Events & Communications

The Events & Communications Manager oversees the planning, coordination, and promotion of many department-sponsored events. These include major public programs such as the Studio Lecture Series, Weintz Art Lecture Series, Christensen Distinguished Lecture, exhibition openings, student film screening receptions, and other talks and gatherings throughout the academic year.

The department hosts more than 80 events annually, ranging from large public lectures to internal receptions. While not all events are directly managed by the Events & Communications Manager, it’s essential to consult with them before finalizing any event dates. This helps avoid scheduling conflicts, maximizes visibility, and ensures proper support and promotion when appropriate.

Hosting an Event: Steps & Guidelines

Step 1: Determine your event space

Oshman Hall is managed by the Registrar from 8am to 4:20pm on weekdays. After 4:20pm and on weekends, it is reserved for the use of the department. Stanford faculty, staff, and students with a faculty sponsor may request use of Oshman Hall for arts programming during that time. 

  • For department-hosted events, reach out to the Events & Communications Manager to reserve.
  • For outside, one-time events not directly hosted by the department, reach out to the Faculty Support Specialist for consideration. 

Screening Room 115 is primarily reserved for Film & Media Studies and Film Production courses; requests from outside the department are typically not approved. Inquiries should be directed to the Film Production Program Manager. 

Step 2: Confirm your date(s)

Once you know the preferred location, identify your potential event dates. Email the Events & Communications Manager to confirm availability and to avoid scheduling conflicts with other departmental or campus events.

Step 3: Define your event support needs

Clarify the level of support you will require. This may include booking the space, drafting and sending invitation letters, creating and distributing publicity materials, listing the event on the Stanford Events Calendar, managing RSVPs, coordinating set-up and tear-down, arranging A/V support, staffing check-in, or providing onsite photography and event documentation.

Step 4: Manage co-sponsorships

If your event will include financial support from other Stanford units, please note that funds must be spent within the current fiscal year. Any unspent co-sponsorship funds will be returned to the sponsoring units before fiscal year close in mid-August. To ensure accurate tracking, forward all commitment emails to the Director of Finance and Operations (DFO) and the Assistant DFO. They will provide you with a summary and the appropriate PTA(s) for expenses. If the scope of the project changes after the initial award, notify the DFO and Assistant DFO and obtain updated approval from co-sponsors.

Working with the Media

Press Inquiries

If you are contacted by a journalist or media outlet (internal or external) follow these steps in accordance with Stanford University Communications (UComm) and the School of Humanities & Sciences (H&S) policies:

  • Do not reply to the inquiry directly: All media inquiries must be reviewed in advance by UComm and H&S.
  • Forward the request: Email the full inquiry to Joy Leighton, Senior Director of Public Relations for H&S at joy.leighton [at] stanford.edu (joy[dot]leighton[at]stanford[dot]edu).
  • CC to the Director of Finance & Operations
  • Wait for guidance: Joy will advise you on next steps. Please wait for her guidance before engaging with the press.

News & Media Relations

If you have a big story or major announcement you think should be shared with the broader Stanford community (beyond our department mailing lists), the Office of University Communications can assist. This office is staffed by professional journalists with extensive experience in managing media relations and publicizing university-related news.

While the team works to maximize visibility, media coverage can never be guaranteed. For major stories or announcements with a university connection, please contact:

  • Joy Leighton: Senior Director of Public Relations, H&S — joy.leighton [at] stanford.edu (joy[dot]leighton[at]stanford[dot]edu)

When reaching out, please CC the following department contacts: Director of Finance & Operations, Events & Communications Manager, and Department Chair.

Stories publicized by H&S are often included in the Stanford Report. The Stanford Daily, an independent student publication, makes its own decisions about coverage.

Internal Mailing Lists

Faculty and lecturers are automatically enrolled in the department's internal mailing lists for the duration of their appointment. These lists are used exclusively for department staff and library staff to communicate important information, events, and deadlines to faculty and lecturers.

Photo by Misha Bruk for Stanford University

External Announcements

If you receive information about opportunities, events, or resources outside the department that may be of interest to our community, please forward them to the Events & Communications Manager for review. Approved announcements will be shared with the appropriate group(s) specified by the sender (e.g. undergraduate majors [all or by program], graduate students [all or by program], lecturers, staff, and/or faculty). This helps ensure announcements are shared with the most relevant groups in an efficient and appropriate way. 

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