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BİLKENT UNIVERSITY

OFFICE OF THE DEAN OF STUDENTS

Student Activities Centre

Clubs and Societies

Activity Approval Form



CLUB / SOCIETY


FORM SUBMITTED BY


ATTENTION: If the activity will be held in English, all information (name, description, explanation, etc.) must be entered in English.


ABOUT THE ACTIVITY

ATTENTION: Online events will be held using the Zoom address provided by the Student Activities Center. Personal Zoom accounts or other communication tools or platforms cannot be used for this purpose.

If the activity will be held in Turkish, indicate its name in Turkish.

IMPORTANT: An invitation to the General Assembly will be sent to all Club / Society members by the Student Activities Center.


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Clubs / Societies are required to fill out a Guest Notification Form for all non-Bilkent participants whether speaker or just audience. It is the responsibility of the Club/Society organizing the event to check the accuracy of the information specified in this form.



Would you like the activity to be shared with the following units?


dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

dd-mm-yy
hh:mm
hh:mm

The capacity of each room is indicated in the list. The allocation of the place requested depends on the approval of the unit concerned. Please follow this approval from the SAC.

Guest Notification Form must be filled out for guest speakers from other institutions.

Example: Title of the session, Movie to be shown, etc.

Later requests for expenses not mentioned in this form will not be taken into consideration.


For activities outside of working hours (08:30am-12:30pm and 1:30pm-5:30pm) and on weekends, if there is a need for a staff in the room, the Club/Society will be charged for extra hours (36.67TL/hour) and restaurant ticket (52.50TL). The transportation expenses of the staff staying for extra hours should be mentioned below in the Transportation section.

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1) For activities at lunch time, there will be extra hour payment just for the period 12:30pm-1:30pm.
2) For activities after 17:30 indicate 1, for the overnight activities indicate 2 restaurant tickets.


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The fares of the university transportation services can be seen using the link below.


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1) The cost per person per hour is 36.67TL.
2) If number of hours and persons needed unknown, just enter 36.67TL.


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ATTENTION: Please indicate the total amount of all expected expenses.


Sponsorship, Participation Fee and Other Revenues


Activity request must be made after sponsorship pre-approval. Try later.

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I hereby declare that there are no producers, distributors or intermediaries of cigarettes or tobacco products, alcoholic beverages and energy drinks.


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ATTENTION: Please indicate the total amount of all expected incomes.

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Request for funds from the Joint Budget of Clubs and Societies.



When you submit the Activity Form, a summary will be sent to your e-mail address and to the Student Activities Center simultaneously. Follow up with your application at the Student Activities Center.

If you want to cancel the form because of an error or for any other reason, after you have confirmed it, please forward the confirmation message you will receive to oem@bilkent.edu.tr with the note “PLEASE CANCEL THE FORM."