Requirements

Stanford’s Sponsorship Policy

Planning an event on campus can be an involved process. Please review these requirements and contact the Office of Special Events & Protocol with questions. Before confirming whether an event can be held on the University campus, it is important to appropriately identify a Stanford sponsor. Various tax-exempt, financial, insurance, liability, public safety, and other risk management issues for the University may need to be reviewed.

In order to have an event on campus there must be a Stanford “Sponsor.”

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Definition of “Sponsor”

A University sponsor IS:

• Stanford academic departments, schools and institutes
• Administrative offices within and operating on behalf of the University
• Registered and approved student groups within the University as approved by Student Activities & Leadership (SAL)
• Non-academic departments recognized by the President's Office, such as Athletics
• The Associated Students of Stanford University (ASSU)

A University “sponsor” is NOT:

• Any individual member of the Stanford faculty, staff or student body providing his/her name to a group simply so that they can plan an event using campus facilities
• Any individual who does not currently work or attend Stanford
• Any non-profit or corporate entity that is not affiliated with Stanford and does not otherwise have an approved University sponsor, must hold their event off campus

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Stanford Sponsor: Event Planning Requirements

• The purpose and content of the event must be relative and consistent with the educational mission of Stanford University.
• The event must meet the overall strategic goals and purpose of the sponsoring school, department, institute, or student group.
• The department’s chair, school’s dean, or other designated University authority within that organization must be informed of the event and approve the proposed expenditure of funds.
  • He/she must be given the opportunity to review the request, understand the commitment of Stanford staff resources, and identify, if necessary, any conflicts of interest that might preclude the event from being held on campus.
• The sponsoring organization must show that it has considered the community impact of holding the sponsored event on campus and has made concessions to account for increased traffic flow and parking impacts on campus particularly during “peak” hours.
• Be responsible for the actual logistical planning and execution of the event to ensure that sponsorship event criteria and University goals are met.
• Provide appropriate and reasonable Stanford faculty involvement to adequately recognize Stanford’s role in the educational content of the conference or other academic related presentation.
• Assume all financial responsibility (providing the appropriate account number to all administrative entities that will charge fees) and ensure that all University and other vendors are paid for their services.
• Ensure reasonable consideration is given and every effort is made to produce a sustainable “green” event.
• All ticketing and registration arrangements must be done through a Stanford University department that is financially compliant and can provide revenue reports for received. For more information and assistance visit the Stanford Ticket Office.

The University Sponsor must also:

• Determine whether the requisite staff resources exist within the University organization, or if other resources must be identified within the University to produce the event (the Office of Special Events & Protocol can assist you in various levels of planning if needed).
• Be responsible for securing and overseeing any indoor and outdoor venues reserved for the event.
• Prepare a budget, manage finances and work with University accounting to ensure proper payment and recording of actual expenditures after the event.
• Provide a valid Stanford University PTA account for payment of all costs associated with the event.
• Ensure all work orders are placed and confirmed with all internal University service departments prior to the start of the event.
• Identify at least one key Stanford person who will be in attendance to act as a main contact during the event.
• The sponsoring department must provide whenever possible, registration discounts and/or free admission for Stanford students.

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Co-Sponsors (unaffiliated): General Requirements

• Commercial or non-profit entities unaffiliated with Stanford, who wish to co-sponsor an event or participate in a more direct manner need to first approach the University sponsor.
• Overall planning and management of the event must be handled by the Stanford sponsoring organization as noted above and adherence to all other University policies and procedures.
• Potential conflicts of interest must be reviewed before any agreement to proceed is made.
• Written agreements regarding the terms of a co-sponsors participation are often required.
• The co-sponsor(s) must adhere to the following:
  • The purpose and content of the event must be relative and consistent with the educational mission of Stanford University.
  • The event must meet the overall strategic goals and purpose of the sponsoring school, department, institute, or student group.
• All ticketing and registration arrangements must be done through a Stanford University department that is financially compliant and can provide revenue reports for received. For more information and assistance visit the Stanford Ticket Office.
• Use of the Stanford name and marks on all promotional by the co-sponsor must be reviewed and pre-approved.
• Use of the the co-sponsor’s name and other affiliates in any Stanford materials needs to be reviewed.
• The co-sponsor cannot receive any financial benefit from the event proceeds.
• The co-sponsor must consult with the Stanford University sponsor regarding its participation before and during the event. It cannot manage the event.
• A co-sponsor will need to provide a certificate of insurance to the University’s Risk Management Department.
• Other questions or event policy concerns may arise and will be reviewed on a case-by-case basis.

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High Profile/High Impact Events

If you are planning a high profile event (e.g., one that has a visiting dignitary, celebrity or other such person speaking or in attendance) additional steps may be required before approval.

Any other questions or concerns not mentioned above regarding the proposed event should be reviewed early in the process with the Office of Special Events & Protocol before proceeding with the planning process, particularly if this is a large, high profile event.

With events that have a high level of complexity and competing interests/requirements, a written agreement with keynote speakers for example, should be secured. (See also: Speakers Release form.)

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Event Planning Services/Resources We Can Provide

OSEP provides policy guidance and planning assistance to Stanford sponsors to ensure a successful event. Some core event planning services we provide are listed below:

• Strategic event goals analysis
• Overall conference management
• Event logistical planning and design
• Marketing and promotional analysis and design management
• Diplomatic protocol assistance
• Liaison with:
  • University film, broadcast and still photography
  • Department of Public Safety regarding security needs
  • News service media releases and press conferences
  • Parking and transportation needs
  • Catering consultation and design
• Ticketing (on-site and online services)
• Registration (online services)
• Provide guidance regarding “greening” your event
• House management and day-of-event staffing services
• Other services as needed.

For questions and assistance in planning your next event, please contact the Office of Special Events & Protocol.

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