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