Event Approval Process Flow Chart To do list

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/ Special. Events /studentroom s. html 3 -5 day process; longer if event runs outside 8 AM - 5 PM 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 E 1002 This needs to be done within 2 months of the event or by May 15 th, 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!