Event Approval Process Flow Chart

1. 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 satreas@jhsph.edu Fill out a budget application Fill out BAF form for reimbursement, or obtain an invoice from the vendor if JHU is to pay the vendor directly Submit budget to satreas@jhsph.edu 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!