contact Information
   • Staffing Plan: How will the event be staffed? Create a list of tasks.
   • Publicity Plan: How will your event be advertized?
   • Day of Event Schedule: Prepare an event/day schedule
   • Select your Course Map from the pre-approved routes list.
2. Once you have outlined your plan, enter a RRW online request to the Office of Special Events and Protocol (OSEP).
3. Your application will be reviewed by OSEP and, if given approval to proceed to the next stage of planning, the following event details must be included in your completed plan:
   • Parking: Consult Parking & Transportation
   • Security/Traffic Control: Consult Department of Public Safety
   • First Aid and Emergency Plan (Discuss with Dept. of Public Safety)
   • Food/ Beverage Arrangements
   • Sanitation Plan: Includes bathroom/porta-potty access, and Garbage/Recycling/Clean-up.
   • Event Registration Process: Only Stanford approved PCI-compliant e-commerce vendors are permitted.
   • Liability Insurance: Consult Risk Management
   • Liability Waivers: Consult Risk Management
   • Advertising/Publicity: Include a sample of proposed advertisement, invitation or flier
   • Disability Access: Contact Diversity & Access Office
   • Press/Media Attendance
   • Proceeds confirmation letter (from the Stanford Sponsoring Dept. confirming use of funds).
4. You will be provided with a signature form following the initial approval of your event. Before final approval, your complete R/R/W plan must be reviewed and approved by the following departments.
   • Risk Management
   • Stanford Department of Public Safety (SUDPS)
   • Parking & Transportation
   • Athletics
   • Office of Special Events and Protocol (OSEP)
5. Once you have obtained all of the required signatures, return your completed application to OSEP.
6. Once your completed event application is filed with OSEP, you may begin publicizing your event.
7. A final event review meeting will be scheduled and the sponsoring department will present the final R/R/W plan to SUDPS and OSEP.

Questions? Contact the Office of Special Events and Protocol: runsraces@stanford.edu

Maps and Approved Routes

Below are the approved routes for runs and walks on campus. Please note that you will need to login via Webauth with your SUNet ID to view them.

10 K Routes:

• Course A - 10k Athletics Loop
• Course E - 10k Stock Farm Loop

5 K Routes:

• Course D - 5k Stock Farm Loop
• Course F - 5k Athletics Loop

Historic Routes:

• Course B - Pow Wow Fun Run 5k run, 1mi walk
  
• Course C - 5k Race for PH/ER Run/Life Long Fitness
• Course G - 8k

Please contact OSEP directly for the following:

• Pre-Approved Alternate Route
• Orienteering Route

Questions? Contact the Office of Special Events and Protocol: runsraces@stanford.edu

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