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Event Registration

What Is CardinalSync Events?

  • A streamlined event request system for meeting, events, parties, and benefit fundraisers.
  • A request form and searchable database that allows you to see the availability of classrooms, auditoria, and White Plaza immediately.
  • A process of coordinated responses from all offices through a single confirmation and instructions.
  • A filing system for the requests you submit, now found in your user profile.

Read Before You Begin Your Event Planning

  • Basic space reservations take up to 7 days to process. It is best to submit a request 2-3 weeks in advance.
  •  Events in auditoria or outdoor spaces can take even longer. Plan a minimum of 1-3 months in advance.
  • Parties, benefit fundraisers, and races/runs/walks have different lead-times so please check if needed.
  •  Ensure that you have enough money in your account before requesting space.
  •  You must be an administrator or an officer in your CardinalSync portal to request an event.

Read before you fill out the Event Request

  • The form takes 5-10 minutes to complete.
  • Fill out fields accurately for prompt approval. If rejected, you will have to resubmit.
  • Do not choose "Repeating" under "Type" or click "All-Day" by the start time.  These features do not work.
  • You can request multiple spaces for each day. For multiple days, use a new request for each day.
  • Click the "Previous" button to go back, not the browser back button.

Steps to Creating and Submitting an Event Request

Quick Steps

 Description

Login to CardinalSync.

 

Go to your organization's portal.

Hover over "Organizations" on red-colored bar and pick the sponsoring organization.

Click "Events".

Find it on the left side of your portal.

Click "Create an Event".

Find it on the right side of the screen.

Name the event.

Upload a picture if you wish. Both the name and picture will appear on your portal calendar.

Choose "Category".

See below for detailed description of category below.

Choose "One-Time" for Type.

The "Repeating" function does not work. You can request a repeating event later in the form.

Pick starting and ending time. Pick set-up time too, if needed.

Do not click "All Day" event.

Click "Choose Room". In the pop-up window, scroll through the list and choose a room. Click "

If the space is not in 25Live you will have to type the room name in the space. Check first and see below for more details.

Provide description.

Description will be public on CardinalSync calendars.

Choose Participants.

Usually this can be ignored.

Choose Preferred Visibility.

See below for  a detailed explanation.

Ignore Advance Options

  

Press "Create Event" Button.

 Request has been submitted.

FAQ

Why do I have to provide category information 3 times?

  • On the top of "Create an Event" page the category prompt is linked to your CardinalSync portal and your own group categories. Think of your Google calendar and how you can have different colors for personal, work, etc. Your portal categories are similar. The default if you have not labeled your portal calendar is "general"
  • On the bottom of "Create an Event" page the category prompt is linked to pre-set 25Live categories. Pick the one that fits best. These choices are only seen if you click "Choose Room" and input a 25Live space.
  • The last category prompt is tied to specific questions for your event and needs to be completed accurately so your event can be approved.

How do I find the room I need?

  • Classrooms, auditoria and White Plaza is found in the searchable 25Live database. You can search by specific room, capacity or set-up and only available rooms will show. You may choose multiple 25Live rooms in one event request, but only for one-time events.
  • Other spaces including Old Union, Tresidder, residences etc. are not in 25Live you will need to type on your desired space: one location only in this box.
  • You can provide second and third choices in "Venue Logistics" section found later in the form. You should also provide alternate dates here. If there is any more information that you wish to convey about the logistics, do so in the box.
  • For now, only RSO 25Live space is available by the "Choose Room" button. Other 25Live space will be subsequently added after a trial period. Please see Choosing an Event Space in CardinalSync for more info on specific spaces.
  • If you do not see the "Choose Room" button contact SAL staff immediately - Ankita Rakhe.

What does visibility mean?

  • Visibility refers to how broadly do you want to broadcast your event through CardinalSync calendars.  You can post an internal event or an event open to the campus. Even though "Public" is a choice, events will not be public since access to Stanford's CardinalSync is for Stanford community only.
  • Events shared on "SAL Calendar" should only be for campus-wide, large-scale events. SAL staff will have final approval of this feature. However, if you do not initally request it, it cannot be adjusted after the form is submitted.

How can I ensure that my request is not rejected?

  • Provide complete and accurate information.
  • Make sure you click "Create an Event" button at the end of the form.
  • A party request can only be submitted by someone who has taken the party planning workshops. For details see.

What Happens After I Submit My Event?

  • University staff (SAL, OAPE or FSL) will review and usually approve your request promptly.
  • At times, requests are rejected because the information is unclear, needs more work, or does not comply with University policy. You will receive an email explaining next steps.