Clubs/Societies are required to complete a Guest Notification Form for all non-Bilkent participants, whether speakers or just listeners. The Club/Society organizing the activity is responsible for verifying the accuracy of the information provided in this form.

If the activity is to last for more than five sessions, continue by filling out another form.

For activities to be held outside working hours and on weekends, if personnel is needed, the Club / Society will be charged for an extra hourly fee and a meal ticket.

— For activities at lunch time, there will be extra hour payment just for the period 12:30-13:30. No meal ticket.

— For activities after 17:30 indicate 1, for the overnight activities indicate 2 meal tickets.

Rates for 2024-25 Academic Year Spring Semester: 98.23TL per hour and 205TL per meal ticket.

The transportation costs of the personnel staying for the extra hours should be stated in the Transportation Section below.

In this section, you should indicate the transportation costs for staff staying for extra hours and all other transportation costs such as airport transfers; intra-city, domestic or international visits or excursions.

If you would like to benefit from University Transportation Services, please check the tariff from the link below.

If you need to transport goods from one place to another for your activity, you can get service from Bilkent University Support Services Office. This service will be charged as an hourly fee for the relevant personnel and vehicle if needed.

If you plan to use the university's services to transport goods, the hourly rate is 188.03TL. If you don't know how long it will take, just enter 188.03TL.

Indicate all your printing material needs such as posters, photocopies, banners, etc.

Indicate your needs for accommodation such as hotel expenses for your guests, or hotel/hostel/guest house/university dormitory expenses for your trips and visits.

Indicate your food and beverage needs for your activities, such as catering services or restaurant expenses.

Indicate the needs for gifts to be offered to your guests and prizes such as trophies, medals, etc. to be awarded in competitions organized.

Indicate any other types of expenses not included in the above categories.

All sponsorships must be approved in advance. For this, a Sponsorship Pre-Approval Form must be completed for each sponsorship and approved by the Student Activities Center.

Manufacturers, distributors or intermediaries of cigarettes and tobacco products, alcoholic beverages and energy drinks cannot sponsor the activities of Student Clubs and Societies.

If there are more than five sponsors, please fill out another form.

If you plan to have attendees pay a fee to attend your activity, indicate the expected revenue.

If the fee per person is up to 100₺, you can collect it in cash against receipt. The total amount collected should be deposited into the University's bank account. If the fee per person is over 100₺, participants should send their fees directly to the University's bank account. If you plan to use a specialized service for the collection of participation fees, you must indicate this below and upload the contract signed with the company.

For more information contact the Student Activities Center.

If you expect revenues from other sources, indicate the total amount.

Clubs and Societies may request funds from the Reserve Budget for their activities. Funds requested cannot exceed the amount determined by the Dean of Students Office for the academic year and may be used in parts for several activities.

The total amount of project support for 2024-25 academic year is 19,300TL per club per year.

In this form, all expected expenses and income for your activity and the requested project support must be stated. If approved, your expenses must be made within the amounts specified in this form. Later requests for expenses not mentioned in this form will not be taken into consideration. If there is any unavoidable change in your plans, please notify the Student Activities Center in a timely manner. If your activity does not require any expenses, does not generate any income, or if you do not request any project support, please enter “0” below.

When you submit this Activity Approval Form, a summary will be sent to your email address and the Student Activities Center at the same time. Track your application at the Student Activities Center. If you wish to cancel the form due to an error or any other reason, please forward the confirmation message you receive to oem@bilkent.edu.tr with the note "PLEASE CANCEL THE FORM".