Reserving Space

Guidelines for the Use of White Memorial Plaza

White Memorial Plaza

University Guidelines

White Plaza is the designated University area available for programs, speeches, rallies, information tables, banners and posters. White Plaza is also designated as a free speech area on campus. White Plaza is neither a marketplace nor a parking lot. For-profit commercial activity or corporate promotion of any kind is strictly regulated.

Definitions

• White Plaza. White Plaza is identified as the outdoor area stretching from outside the Barnum Family Center for School and Community Partnerships to the area in front of Dinkelspiel Auditorium and up to the Tresidder Union Patio. Other spaces adjacent to White Plaza (the Old Union Courtyard, the kiosk in front of Building 590, the front of Old Union, front of Bookstore, etc.) are not generally available for events.

• Permissible Events & Activities. White Plaza may be used for a wide range of events and activities. Permissible events and activities in White Plaza include: rallies, speeches, performances, fairs, festivals, free-standing displays, tabling, sleep/camp-outs, and food and beverage sales.

Approval

• Events. The Office of Student Activities (OSA) must approve all events in White Plaza including rallies, speeches, performances, fairs, free-standing visual displays, festivals, sleep/camp-outs, and food and beverage sales. Registered student organizations in good standing with the University as well as Departments planning an event or activity in White Plaza must schedule the space at least two weeks in advance through OSA or online at http://osa.stanford.edu. White Plaza is scheduled on a first-come, first-served basis. In addition, note the following special considerations:
• Concerts. All contemporary entertainment acts in White Plaza must be sponsored by a registered student organization, and presented in coordination with the Stanford Concert Network.
• Food and Beverage Sales or Distribution. All sales or distribution of food and beverage must conform to the policies described in ?Food and Beverage Sales: University Guidelines? available at OSA or online at: http://osa.stanford.edu.
• Free-Standing Visual Displays. The creation of free-standing structures for visual displays may not interfere with bike and pedestrian routes through White Plaza. All visual displays must be confined to the periphery of paved areas. The area directly under the birdcage must not be obstructed during scheduled speakers and/or performances. Due to previous experiences with vandalism, overnight displays are discouraged. It is also beneficial to accompany the displays with an information table explaining the purpose of the exhibit.

• Information Tables. Organizations need not schedule or reserve table space in White Plaza (unless amplified sound is also being used), but they may be asked to refrain from setting up during scheduled White Plaza events. Registered student organizations and recognized University groups may set up tables in White Plaza to publicize their activities, distribute literature, sell tickets to their events and music CD?s.

• Setup. Registered student organizations can check out tables and chairs free of charge from Tresidder Meeting Services (please note that the number of tables and chairs is limited and is done on a first-come, first-served basis) or rent them through Event and Labor Services, 723-2285.

Policies for All Events, Activities and Posting

• Alcohol. Alcoholic beverages in White Plaza are strictly prohibited.

• Amplified Sound. In accordance University policy, classes and other University functions cannot be interrupted by amplified sound except Monday through Friday, noon - 1 PM. Weekend and evening events may be permissible, but
  
• must be coordinated with other University functions in the surrounding area. Sound systems may be arranged with University Event and Labor Services, 723-2285. All activities using requiring amplified sound (including information tables) must be scheduled with the Office of Student Activities by submitting a White Plaza Reservation Request.

• Commercial/Corporate/Non-profit Sponsorships and Retail Activity. Stanford?s resources exist to support the University?s missions of creation, preservation and dissemination of knowledge. The University?s assets are reserved for these purposes, not for the personal gain of individuals nor for outside parties? uses which do not further Stanford?s academic objectives. The University (including student groups) receives frequent requests for access to its resources by outside entities, typically in exchange for some form of compensation to Stanford (or to the student group). Many of these, if granted, would constitute unrelated business activities, and thereby, fail to comply with University policy. The Stanford Bookstore is responsible for approvals of activities that entail corporate promotion or entrepreneurial activity.
  
  Commercial activity, solicitation or other retail activities in White Plaza are governed by University policy (Administrative Guide Memo 15.3) and Internal Revenue Tax Codes as follows:

Permitted: Retail or commercial solicitation in White Plaza are limited to those University activities that directly support the educational mission of the University such as sale of tickets to University events, one-time cultural fairs/programs or sale of CD?s by recognized Stanford groups.

• Groups must consult with the Office of Student Activities before engaging in sales, fundraisers or sponsorships (commercial, corporate or non-profit). For more information see ?University Policy on Unrelated Business Activity,? found at http://adminguide.stanford.edu/15_3.pdf (Administrative Guide memo 15.3).

Prohibited: Retail services, commercial promotion or solicitation by off-campus businesses for such items as credit cards, telephone service, dot-com promotion or product displays is not permitted. Such activities are considered unrelated business activities and may carry consequences to the University in terms of income and property tax liability as well as product liability. Craft vendors are not permitted except for scheduled special events sponsored by a registered student organization and approved by the OSA.

• Posting and Publicity

• Eligibility. All registered student organizations in good standing with the University and departments are eligible to display banners and posters in White Plaza.


• Restrictions and Requirements.
• All publicity materials must clearly identify the sponsoring organizations and date of event.
• Organizations must not monopolize the available space.
• Posting banners, posters, and chalking on building walls, doors, windows, campus street signs, trees, trash cans, paved surfaces, etc. is prohibited. Hence, such materials may not be posted on the walls of the Clubhouse, Old Union, Bookstore, Post Office, or Tresidder Union.
• Violation of any of these policies is cause for automatic removal of any publicity, with the sponsoring organization possibly held liable for costs incurred in removal.
• Free-standing displays (including sandwich boards or other structures) are discussed in the ?approval? section.

• Approval. Approval from the Office of Student Activities is not required. Banners or posters that do not meet the conditions specified below may be removed.

• Dimensions. Banners and posters in White Plaza shall be no larger than 3 ft. tall by 8 ft. wide.

• Length of Display. Banners may be displayed in White Plaza up to a week in advance of the proposed activity and must be removed within 24 hours following the scheduled event. Banners for activities without an end date, banners may remain in place for 10 working days. Groups that fail to remove their banner by these deadlines may be fined.

• Display Locations. Banners and posters may be displayed only on the low wall and the Speaker?s Rostrum (?The Birdcage?) adjacent to Dinkelspiel Auditorium, on the low bench walls surrounding ?The Claw? (not blocking seating) and on the two stone walls at the North end of the Plaza. Banners are not to span across the front of the Speaker?s Rostrum area. Banners displayed on the Speaker?s Rostrum must be 7 feet above the ground.

• Safety. Events or activities must not impede pedestrian or bicycle traffic and fire lanes.

• Vehicles. White Plaza is a designated vehicle exclusion zone with a high volume of pedestrian and bicycle traffic and restricted vehicular access. Occasional exceptions to vehicular exclusion are granted to student groups by the Office of Student Activities when the vehicle is critical to the success of the program (for example, the Bloodmobile for blood drives). Vehicle access may also be granted for groups to set-up or take-down an event, however, vehicles must be removed and parked in a proper designated space immediately following drop off. For more information, view the White Plaza Access Protocol.

Reservation Form: http://www.stanford.edu/dept/OSA/reservingspace/reservation/whiteplaza/reservation.ffn

For further information, contact the Office of Student Activities , 725-6810 or http://osa.stanford.edu.

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