Skip to main content

Overview of gatherings and meetings at Stanford

Last modified on November 5, 2021

Important

As of 6/21/2021, events are required to comply with current COVID-19 event modifications, detailed below, but are no longer required to register with EH&S except those that have 500 or more individuals.

Holiday Party Guidance: To the greatest extent possible, plan to have your party outdoors instead of indoors, especially if there is food and drink present. For on campus outdoor events not using an existing canopy, contact eventsafetyteam@stanford.edu for tent guidance.

If your event cannot be held outdoors due to weather or other circumstances, the following are strongly recommended best practices:

  • Choose a venue with enough space for attendees to be socially distant from one another
  • Open doors and/or windows for increased air circulation
  • Remind attendees they must wear a face covering when not actively eating or drinking

Required event modifications

The following event modifications are in effect (please note that student events have separate guidelines set by student affairs, click here for more information):

  • Events and gatherings of greater than 500 individuals require registration. Please email eventsafetyteam@stanford.edu
  • Event type
    • Social / morale events for staff are now permitted.
    • Off campus events  for faculty/staff/units are permissible and may be reimbursed.
    • Indoor and outdoor gatherings are permitted for faculty/staff/units.
  • Events may only be hosted by Stanford faculty, staff, postdocs, or affiliates. 
    • Events must have a defined attendee list, for the purposes of contract tracing if needed.
    • Events that are hosting non-Stanford affiliated guests must follow the university Visitor policy.
  • Staff and student attendees must complete the HealthCheck daily health attestation and COVID-19 testing requirements, where applicable. 
  • Attendees must follow all face covering requirements. See Health Alerts for the most up to date policies.  
    • Face coverings are required in crowded areas and at crowded outdoor events (crowded is defined by areas or events where 6 feet of physical distance cannot be maintained).
  • Most forms of food service are allowed. This includes, but is not limited to, buffets, self service, potluck style, passed trays, served appetizers, open bars, beverage stations, standing and seated dining, in addition to individually boxed/prepackaged or plated food and drinks.
    • Events where food and/or beverages are being served must be held outdoors, to the maximum extent possible.
    • Food and drink, with the exception of water, are not allowed in Registrar Office Classrooms.
    • Food trucks coming to campus must be registered with Off The Grid.
  • Facilities may enforce stricter requirements than listed here, depending on the facility.
  • Use 25Live or MedScheduler (School of Medicine) or contact the appropriate office for reserving a space on campus. Conditional approval of your event does not guarantee a space, so please coordinate with the appropriate facility scheduler to ensure a space is available. Many indoor spaces on campus are currently still unavailable for general use.
    • Discuss AV Support, tables, chairs, and other event needs with Events Services.

The following in-person activities are permitted, each with required modifications noted in the bullet points. Compliance with Stanford’s face covering policy are each required in all instances.

Classroom instruction and related university-led academic activities (e.g., office hours, mentoring, advising)

Necessary university business meetings solely among Stanford employees unable to be conducted virtually

  • For job functions that are not practical to perform remotely, in-person work/meetings are permitted to the limited extent necessary to complete such job functions.
  • Any such meeting must have a designated host who is responsible for ensuring compliance with all requirements and maintaining a list of all attendees.
  • Clean spaces between use.

Outdoor protest activities

  • Must follow all applicable regulations including specific face coverings, and social distancing requirements, and have a designated host who is responsible for ensuring compliance with all requirements and maintaining a list of all attendees.
  • Indoor protest activities are not permitted at this time.

Religious observance

  • Requires prior registration with CardinalEngage, review, and explicit approval of the Office for Religious Life.
  • Must follow all applicable regulations including specific face coverings, and social distancing requirements, and have a designated host who is responsible for ensuring compliance with all requirements and maintaining a list of all attendees.