Student Party Policy & Guidelines

Party Planning Guide

Definitions

• Party: A party is defined as an event held primarily for the purposes of socializing, or an event where alcohol is present. Parties for larger groups and/or with alcohol require both extra attention and planning. All parties hosted or co-hosted by a student group(s) must be registered and go before by the Party Review Committee.
• Student Group: refers to all voluntary student organizations, Row Houses, sports teams (both club and varsity), fraternities, and sororities. Groups that are not included in the preceding definition are encouraged to register.
• EANABs (Equally Attractive Non-Alcoholic Beverages): refers to beverages that are appealing alternatives to alcoholic beverages and contribute to an inclusive and inviting experience for non-drinkers and those who choose not to drink alcohol at a registered party.
• Primary Coordinator: student group or House member(s) responsible for coordinating party logistics, including registration, and serving as the primary points of contact during the party. Primary Coordinators are expected to intervene if they observe a policy violation during the party and are expected to participate in any investigations into alleged violations that occurred at the party.
• University advisor/liaison: a professional staff or faculty member designated to provide ongoing support and guidance to a student group.

Types of Parties

• Members Only
  • A private party only for members/residents of the hosting student group(s).
• Invite Only 
  • A private party for members/residents of the student group and a maximum of three invited guests per member/resident of the group OR the maximum occupancy of the venue where the party is held, whichever is smaller. All non-Stanford guests must be 18 or older.
• Open Invitation
  • A party open to Stanford students, and non-Stanford guests accompanied by a Stanford student which may not exceed the occupancy of the venue where the party is held. All non-Stanford guests must be 18 or older.

Registration 

• The party planning course must be completed by the party host prior to registering a party, which explains the necessary steps to be a host. You only have to do the party planning course once an academic year.
• Student groups intending to host or co-host a party must register a party via the Party Registration form so that relevant stakeholder groups (SUPER, FSL, ResEd, etc.) are aware of the event and can support planning if needed.
• Student groups must identify any other student group(s) co-hosting a party and a coordinator from each co-hosting group on the party registration form. 
• Party approvals occur weekly, every Tuesday. Therefore, deadlines for form submission are:
  • If your event is Thursday through Sunday, this form must be submitted by that Monday night. 
  • If your event is Monday through Wednesday, this form must be submitted by the Monday night of the week prior.
• Harm reduction plans are on file here for most houses and should be followed by party hosts. A harm reduction plan is assumed based on the party size listed and are designed to describe the best and safest way to host a party in the space. If your party has additional elements that are not covered by the existing harm reduction plans, such as any deviations from the existing plan (additional bar areas, different venue, specific decorations, musical events, party rentals, etc.), please list that in the event description section of the party registration form. The harm reduction plan on file includes:
  • Information about sober monitors including 1) the number of sober monitors, 2) a description of the sober monitors’ roles, and 3) information about how sober monitors will be identifiable to party guests
  • A plan for checking IDs, which includes:
    • How Stanford IDs will be checked
    • If alcohol will be available or served, how government IDs will be checked. 
      • If you plan to give 21+ guests a wristband so that they only need to show their government ID once, wristbands must be distributed at the party, not in advance of the party. 
  • A plan for monitoring entrances and exits to ensure only invited guests are able to attend, which must include:
    • How the student group will prevent members and guests from bringing in their own alcohol and what they will do if they observe someone bringing in their own alcohol. 
    • How the student group will identify members and guests who arrive intoxicated and their plan for what to do if this happens. 
    • How the student group will seek help if guests arrive highly intoxicated and need assistance. 
• A party may last a maximum of four hours. Moreover, student groups cannot host or co-host back-to-back parties, pre-parties, concurrent parties, or more than one party per day.  
• Parties can only be held during the following dates. No parties will be approved during the final examinations period. Exceptions may be granted by a University representative in coordination with SUPER. 
  • The first day for student group hosted parties is:
    • Fall Quarter: Friday, September 27, 2024 
    • Winter Quarter: Thursday, January 9, 2025 
    • Spring Quarter: Thursday, April 3, 2025
  • The last day for student group hosted parties is:
    • Fall Quarter: Saturday, December 8, 2024 
    • Winter Quarter: Saturday, March 15, 2025 
    • Spring Quarter: Wednesday, June 4, 2025
• Undergraduate student groups may not host parties with alcohol on campus during Admit Weekend. 
• The party review committee may deny or recommend a postponement of a party if the expected lead time is not met, if it is clear that the lead time is not sufficient to support a well organized and safe party, or if the party failed a fire inspection.

Party Advising and Review Committee

• All parties registered on the form are assumed pre-approved, pending a fire inspection for events over 100 attendees. The Party Review Committee is the primary entity responsible for reviewing and discerning the viability of a party registered by a student group.
• The Party Review Committee will meet Tuesday each week during the Autumn, Winter and Spring quarters to review party requests submitted via the Party Registration Form. 
• The Party Review Committee will consist of representation from the following units/departments including, but is not limited to:
  • SUPER
  • OSE
  • SUDPS
  • Fire Marshal
  • ResEd
  • FSL
• Following a review of a registered party, the Party Review Committee may deny, require modifications prior to approval, or recommend a postponement of the party. The decision will be delivered via email  by SUPER on behalf of the Party Review Committee. 
• The factors considered in a review include, but are not limited to, location, venue occupancy, party size, harm reduction plan, presence of alcohol and alcohol service plan, theme, fire safety, student group history of adhering to University policies, and student group Conduct Status.
• The Party Review Committee may also rescind approval, deny, or recommend a postponement of a party if fire safety efforts, or security are not sufficient for a safe party. 
• Should a violation of university policy be determined or alleged after a party is approved, but prior to the party taking place, the Party Review Committee, a University advisor/liaison, or relevant department shall have the absolute right to immediately rescind approval and the student group would be required to communicate the cancellation immediately. 

Sober Monitors

• Parties with alcohol must have sober monitors so that someone is present to handle any issues. Best practice is ratio 1 sober monitor per 25 guests.
  • For 0-99 guests, parties should have minimum 3 sober monitors.
  • For 100-299 guests, parties should have minimum 5 sober monitors.
  • For 300-499 events, parties should have minimum 10 sober monitors.
  • For 500+ events, parties should have minimum 15+ sober monitors. Events of this size are encouraged to have StEMS present if available.
  • For special events, consult and work with the SUPER office on a specific plan.
• For FSL organizations, a list of sober monitors and contact information for each must be sent to your FSL advisor at least 24 hours before your event.
• All sober monitors should be visibly discernable to all guests and emergency response personnel. Examples: brightly colored hats/ vests or formal attire.
• Sober monitors must remain sober before and during their shift. 
• All assigned sober monitors must have completed the sober monitor module prior to the date of the party. The module must be completed once per academic year.
• Sober monitors have responsibility to intervene when they observe violations of the law and/or university policy and are authorized to take appropriate action to resolve the violation including shutting down the party. 
• Sober monitors are required to adhere to directives from University officials, emergency response personnel, or third-party vendor representatives.

Alcohol Service

• There may only be a maximum of two designated alcohol service areas for on-campus parties and must be as described in the harm reduction plan. This helps mitigate risk by controlling alcohol distribution and keeps eyes on attendees.
• Unattended alcohol is prohibited at all parties on or off campus. 
• Alcohol may only be served at the designated alcohol service area(s). Alcohol may not be served or made accessible in private rooms before, during, or after a registered party. 
• Alcohol must be served by an assigned bartender(s). The bartender(s) must be 21 or older and must remain sober before and during their shift.
• Guests are prohibited from serving themselves. 
• BYOB parties are not permitted. 
• If the student group includes undergraduates, only beer, wine, seltzer and packaged pre-mixed alcoholic beverages (e.g wine coolers, pre-mixed cocktail drinks under 20% alcohol by volume, etc.) may be served to guests who are 21 and older.
• Shots of hard alcohol are prohibited at all parties. 
• Selling tickets for a party with alcohol, selling alcohol at a party on campus or off campus that is not hosted at a third-party vendor with a valid alcohol service license, must adhere to the following alcohol service and licensing requirements. Note, student groups should adhere to a much longer lead time in order to obtain a license and consult with their University advisor/liaison proactively. 
• Equally attractive non-alcoholic beverages (EANABS) and food must be provided by the host(s) for consumption throughout the duration of the party if alcohol is served. Food provided should be substantial and must be appropriate for the number of guests and the duration of the party.

Off-Campus Parties

• Student groups are required to coordinate transportation to and from any off-campus party with 50 or more expected guests. 
• A transportation plan should be included in the harm reduction plan when registering an off campus party. This is important for the university so that they know that people are considering transportation when planning off campus events for both safety and equity reasons. This also allows the university to check in on insurance and safety of travel, ensuring the existence of contracts or even signing off on them. The following should be addressed in the transportation plan: 
  • Type of transportation provided (Buses, ride-share, other)
  • Time of departure and return
  • Contact information for vendor being used 
• All parties hosted off campus, regardless of party type, must be registered two full weeks before the party is planned to occur. Please note that a contract or security deposit with a third-party vendor is not the same as approval from the University. 
  • If a contract is required with a third-party vendor or venue; the student group must confirm with their relevant University advisor/liaison if there are additional expectations or a longer lead time. 
  • Off-campus parties may not be held at private residences. They must be held at venues with sufficient insurance, permits, and licenses. 

Religious Observance

Exceptions to this policy may be granted for religious observance in accordance with California state ordinances. Event organizers must submit a written need for an exception and outline a harm reduction plan to be reviewed by the Office of Student Engagement (OSE) at least a week in advance. OSE may consult with the Office of Religious Life if necessary in reviewing requests for an exception. 

Fire Safety

• Any decorations or construction, especially alterations to entrances and exits, must be approved by the Stanford University Fire Marshal’s Office (SUFMO). 
• All decorations must be made from a nonflammable material or be treated and maintained in a flame-retardant condition. The fire marshal has provided a list of suggested, non-flammable decorations.
• Exit signs and lights, fire alarm sending stations, smoke detectors, sprinklers and fire extinguishers must not be concealed, in whole or in part, by any decorative material. 
• Flammable materials such as, but not limited to, hay, paper panels, sheets, tree branches and green foliage must not be used as decorations unless properly treated with a flame retardant material and approved by SUFMO. 
• Do not cut tree or palm branches or other foliage without prior permission. 
• The use of tiki torches and fog machines are prohibited.

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> Noise

• In accordance with Santa Clara County's noise ordinance and the University Noise and Amplified Sound Policy, no one may generate sound that, at the point of crossing onto another person's residential property, exceeds 45 decibels between 10:00pm and 7:00am or 55 decibels between 7:00am and 10:00pm. As such, all outdoor amplified sound must end at 10:00pm.
• Housing agreements outline quiet hours as being 11pm weekday nights (Sunday-Thursday) and 1am weekend nights (Friday and Saturday). Access the RDE Noise Policy here.
• Parties that violate the noise ordinance may be shut down by University personnel and/or police and hosts may be cited by the police. Moreover, violations of the noise ordinance may be referred to SGAP.

Marketing

• All marketing and social media materials must be related to theme, food, or activities that align with the mission of the University. 
• Information related to a Members Only party should only be shared with members of the group and may not be shared via any medium publicly outside of the student group.

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> Student Alcohol and Other Drugs Policy

Student groups hosting a party are required to abide by federal, state, and local laws, as well as university policies, including the Student Alcohol and Other Drugs Policy which governs the consumption, distribution, and possession of alcohol at Stanford University.

Social Host Liability

It is important to know that under some circumstances, party hosts, sponsors, bartenders or others might be held legally liable for the consequences of serving alcohol to underage drinkers or to obviously intoxicated persons. As a social host or party planner who knowingly  served underage drinkers or obviously intoxicated people, you could be found legally liable for damages related to negligence in three ways:

• Specific damages: These are damages that are measurable (for example, when bodily injury results in medical expenses or lost wages).
• General damages: These are damages that cannot be specifically measured in terms of dollar amounts (for example, pain and suffering resulting from bodily injury).
• Punitive damages: These are damages intended to serve as an ex- ample to others and to discourage behavior that is deemed highly undesirable to society.
• Stanford University is not a sanctuary from the enforcement of state and local laws. Students and others on campus who violate the law may be and have been arrested and prosecuted.

> Student Group Accountability Process

Student groups are responsible for behavior and conduct that occurs at parties they host. This includes the behavior and conduct of both members and guests. All reported violations of the law and/or university policy, including the Student Alcohol and Other Drugs Policy, applicable CORE 10 policies, and the Student Party Policy and Guidelines, will be referred to the Student Group Accountability Process (SGAP). Individuals, such as student group leaders, event coordinators, and/or guests, may also be held accountable for alleged violations of university policy through the Stanford Student Conduct Charter of 2023.

Nondiscrimination Policy

Student parties should align with Stanford’s values of fostering inclusive, welcoming communities, and all parties must follow Stanford’s Nondiscrimination Policy. In brief: Stanford prohibits unlawful discrimination on the basis of race, color, national or ethnic origin, sex, age, disability, religion, sexual orientation, gender identity or expression, veteran status, marital status or any other characteristic protected by applicable law. Race, color, or national origin includes shared ancestry or ethnic characteristics. This applies to student parties both on and off campus. Stanford also prohibits unlawful harassment including sexual harassment and sexual violence.

Stanford Party-Goer Expectations

Stanford Party-goers are respectful of:

Party hosts 

They understand that the overwhelming burden of parties falls on hosts. They are grateful of the work they have put in and attend the party in such a way that they do not increase the amount of work required by hosts.

Party venues 

They are grateful for the opportunity to socialize in a space that is not their own and treat it even better than if it were their own.

Themselves

They indulge responsibly if they choose to do so and keep themselves, their reputations, and fellow party-goers safe.

Other attendees

They understand that everyone is there to have a good time, assume best intent, and handle situations calmly.

The law, University policy, and authority figures such as University officials, emergency response personnel, or third-party vendor representatives

They understand that these people are present to keep the space fun and safe.

By attending a party, you are committing to act as a Stanford party-goer as described above.

Outlined are some guidelines that guests should hold themselves to while attending, and can be used by hosts to remove people from parties to keep their events safe. 

• Respect the space and parameters of the party and hosts. Not all parties are open to everyone. There are categories of parties that limit who is invited or who can enter. Never assume that you can enter someone else’s space unless you have been invited or it is explicitly stated that it is open to the Stanford community.
• Party-goers who show up looking overly intoxicated or become overly-intoxicated over the course of the event will be provided support and may be escorted out of the event. 
• By attending an event, you are agreeing to respect members of the organization and the space they are hosting the event in. You may be asked to leave at any time by a member of the organization due to a variety of behaviors, actions, words, or anything that is deemed disrespectful by the host organization. Failure to respect the host’s wishes could lead to discipline and affect your ability to attend future events hosted by the organization and/or at the place of the gathering. 
• Understand that people appearing under the influence of alcohol, drugs, and other substances at the event or in their dorm may be subject to meetings with RAs, RFs, RDs, and/or other administrators to discuss concerns around problematic behaviors and patterns. It is important to be aware of how your actions are perceived and how those responsible for your well-being will approach their concerns. 
• Be aware that due to the above guidelines, organizations have the right to limit attendance to their parties and refuse entry to anyone if it is not an all campus or they do not fit within the description of who will be attending the party. The registration process requires thorough planning and buy-in from all members of an organization and provides the administration with confidence that the party will be hosted and executed safely. The approvers of the party will support the host organization in any efforts that fit within the event description. 
• Party hosts may escalate concerns to relevant campus support resources if a party-goers actions are inconsistent  with the expectations outlined above.