Event Approval Process Flow Chart

Report
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
satreas@jhsph.edu
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 satreas@jhsph.edu
before the deadline
Finance Committee reviews and
votes.
Nay
Appeal to SA
Treasurer
Yea
Happy!

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