Event Approval Process Flow Chart

Fill out BAF form for reimbursement, or obtain an invoice from the vendor if JHU is to pay the vendor directly

BAF to sasph.treasuer@jhu.

edu

Receipts to Steve Bazzetta in Wolfe

E1002

MANDATORY SET Team

Orientation: Learn how to properly plan

events at JHSPH!

Seek Approval:

http://www.jhsph.edu/student_affairs

Submit the Student Event

Approval Form

Fill out & submit budget request to SA

Follow guidelines in

SA By-Laws!!!

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

EXECUTE EVENT

Get a Room!

http://www.jhsph.e

du/supportservic

es/SpecialEvents

/studentrooms

.html

Receive approval for event & attend a SET meeting to

finalize details of event. SET Team

Contacts

Be a recognized Student Group

Fill out a budget application

Submit budget to sasph.treasuer@jhu.edu before the deadline

Finance Committee reviews and votes.

Happy!Appeal to SA Treasurer

SA Appropriations Process

To do list BEFORE your event

To do list AFTER your event

4-6 weeks before the

event

3-5 day process; longer if event runs outside 8AM - 5PM

Response in ≤1 week of the Finance

Committee meeting

Yea

At least 2 weeks before event if

possible!

Nay

Ideally, this can be done while awaiting

event approval

This needs to be done within 2 months of the event or by May 15th,

whichever is first