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Grantee Resources

Have questions about your grant that aren't covered on this page? The VPA Grants Team can help!

Erina Alejo

Contact:

Erina Alejo (they/she/siya)

Program Associate
Office of the Vice President for the Arts
ealejo@stanford.edu

Schedule a Zoom meeting (for students only)

Manage Your Grant

Reports

AY 21 Grantees: A Final Report is required per project. Progress Reports and Event Plans will be requested on a case-by-case basis.

Student Arts Grants are made possible by generous donor gifts. As part of our annual stewardship activities our team sends a report to the donors featuring the stories of our grant recipients. Your reports help our team share your stories with our donor community who are committed to supporting the arts at Stanford.

Marketing Guidelines

As a recipient of funds from the Office of the Vice President for the Arts, all your event promotional materials (flyers, e-Flyers, e-Blasts, posters, etc) must acknowledge the VPA.

Production Resources

Copyrights and Licenses

Any activity requiring a copyright license must be approved by and adhere to the University's policy for contracts involving student groups. This applies (and is not limited) to the following types of activities:

  • Performance of plays, musicals, orchestral, and/or choral works
  • Use of recorded music in student performances and films

Production Resources

You are required to present your final project through performance, exhibit, poster session, talk, or other avenue on the main Stanford campus. Presentation, whether performance or exhibition, should be made at a campus venue accessible to the Stanford community. Productions can take place anywhere on campus (including residence hall spaces.) Some on-campus resources include:

Office of Student Productions (Stanford Arts)

Arts Departments (H&S)

Office of Student Engagement (Student Affairs)

Other Campus Resources

Sustainability

  1. Rethinking Printing: Printing can be expensive and time consuming. Reduce your paper use and save on budget by taking advantage of electronic resources for invitations, registration, event program, advertising, and updates. Most of these communications can be completed through an event website, online invitation programs, social media networks, email listservs, and campus publications.
  2. Incorporate Sustainability Messaging into Event Communications: Encourage your board, cast members, tech staff, and attendees to support your green event by prominently featuring your sustainability goals in event communications. The Cardinal Green Event Resource Library offers digital logos, informational signage, and prepared event announcements that you can customize for your event needs.
  3. If you Must, Print Wisely: If printing cannot be avoided, follow these Cardinal Green tips:
    • Design reusable print materials by avoiding one-time dates and slogans. (E.g. group banners)
    • Laminate your reusable items to keep them in good condition for years to come. (E.g. Will Call/Box Office signs, dressing room signs)
    • Print double-sided on recycled paper and ese soy-based inks.
    • Evaluate program contents and minimize multi-page booklets.
    • Offer program recycling stations by event exits.
    • Print large format signage on cardboard stock instead of foam core.

Adapted from Cardinal Green Event Guidelines (2015)

Accessibility and Inclusion

Marketing material for events, especially public events should have a statement about how to request accommodations. The following should be used on any student organization event publicity:

Disability-Related Accommodations and Services:

If you need a disability-related accommodation or wheelchair access information, please contact: Sheila Sanchez/Diversity and Access Office at phone: 650-725-0326 or email: sheilas@stanford.edu Requests should be made by ________ (date usually at least one week in advance of the event).

If you have any questions about requests or resources for accommodations in response to your announcement, please contact the D&A Office (disability.access@stanford.edu).

Ticketing (Free or Paid)

Student organizations must use a university approved eCommerce vendor for the sale of tickets, products or services. Off-campus accounts such as Paypal or crowdsource options do not meet university guidelines. Currently approved university services include:

If you are anticipating cash sales for your tickets:

  • Cash boxes can be obtained from OSE
  • Deposit money promptly, every day if you are selling tickets in White Plaza
  • Evening and weekend "deposit drops" can be arranged through Public Safety using the ASSU "dropbox"

All tickets must be sold for a pre-approved & advertised price; "pay-what-you-wish" ticketing is not allowed.

Funds from ticket sales must follow University guidelines for cash handling and bankingAdditional risk management considerations also apply.

House Manager Toolkit

The house manager is responsible for the smooth operation of the house (typically both the lobby and audience seating area, or, for galleries, the installation space) during the run of the show/event. House mangers welcome the public to the venue and oversee their safety and well-being before, during, and immediately after the event. If your event runs multiple days you can have different people act as house manager for each performance/showing.

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