White Plaza Policy Statement and Purpose
Learn about the policies and protocols regarding White Plaza, including what is permitted and prohibited. Reminder that all events and activities in White Plaza must follow the policies outlined and are for recognized Stanford student organizations and University departments, schools, and institutes.
Policies and Protocol
White Plaza is one of the academic centers of campus, so those planning to hold events there should take particular care to avoid disruptive impact on classes, university business or events in the surrounding buildings, especially during the typical work day, Monday-Friday, 8:00 a.m. - 5:00 p.m.
Events and activities in support of or for opposition to political candidates or campaigns, except for those limited activities specifically are provided for in this policy.
Events in White Plaza must be organized by University departments or recognized student organizations and require prior approval from Student Affairs Meeting Services and Office of Student Engagement (OSE).
Download a Highlighted Policies PDF
Boundaries, and Map
White Plaza is the outdoor area stretching from the Barnum Family Center to the front of Dinkelspiel Auditorium. Adjacent spaces not considered part of White Plaza are the Old Union Courtyard, the Tresidder Union patio, and the front steps of the Bookstore.
How to Reserve White Plaza
White Plaza is scheduled on a first-come, first-served basis for recognized Stanford student organizations and University departments, schools, and institutes only.
White Plaza is managed by Student Affairs Meeting Services (SAMS). For recognized student organizations, please register your event in CardinalEngage first. For all others, please contact Meeting Services first. After submitting the form, we can also be reached via email at meetingservices@stanford.edu or telephone at (650) 723-4314.
Planning Lead Times for Student Events and Activities
| Event Type | Lead Time |
|---|---|
| Tabling in White Plaza by a University department or a recognized voluntary student organization. | No lead time, simply fill out the Tabling Registration form prior to tabling. |
Events that do not require support services described above. The limit for an event is 4 hours, with exceptions granted by Student Afairs Meeting Services and Office of Student Engagement. *An exception by Student Affairs Meeting Services (SAMS) and the Office of Student Engagement (OSE) may be expedited on rare occasions. | 1 Week Minimum |
| Major campus events that involve support services such as University technical and custodial services, security, special deliveries, parking accommodations, displays and use of much of the White Plaza space. Examples include concerts and fairs. The limit for an event is 4 hours, with exceptions granted by Student Afairs Meeting Services and Office of Student Engagement. | 4 Week Minimum |
Note: Large-scale events or activities outside the normal 12:00 p.m. (noon) to 1:00 p.m. time slot may require additional lead-time in order to arrange logistics and consult with nearby departments regarding impact to their activities.
Costs
Costs for an event in White Plaza will vary greatly depending on the nature of the event. Get your equipment rental, technical services, and labor from Event Services, and be sure to file a work order if you will need electrical connections, sprinkler shutoff, or cleanup services. See our page on Submit Work Orders for more info.
Policies and Usage Guidelines
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A-Frames/Sandwich Boards
A-frames for advertising events in White Plaza are permitted no more than 2 days before the event. Advertising not directly related to White Plaza programs and events are prohibited.
Alcohol
Alcoholic beverages in White Plaza are prohibited, unless it is part of an approved event. See party planning guidelines.
Amplified Sound, Concerts & Other Noise
All activity must comply with campus disruption and noise policies.
- Localized sound at low levels is permitted, as long as it does not disrupt other reserved activities in White Plaza or nearby buildings and offices.
- Any sound (e.g., voice, music, or other noise) amplified through the use of equipment, to include, but not limited to speakers, sound systems, amplifiers for musical instruments, and bullhorns. This also includes excessive noise from drums or yelling.
- Amplified sound and other loud noise (above 60 decibels) is only permitted between 12:00 p.m. -1:00 p.m. (Monday-Friday). With prior approval, it may also be permitted after 5:00 p.m. on weekdays until 10:00 p.m. In addition, with prior approval noise can happen from 8:00 a.m.-10:00 p.m. on weekends.
- Requests for concert usage must be made with Student Affairs Meeting Services and the Office Student Engagement.
Publicity: Banners, Posters, Flyers, Flags
Aside from public kiosks, only recognized studentorganizations and departments are eligible to publicize in White Plaza.
Banners
- Only recognized voluntary student organizations and university departments may display banners.
- Banners must be registered and not exceed 3 feet tall by 8 feet wide and must be hung at "The Birdcage" at least 7 feet above the ground, clearly displaying the sponsor's name.
- Banners can be displayed up to 2 days before the event and must be removed within 24 hours after the event. For activities without a set end date, banners may remain for up to 3 working days. Student Affairs Meeting Services will manage the removal of banners.
- Banner placement is on a first-come, first served basis, subject to availability.
- Banners without sponsorship or those left beyond the permitted time frame will be removed.
Flyers and Posters
Posters and flyers may be posted in the following areas: on the side of the concrete blocks in front of the Birdcage and Main Stage, and designated posting boards and kiosks.
The following items are prohibited: posters and flyers on the ground or sidewalk, bollards, trees, sculptures, in fountains, lamp posts, bushes, building walls, doors, windows, campus signs, tables, chairs, stairs,trash cans and the walls surrounding the Claw fountain. These items will be removed immediately, and the organizations violating this policy will be charged for clean-up.
Flags
Flags may not be placed on, or hung on or over the exterior of any building, in the trees, bushes, on a pole, lamp posts, chairs, tables, campus signs, stairs, trash cans, bollards, sculptures, fountains, wall surrounding the Claw fountain, outside of any windows, or on or over any balcony railing. They must not block egress from windows, doorways, or walkways.
Camping
Camping, that is, staying outside overnight on University property, is not permitted. Camping includes not only sleeping in tents or under canopies, tarps, or other similar structures between 10:00 p.m. and 8:00 a.m., but also sleeping outdoors with sleeping bags or blankets between those hours, and setting up unpermitted unpermitted tents or similar structures that remain overnight whether or not actually occupied during prohibited hours. Exceptions to this policy require advance written permission from the Provost or the Provost’s designee.
Chalking
Blackboard chalking on the ground by Stanford community members is permitted in White Plaza. Spray chalk is strictly prohibited and will incur a cleaning fee.
Chalking on White Plaza sidewalks is permitted under the following guidelines:
- Only water-soluble sidewalk chalk may be used. The use of markers, paints, oil-based products, non-soluble substances, or spray chalk is prohibited.
- Chalking is allowed on exterior concrete or asphalt sidewalks and walkways that are fully exposed to the elements, allowing rain to naturally wash away the chalk. Chalking is not permitted in areas covered by roofs or overhangs.
- Chalking is strictly prohibited on non-sidewalk surfaces, including but not limited to brick sidewalks (both indoors and outdoors), benches, buildings, bus stops, columns, fountains, monuments, newsstands, overhangs, planters, poles, roads, rocks, signs, statues, stairs/steps, trash receptacles, trees, walls, windows, or any other structures.
- Unauthorized chalking that violates these guidelines may be removed without prior notice.
- Authorized chalking will be regularly removed by facilities staff as part of normal maintenance, regardless of content, with cleaning typically conducted daily.
- Spray chalk is strictly prohibited and will incur a cleaning fee.
Commercial Activity
Commercial activity, solicitation or other retail activities in White Plaza are governed by the University policy on unrelated business activity. Such activities must directly support the educational mission of the university and be organized by a recognized university entity. Acceptable examples include sales of tickets to university events, organization t-shirts and vendors at cultural fairs or programs. Ongoing retail sales, most food sales and sales unrelated to an educational event are prohibited. All such activities must receive prior university approval through Student Affairs Meeting Services.
The sale of food and beverage is only permitted if it has been approved student program. All sales or distribution of food and beverage must comply with Santa Clara County health requirements and the State of California tax law (e.g. sales tax must be collected and remitted). Sale of food or beverage is only permitted in White Plaza as part of a larger student program, must meet all Santa Clara County Health Code Regulations and approved in advance by Student Affairs Meeting Services and the Office of Student Engagement. Please see Events with Food Guidelines.
Due to Stanford's non-profit status, the following events and activities are prohibited in White Plaza for-profit commercial activity or corporate promotions.
Fountain Dying
None of the fountains on campus, including the Claw, may have liquid dyes of various colors poured into them. There is a once-annual exception for official Big Game Week campus decoration, and this process is managed by the Student Affairs Meeting Services and the Office of Student Engagement.
Free Speech
White Plaza is the designated location for expression activities. This is one of several spaces reservable by Stanford recognized voluntary student organizations and departments designed for a wide range of activities. The university welcomes debate and dialogue in White Plaza but encourages all to approach programs, displays and interactions with a fundamental respect for others. Please see here additional information, including a resource sheet for students.
Political Activity
Stanford University supports and encourages the expression and discussion of ideas and opinions and encourages the University community to be informed and engaged citizens. At the same time, however, Stanford is subject to federal, state, and local laws and regulations regarding political activities such as campaign activities, lobbying, and the giving of gifts to public officials. This results in part because of the University’s status as a non-profit 501(c)(3) entity. Any political activities in White Plaza must conform with Administrative Guide Memo 1.5.1.
Tabling
Please review the Tabling in White Plaza policy here for more details. To rent multiple tables for an event, please see Event Services.
Vehicles
Due to the high volume of pedestrian and bicycle traffic, White Plaza is a designated vehicle exclusion zone. Vehicles may only access the plaza if they are necessary for the event and only with prior approval of Student Affairs Meeting Services. Vehicles used for event set-up or takedown must exit the plaza immediately after loading/unloading and find parking in another location. For more information, view the White Plaza Access Protocol.
Visual Displays
Freestanding educational or artistic displays must be reserved in advance through Student Affairs Meeting Services and the Office of Student Engagement. Proposals for the display of specific public arts projects must first be reviewed by the Office of Vice President of the Arts. An explanation of the display should be located nearby and often volunteers should also be onsite. Displays are allowed for a maximum of 5 days. Given vandalism, overnight displays are discouraged.
