Title of Event * Name of GSE Faculty Sponsor * Co-sponsor * Stanford group non-Stanford group Name of non-GSE co-sponsor (Stanford unit/dept or non-Stanford organization name) * University Account Number (PTA) * Note: requests for use of GSE facilities without PTA will not be considered. For non-Stanford organizations, please provide the GSE faculty sponsor's PTA Description of Event * Speakers' and participants' names, lecture titles, etc. Based on your event details, you might be required to place orders for custodial/cleaning, additional trash-recycling bins, and other event services Contact Person Details Event Contact Person * Contact Person Phone * Contact Person Email * Event Details Event Date * Year Year20242025202620272028 Month MonthJanFebMarAprMayJunJulAugSepOctNovDec Day Day12345678910111213141516171819202122232425262728293031 Event Time * Start and end time Additional Setup and Teardown Time * Do you need additional setup and teardown time? If so, how long Anticipated Attendance, total * Anticipated Attendance, non-Stanford attendees * Will you be serving food? * If yes, please explain Will alcohol be served? * Yes No Please refer to alcohol policy at https://osep.stanford.edu/policies/alcohol-service-and-licensing-requirements Alcohol policy If you plan to serve alcoholic beverages at your event, you must follow state and local laws issued by the Department of Alcohol and Beverage Control (ABC). The ABC provides licenses to serve alcohol on campus and "special event" authorization for serving alcohol at a location that is otherwise unlicensed to serve alcohol on a regular basis. It is your responsibility as a Stanford Event Organizer to fill out the appropriate forms, provide the required documentation, confirm insurance coverage and obtain a signature from a sworn member of the Department of Public Safety (DPS) to receive a license and ensure everything is processed correctly and on time. You are also responsible for following all applicable state and local laws, ordinances and regulations, as well as all university policies and procedures. Violations of laws or policies may result in cancellation of the event and further disciplinary actions. Serving requirements and civil liability All events where alcohol will be served must follow these serving requirements, as well as any and all applicable state and local laws, ordinances and regulations, university policies and procedures. If immediate assistance is needed or an emergency occurs at the event, call 911. Self-service of alcohol is not permitted. Equally Attractive Non-Alcoholic Beverages (EANABs) and food must be available and easily accessible throughout the event. Alcohol service on campus includes beer and wine only. Licensed caterer or beverage service company must be hired to serve alcohol at the event. If anyone under the age of 21 will be attending, ID cards must be shown upon entry and wristbands must be distributed to ensure that these guests will not be served. The event organizer (or designated person over 21) must attend the event for the entire period that alcohol is to be served. The event organizer must have the ABC license on hand during the event (when a license is required). Anyone who looks to be under the influence of alcohol and unable to exercise care for one's own safety, or that of others, should not be served alcohol and DPS may be notified if there are further questions or concerns. Under some circumstances, event planners, bartenders or other organizing members of the event may be held legally liable for the consequences of serving alcohol to underage drinkers or obviously intoxicated persons. When a license is required If any of the following conditions exist, you must obtain a license: A fee of any kind is being charged for an event where alcohol is being served at any point. Example: A symposium has a registration fee and the closing reception will include alcohol. Alcohol is being sold directly to individuals during an event, i.e., a no-host bar. The event is open to the general public and not a closed, internal or invitation-only event. Even if your event does not require you to obtain an alcohol license, you are still responsible for following the serving requirements above, as well as any and all applicable state and local laws, ordinances and regulations, university policies and procedures. Alcohol Policy * I confirm that I have read, understand and agree to the above policy for serving alcohol on Stanford campus and accept responsibility for following it. Do you need breakout rooms? * If so, how many? Do you need A/V assistance? * If so, please describe Preferred venue * CERAS 204 CERAS 2nd floor lobby (outside room 204) CERAS 101 CERAS 1st floor lobby (outside room 101) Not sure Other Select all that apply Anticipated room set-up * Theater style Classroom style Boardroom style Other (please specify) Other room setup Special Requests Please remember, until your request is approved and the necessary work orders are completed, you may not publicize your event.
