Skip to main content Skip to secondary navigation
Banner image featuring a diverse group posing together with their face coverings on while outdoors.

Gatherings

Main content start
*Last updated 5.20.2021
Liam Llorin playing Spike Ball with friends. Photo Credit: Andrew Brodhead

When Santa Clara County moves to the yellow tier, the Office of Student Engagement will permit student organizations to host on-campus outdoor gatherings following the principles, policies and guidelines described below until Monday, May 31, as the End-Quarter Period begins on Tuesday, June 1. Indoor gatherings for student organizations are not permitted at this time. 

Guiding Principles 

  • The health, well-being, and safety of our community is paramount.
  • As state and county laws, public health orders and guidance evolve, and as we develop best practices in real time, we may make adjustments. Please continue to check this website for the latest information. 
  • We will begin by approving one event per week per group, and will approve more after ensuring other student organizations have had an opportunity to register and access spaces on campus. 

Recommended Best Practices 

  • Consider how an in-person gathering will align with your organization’s goals and how it will complement existing virtual programming, given that some of your members may not be able to attend an in-person gathering.
  • Keep your gathering simple.
  • Have one student leader present for every 25 students
  • Strategically promote your event by not over promoting it, to avoid capacity concerns. 
  • Continue to be good stewards of your organization's funds. The ASSU Financial Policies can be found here. Please submit your receipts to the ASSU by Tuesday, June 1, in order to be reimbursed this fiscal year.

Staying Safe

  • Students must continue to follow all Stanford public health guidelines that are currently in place.
  • If live music, including singing, is involved, follow these guidelines.
  • Alcohol service/distribution is not allowed for undergraduate student organizations. Attendees are expected to abide by all applicable liquor and drug laws, and university policies.
  • The following food policies apply for Stanford sanctioned on-campus events and gatherings. This includes events run for students, by staff and academic/school units, as well as events run by student organizations.
    • Only individually boxed/prepackaged food and drinks are allowed by an on-campus dining facility, a caterer, or a restaurant. Potluck or 'bring a dish to pass' style food service, buffet (including served buffet), and self service is prohibited.
      • To-go/pick-up options where individuals consume the goods away from the venue or at home are preferred.
      • Food and drink consumption is allowed at gatherings where participants will be seated, and must remain seated for the duration of the time they are eating. Consuming food while mingling/browsing is not permitted as per California Department of Public Health guidelines for food at events.
        • Table distancing of 10 feet (edge to edge) is required, and attendees must remain seated while eating.
        • All guests must maintain physical distancing from other households and wear face coverings when not actively eating regardless of vaccination status.

Policies

  • The last day for student org gatherings is Monday, May 31. The End of Quarter Period begins Tuesday, June 1.
  • Gatherings can take place outdoors, including in the designated spaces, as outlined below.
  • Gatherings can take place between 10 a.m. and 10 p.m., not to exceed 2 hour time blocks of time.
  • Gatherings are for on-campus residents and students authorized to come to campus for research or in-person classes. Other off-campus visitors are not permitted to attend student organization gatherings at this time.
  • The maximum number of participants that can gather is up to 100 students. The person that registers the event is the host/event coordinator and is responsible for monitoring capacity. Hosts/event coordinators are responsible for dispersing and/or ending a gathering if the event reaches over 100 students. 
  • The host/event coordinator is responsible for maintaining a list of participants for the purposes of contact tracing.  An RSVP in advance is suggested.
  • Low amplified sound, such as bluetooth portable speakers, is permitted after 5 p.m. until 10 p.m. Monday-Friday and on the weekends from 10 a.m.-10 p.m. Please be courteous of your neighbors. 
  • Student organization events are limited to on-campus at this time. 

Student Organization Registration Process

  • Step 1: Register your organization in CardinalEngage for our annual registration process, before submitting your request to host a gathering. For more information, see the slide deck. *For students from the medical school, business school and law school, please work with your department advisors for specific steps for approval.
  • Step 2: Once your annual registration is complete, submit your gathering request three days in advance of the event in CardinalEngage.
  • Step 3: You will receive an approval, rejection or ways to modify your gathering within one business day via CardinalEngage. This is not a space reservation.
  • Step 4: Once approved, if you want to reserve an outdoor space on-campus at the following locations, please follow this process for designated spaces:

Accountability 

Participants at your gathering may be approached by a student, staff or Department of Public Safety staff member, and asked to present their Stanford Health Check badge and identify the host under the following circumstances:  

  • You are not social distancing.
  • You are not adhering to current university face covering requirements
  • There appears to be more than 100 students at your gathering.
  • Your gathering has lasted past 10 p.m. any day of the week.
  • You are consuming or distributing alcohol to minors under the age of 21. You can be cited for minor in possession (MIP).
  • The gathering is excessively loud or disruptive to those in the area.
  • Your gathering was not registered

If you have additional questions about gatherings, please contact studentengagement@stanford.edu.


 

Household Basics

Undergraduate Students

Beginning April 7
  • Undergraduates can form households
  • Up to 8 students
Beginning April 14 Undergraduates can organize private outdoor gatherings for up to 24 students from 3 households. Face coverings, physical distancing and registration required via scheduling.stanford.edu using Express Scheduling. 

Graduate and Professional Students

Beginning March 29
  • Graduate and professional students can form households
  • Up to 8 students
Beginning April 14 Graduate and professional students can organize private outdoor gatherings for up to 24 students from 3 households. Face coverings, physical distancing and registration required via scheduling.stanford.edu using Express Scheduling. 
Tile image featuring a detail macro shot of a green lawn.

Spring 2021 Events & Gatherings

Find out more detail about what types of events and gatherings are planned for spring. 

Banner image featuring a photo of the sky at dusk, via Freepik.

Campus Zones Basics

Undergraduate Students Living Off Campus

• May not participate in student households.

• As a community member, may access the athletics, campus arts and community zones beginning April 12.

• Must abide by entry/attendance requirements for facilities in these zones.

Undergraduate Students Living On Campus

• May access all zones.

• May participate in student households.

• May organize and must register private outdoor household gatherings beginning April 14.

• Must abide by entry/attendance requirements for facilities in all zones.

Graduate and Professional Students Living On Campus

• May access all zones.

• May participate in student households if living on campus.

• May organize and must register private outdoor household gathering if living on campus beginning April 14.

• Must abide by entry/attendance requirements for facilities in all zones.

Details: Outdoor Gatherings for 3 Households

Last updated: March 31, 2021

Beginning April 14, 2021, per California state guidelines and Santa Clara County’s mandatory directive for gatherings, Stanford will permit registered on-campus outdoor gatherings for up to 3 separate households with no more than 24 students total in one gathering. To participate and reserve an outdoor space for on-campus residents, please read the instructions below. 

But first, follow these instructions to register as a household if you have not already done so. For purposes of the outdoor gatherings process, any individual who is not registered as a member of a household may participate as a “household of one” and will count against the total count of 3 households.

The Office of Student Engagement is preparing guidance for student organizations to host gatherings in the near future, pending public health orders. OSE will share more information as it becomes available.

Registration Process

To register a space for up to 3 households to gather outdoors:

  1. Go to scheduling.stanford.edu and go to the Express Scheduling Event section.
  2. Select the date you would like to host the gathering.
  3. Under the time, please select the start time and end time.
  4. Under available express locations, all available pre-approved spaces will auto populate; select one.
  5. Under event name, please list the activities you would like to do (e.g. picnic, yoga, etc.).

Outdoor spaces currently available for reservation:

  • Roble Field: 5 Spaces
  • Roble Patio: 1 Space
  • Lake Lagunita BBQ area: 1 Space
  • Old Union Courtyard: 1 Space
  • White Plaza: 4 Spaces
  • Upper Meyer: 3 Spaces
  • Lower Meyer: 2 Spaces

More spaces coming soon, pending university approval.

Gatherings can take place for a maximum of 2 hours between the hours of 10 a.m.-10 p.m., 7 days a week. Low amplified sound (e.g. music from a phone) is only permitted on Saturdays and Sundays, and must not impact surrounding residences.

Given we anticipate many potential requests, we ask that you book no more than one gathering a week.

The individual registering the event in 25Live (the scheduling platform at scheduling.stanford.edu) will serve as the designated host, and must have a list of attendees for the gathering to help with contact tracing should this be required.

Registration must be done at least 3 business days in advance. After your space reservation is received and processed, you will receive an email notification. 

Expectations

As a reminder, all participants are expected to: 

  • Complete COVID-19 surveillance testing twice each week and a daily Stanford Health Check.
  • Follow the county’s Mandatory Directive for Gatherings, which includes the following:
    • Wear a face covering at all times, except when eating or drinking.
    • Maintain 6 feet of physical distancing from others outside your household at all times. 
    • Use hand sanitizer. 
    • Gatherings must be 2 hours or less.
    • Those at high risk of severe illness should consult with their health providers before participating in any gathering.
    • Those in attendance should be mindful of medically vulnerable peers; ensure all rules are followed and that paths of travel and exit/entry points are kept clear.
    • Singing, shouting, chanting, and playing wind instruments are prohibited.
    • Vaccinated individuals are not exempt from any of the above requirements.
  • Be in accordance with Campus Compact guidelines.

Students currently in isolation, quarantine or exhibiting symptoms of COVID-19 are prohibited from going to any gatherings. Off-campus students are not permitted to attend on-campus gatherings at this time.

When Gathering

Signage with general guidelines will be placed in recommended spaces where you can gather. Please follow the guidelines as outlined on the signage. 

If you plan to consume food and beverages, prepackaged food or takeout is recommended rather than sharing food items (i.e. no family-style dining). You must have a plan to clean your trash, and use disposable plates, cups and utensils.

Being Approached

You may be approached by someone, such as a student, staff or a Department of Public Safety staff member. You may be asked to present your Stanford Health Check badge and you may be instructed to end your gathering if:

  • You are not social distancing.
  • You are not wearing face coverings, except when eating or drinking. 
  • There appears to be more than 24 students in your gathering.
  • Your gathering goes past 10 p.m. any day of the week.
  • You are consuming or distributing alcohol to minors under the age of 21, and can be cited for minor in possession (MIP).
  • The gathering is excessively loud or disruptive to those in the area.
  • Your gathering was not registered. 

Reporting a Concern

  • To request emergency assistance (medical assistance/crime in progress), call 911.
  • For urgent undergraduate student support, the Residence Dean on-call can be reached at (650) 504-8022. 
  • For urgent graduate student support, please call the Graduate Life Office pager at (650) 723-7288. You will reach a Stanford operator. Provide pager ID #25085 and indicate that you need to reach the Graduate Dean on-call. You will be contacted directly by return call.
  • To receive a non-emergency response (file a police report, report a public safety concern) call (650) 329-2413. 
  • To report a Campus Compact violation, complete this form

Future

If the pandemic worsens, and the county and state become more restrictive, we may be required to suspend this process to be in compliance with the law. On the other hand, if the county and state become less restrictive, we will assess the situation, open additional spaces, and create guidelines to host larger gatherings over time.

The health and safety of our community is our utmost priority and we can only be successful if we work together to support each other through the end of the pandemic.

If you have additional questions about gatherings, please contact us.