Event Approval Process Flow Chart To do list BEFORE your event 4-6 weeks before the event MANDATORY SET Team Orientation: Learn how to properly plan events at JHSPH! Seek Approval: http://www.j hsph.edu/stu dent_affairs Submit the Student Event Approval Form Get a Room! http://www.j hsph.edu/sup portservices/ SpecialEvents /studentroom s.html 3-5 day process; longer if event runs outside 8AM - 5PM To do list AFTER your event Fill out BAF form for reimbursement, or obtain an invoice from the vendor if JHU is to pay the vendor directly BAF to firstname.lastname@example.org Receipts to Steve Bazzetta in Wolfe E1002 This needs to be done within 2 months of the event or by May 15th, whichever is first Find prices from outside service providers: Get either an invoice (ensure they are in the payment system), or a receipt and fill out a BAF. Costs of in-house services: Multimedia, housekeeping, advertising costs, Jay’s Catering, etc. are provided on the SA website Ideally, this can be done while awaiting event approval At least 2 weeks before event if possible! Fill out & submit budget request to SA Follow guidelines in SA By-Laws!!! Receive approval for event & attend a SET meeting to finalize details of event. SET Team Contacts EXECUTE EVENT Response in ≤1 week of the Finance Committee meeting SA Appropriations Process Be a recognized Student Group Fill out a budget application Submit budget to email@example.com before the deadline Finance Committee reviews and votes. Nay Appeal to SA Treasurer Yea Happy!