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 [email protected] 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 protected] before the deadline Finance Committee reviews and votes. Nay Appeal to SA Treasurer Yea Happy!