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
[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!

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