Fall 2025 | Program Group Newsletter
This first edition of the PG Newsletter will cover:
- Who We Are and What We Do
- Policy Reminders for 2025
- Top 4 Things to Keep in Mind When It Comes to Event Financials and Reimbursements
- Top 5 Things to Keep in Mind When It Comes to Event Marketing and Content
- Join us for #SLSSocials!
If you have specific questions about your events, just send an email. The Program Group Team is here to support and be a resource for you!
From left to right: Gisele Darwish Brown, Monique Chao Norquist, Jodie Carian, Sharon Trinh, Maria O’Neill, and Helen Gettinger.
About the Program Group
Stanford Law School Program Group offers comprehensive event planning services for Stanford Law School departments, student organizations, and external customers in all aspects of logistics, marketing, and related services. We focus on event strategy, coordination, and promotion in collaboration with internal and external university departments to effectively deliver quality events. These events include conferences, workshops, and that include visits from high-level state and national government officials.
You are always welcome to explore the Program Group website. There, you will find a list of our services, upcoming events we support, and other useful information.
Email: programs@law.stanford.edu
Phone: 650.723.5905
Program Group Policy Reminders for 2025
1. When to use the Program Group vs. Administrative Support Department (fka FST)
The Program Group takes on non-class related events that involve three or more of the below:
- 30+ attendees
- Catering (on and off-site)
- Transportation
- SLS Conference website (creation/maintenance)
- Paid/non-paid registration and/or invitations/tracking
- Marketing campaigns (online/flyers)
- Travel arrangements
- Lodging
- Speaker tracking/communications
- Conference book (creation/printing)
The Administrative Support Department and/or your Administrative Assistant can coordinate events that involve less than 3 of the above needs. Examples of these events are:
- Undergraduate meet-ups with catering
- Fellow meet-ups with catering
- Class meals, etc.
2. The Program Group keeps track of their time using Toggl and charges $80/hour. The SLS accounting team will iJournal the total hours at the end of each academic year.
4 Things to Know: Logistical Planning
If you have questions about Logistics and Finances for your event, please reach out to Monique Chao Norquist at chaom@law.stanford.edu or Gisele Darwish Brown at giseled@law.stanford.edu.
- Guests are taxed after 60 days. If a guest does not submit their reimbursement request within 60 days after of the event, their reimbursement can be taxed as additional income. We request reimbursement within 2 weeks of the event’s conclusion.
- Meal reimbursements. SLS follows the following meal reimbursement guidelines:
- Breakfast up to $25
- Lunch up to $25
- Dinner up to $50
- Travel Memo: The Program Group provides a travel memo for all visitors. This travel memo is constantly updated with new rules originating from. Stanford’s Fingate Travel Policy Letter.
- Stanford Law School Visitor Reimbursement Request Form: The Program Group uses a Google Form for all visitors to submit reimbursement requests. The link can be found in the Travel Memo sent to visitors.
Stanford University has increased the per-person limits for business meals offered during events. These amounts (which include food, drink, tax, and tip) are set by Fingate:
- Breakfast: up to $50
- Lunch: up to $85
- Dinner: up to $160
- Reception, Refreshments, Happy Hour: up to $50
- Reception followed by Dinner: up to $210
Please note the student meals have a different limit and are set at $25/person, all-in.
- Restaurant database (requires SSO)
- SERENE (requires SSO)
- The Program Group strives to create the best events for you. We gather feedback through surveys, team debriefs, and attendee input to continuously improve our events. In order to continue doing so, we would also appreciate your feedback! Please take a few moments to fill out this form to help us continuously improve our services. This form will be sent twice a year to collect current feedback information.
5 Things to Know: Marketing Your Event
If you have questions about Marketing, and/or Content for your event, please reach out to Jodie Carian at jcarian@law.stanford.edu or Maria O'Neill at moneill@law.stanford.edu.
New Poster Policy: Each SLS organization can have no more than 10 posters up at a time. This limit is per organization, and not per event. Posters may go up two weeks before the date of an event. For the full poster policy, click on the button below.
Click here to read the new Poster Policy
We are utilizing LinkTree as a “one-stop resource shop” for events and conferences. This is particularly helpful when a program or center is hosting multiple events in a short period of time. While the poster policy and Weekly Digest confine us to a two-week marketing period, LinkTree provides information for all the upcoming events for a program or center.
Click here to view a sample how we use LinkTree.
The Weekly Digest is an e-newsletter that the Law School sends out to the Law School Community every Sunday. It is the the primary way of circulating event information to the Law School community. Your event will be included in the Weekly Digest for two Sundays: two weeks before, and then the Sunday before your event.
For example: If your event is on January 29, 2025, it will appear in the Weekly Digest on Sunday, January 19 and Sunday, January 26.
If you would like your event to appear earlier, consider adding it to the Weekly Digest as a Department Announcement. Remember to provide our team with a 250-character (including space) description of your event for us to submit.
Click here to view a sample Weekly Digest.
Other marketing avenues we explore for your event (note: to use these resources, the event must open to the public).
- Posting your event on the Stanford Calendar
- Buying Stanford Report ads ($95 per ad). Stanford Report is a daily newsletter that reachs the larger Stanford Community (staff and faculty specifically, as well as off-campus communities).
- Law@Stanford, an e-newsletter managed by Communications is the best outreach channel to reach Alumni. It is sent out every other week.
The Program Group Marketing Team supports programs and centers with a variety of services. We are also responsible for ensuring that our events follow the SLS Identity Guidelines to help protect the Stanford Law School and Stanford Identity and Name Use policies. This includes ensuring its name and logos are used appropriately. Here are some simple “Dos” and “Don’ts”.
- DO list the Stanford Law School logo first in text and logos when working with an outside party to host an event.
- DO properly spell out the relationship between co-sponsors. For example:
- This event is co-sponsored by the Deborah L. Rhode Center for the Legal Profession and the Legal Services Corporation.
- The 2024 FutureLaw Conference is made possible by the following supports and affiliates of CodeX – The Stanford Center for Legal Informatics.
- DO NOT share Stanford Law School Program and Center logos with third parties.
- Only Stanford organizations are allowed to use its name, marks, and campus photos per the Name Use Guidelines and Admin Guide
When in doubt, ask us!
#SLSSocials
#SLSSocials Are Back This Fall!
Get ready for the return of #SLSSocial events this Fall Quarter! Enjoy Monday morning breakfasts most weeks, plus afternoon socials on select Wednesdays and Thursdays—a perfect way to connect, unwind, and build community at SLS.
Want to guest-host a social?
We’d love to have you! Reach out to Helen Gettinger at hgettinger@law.stanford.edu. #SLSSocials are a great opportunity for faculty, programs, and centers to engage with students outside the classroom. This year’s new format and upgraded sound system are designed to introduce people from various facets of SLS and showcase their work.
Contact Helen at hgettinger@law.stanford.edu if you are interested in guest-hosting a future #SLSSocial event. It is a great opportunity for faculty, programs, and centers to meet and engage with students at SLS.
