policies and procedures
How do I submit an event?
Each group must have a designated calendar administrator. The calendar administrator must login using his or her SUNet ID and password. Once logged in, the calendar administrator can fill in a submission form to submit an event listing. Once submitted, events will generally appear on the website within 24 hours.
If you represent a Stanford academic department, organization, or student group which does not have a calendar administrator, you may complete our online training and request an account.
Contact calendareditor@stanford.edu if you have additional questions about obtaining an administrator account.
What events can be posted?
Approved events that are open to the Stanford community or open to the public can be advertised on the Stanford Event Calendar if they meet the following requirements:
- the group must possess confirmation of venue reservation for the proposed date and time
- all contracts for the vendor or speaker must be signed
- benefit fundraisers must have special approval from OSA and Stanford Events to be posted
- the event is not a party - see Student Activities (SAL) definition of a party.
Events require a Stanford sponsor that organizes and is responsible for the event. Outside companies or organizations do not qualify as Stanford sponsors. Event sponsors must have all paperwork necessary for approval completed and signed before posting on the Stanford Event Calendar.
For more information about the event approval process, please see the websites of the Registrar's Scheduling Office, Stanford Events, and for student events, the Student Activites and Leadership (SAL).
When will events be posted?
Published events will be posted to the Stanford Event Calendar within 24 hours of submission. The calendar editor reviews newly published events each weekday morning and periodically throughout the day. If an event does not appear to meet the requirements, it will be removed from the system and the calendar administrator will be notified. Publication of events is at the discretion of the calendar editor.
Can my event be a "featured event" on the main page of the calendar?
Featured events meet the following requirements:
- Venue large enough to accommodate 50 people
- Not a regular business meeting of a group or department
The decision to designate an event as a "featured event" is at the discretion of the calendar editor. If your event meets the above criteria and you wish to have it considered for the "featured" page, please send an email to calendareditor@stanford.edu.
How do I change event information on the calendar?
As a calendar administrator, you can edit, cancel or remove previously entered events. A change of venue, date/time or scope must be approved by the space-granting entity. If a publicized event has been canceled, we strongly recommend that you mark the event as such under the "Publish" tab of the event editing screen rather than removing it from the system.
How do I add a photo or image to an event listing?
Photos should be cropped to 150 x 150 pixels and should be in JPEG or GIF file format. On the "Submit an Event" page under the "Media" tab, you will be prompted to browse to the location of the photo on your computer (similar to attaching files in most e-mail programs). Once selected, the photo will be added to your event entry. The Stanford Event Calendar also has a library of generic images you can use in your event, available from the "Media" tab.
What are the penalties for misuse of this website?
Event submissions must comply with the Fundamental Standard and the University’s Computer Usage Policy. Calendar administrators must protect the integrity of their accounts and passwords. Individuals will be held responsible for all information submitted using their authentication.
Groups will be contacted regarding questionable submissions. The calendar editor reserves the right to delete and/or edit event listings if the information provided does not meet the above mentioned criteria or violates university policy, local, state or federal laws.
Participation in the Stanford Event Calendar is a privilege that can be revoked at the discretion of the calendar editor. Egregious offenders may be referred to Judicial Affairs.
How can I have my event recorded for Stanford on iTunes U and/or YouTube?
The sponsoring department is responsible for producing the audio or video recording. We recommend using Stanford Video. For more information on how to contribute your recording to Stanford on iTunes U or YouTube, please visit their Contributor Information site.
How do I contact the calendar editor?
E-mail the calendar editor at calendareditor@stanford.edu.
About This Site
Submit an Event
