Event approval process flow chart
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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.

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Event Approval Process Flow Chart

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Event approval process flow chart

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

Seek Approval: http://www.jhsph.edu/student_affairs

Submit the Student Event Approval Form

Get a Room!

http://www.jhsph.edu/supportservices/SpecialEvents/studentrooms.html

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!

EXECUTE EVENT

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 protected]

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 [email protected] 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

Nay

Yea

Appeal to SA Treasurer

Happy!


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