Events scheduled through the Registrar's Scheduling Office require approval by the Registrar's Scheduling team. These events are scheduled through the University Registrar's Office according to the policies outlined on this page and University event policies found on the website for the Office of Special Events & Protocol. Events must be consistent with the educational mission of Stanford University, intended primarily for Stanford faculty, students, staff, and alumni, and organized by a Stanford department or organization. Outside corporations and organizations must be sponsored by a Stanford school or department.
Registrar’s Office (RO) schedules classrooms quarter by quarter, as providing space for University classes is our priority.
If you have submitted an event request in 25Live to use a Registrar’s Office scheduled space, and need to check on the status of your event, please log onto 25Live and look up your event. If the requested locations have not been assigned (grey rather than blue box next to the location), then your event is still being processed. Please review the following policy on turnaround times.
|Type of event||Turnaround time||Timing|
Class related events (M-F)
Requests that are submitted before the start of the quarter will be processed after room assignments for classes have been completed but before the start of the quarter.
|Non-class related events (M-F)
|Events in outdoor spaces||
3 business days
|As soon as the event request is submitted|
Events taking place on weekends (BIG 5 dates excluded)
|3 business days||As soon as the event request is submitted|
|Events taking place during final exam week||It depends||Will not be processed until after the 3rd week of the quarter|
Students wanting to reserve Registrar scheduled spaces must first register their event through CardinalEngage and receive approval from the Office of Student Engagement (OSE). OSE policies and information can be found on the OSE web site.
To use a facility on the Stanford Campus, any outside group or individual must have an official on-campus sponsor. A sponsor cannot be an individual; it must be either a University department or a student organization registered and approved by the Office of Student Engagement.
If a University department is sponsoring you or your group, only the head of the department may give the authorization to act as your sponsor. The department head will assign a contact person who has authority to sign forms under the department's account number. The contact person is the one who must contact RSO (Registrar Scheduling Office) to place the request.
If a student organization is sponsoring you, the president of the group must submit your request via Office of Student Engagement web site.
An off-campus person cannot place a request with the Registrar's Scheduling Office (RSO). You must give details of your event to your sponsor.
Because Stanford University is a nonprofit educational institution with its assets and resources dedicated to its mission of research and education, federal and state laws as well as University practice generally prohibit it from raising money for or sharing in funds raised for outside organizations not directly affiliated with it. This prohibition includes, but is not limited to, religious groups, political groups, and unaffiliated nonprofit organizations. Any such group should seek other locations for fundraising activities.
In addition to the spaces that are scheduled by the Registrar’s Office, there are specific school or departmental venues that require the direct approval of the space-granting entity.
Staff: Please log in to 25Live and fill out the event creation form. Firefox is the recommended web browser. For a 25Live Tutorial is available for staff who are unfamiliar with the scheduling system.
Faculty: Contact your department administrator to request the space.
Non-Stanford Affiliated Groups and Individuals: You will need a Stanford sponsor to sponsor your event. Please see the information above regarding 'Sponsorship for Non-Stanford affiliated groups and individuals'.
For questions regarding policy, see the Office of Special Events & Protocol web site.