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BİLKENT UNIVERSITY

OFFICE OF THE DEAN OF STUDENTS

Student Activities Centre

Clubs and Societies

Activity Approval Form

Form Submission Date

CLUB / SOCIETY

Club/Society

Is there a partner Club / Society?

No Yes

Club/Society

Is there any other partner Club / Society?

No Yes

Club/Society

FORM SUBMITTED BY

Name

Student No.

E-Mail Address

Cell Phone

Position in the Club / Society

The form must be submitted by a member of the club/society administrative board.

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

ABOUT THE ACTIVITY

The activity will be held

Face to Face Online

Type of 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.

Title of the Activity

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

Explanatory Information about the Activity

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

Number of Participants

Estimated

Etkinlik / Activity is

Open to Club / Society Members only Open to Bilkent Students Open to all Bilkent Community Open to the Public

Information about the Participants

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.

Language

English Turkish Other

Other Language

Explain why the event should be held in Turkish.

Explain why the event should be held in that language.

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

Communication Office

Yes No

Bilkent News

Yes No

Radio Bilkent

Yes No

Web Address of the Activity (if any)

Social Media Addresses of the Activity (if any)

Date 1

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Another date for the Activity?

Yes No

Date 2

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Another date for the activity?

Yes No

Date 3

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Another date for the activity?

Yes No

Date 4

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Another date for the activity?

Yes No

Date 5

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Another date for the activity?

Yes No

Date 6

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Another date for the activity?

Yes No

Date 7

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Another date for the activity?

Yes No

Date 8

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Etkinlik başka bir tarihte devam ediyor mu? / Another date for the activity?

Hayır / No Evet / Yes

Date 9

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

Another date for the activity?

Yes No

Date 10

dd-mm-yy

Starting at

hh:mm

Ending at

hh:mm

Venue

Other

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 Speaker

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

Information about the activity on this date

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

GE250-GE251 Points

Yes No

ANY EXPENSES FOR THE ACTIVITY?

Yes No

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

>> Staff Extra Hours and Ticket Restaurant

Yes No

For activities outside working hours and on weekends, if there is a need for a staff in the room, the Club/Society will be charged for extra hours (75.56TL/hour) and restaurant ticket (140.00TL). The transportation expenses of the staff staying for extra hours should be mentioned below in the Transportation section.

Total Extra Hours

Restaurant Ticket

Staff Cost

Estimated

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.

>> Printing

Yes No

Information about the printing needs

Printing Cost

Estimated

>> Banner

Yes No

To be posted at

From date

To date

Text on the banner

Banner Cost

Estimated

>> Transportation

Yes No

Information about the transportation needs

Transportation Cost

Estimated

Please contact the Student Activities Center for university transportation fees.

>> Accommodation

Yes No

Information about the accommodation needs

Accommodation Cost

Estimated

>> Food & Beverage

Yes No

Information about the food and beverage needs

Food & Beverage Cost

Estimated

>> Transportation of Goods

Yes No

Information about the goods transportation

Good Transport. Cost

Estimated

1) The cost per person per hour is 50.68TL.
2) If number of hours and persons needed unknown, just enter 50.68TL.

>> Gift and Prizes

Yes No

Infromation about the gift and prizes needs

Gift and Prizes Cost

Estimated

Other Expenses

Yes No

Information about other expenses

Other Expenses Cost

Estimated

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

Total Amount of Expenses

ANY REVENUES FOR THE ACTIVITY?

Yes No

Sponsorship, Participation Fee and Other Revenues

>> Sponsorship(s)?

Yes No

Activity approval requests must be made after all sponsorships have been pre-approved.

Company 1

Expected Date

Sponsorhip Amount

Sponsor’s Web Address

Sponsorhip was pre-approved?

Yes No

Other Sponsorship?

Yes No

Company 2

Expected Date

Sponsorhip Amount

Sponsor’s Web Address

Sponsorhip was pre-approved?

Yes No

Other Sponsorship?

Yes No

Company 3

Expected Date

Sponsorship Amount

Sponsor’s Web Address

Sponsorhip was pre-approved?

Yes No

Other Sponsorship?

Yes No

Company 4

Expected Date

Sponsorhip Amount

Sponsor’s Web Address

Sponsorhip was pre-approved?

Yes No

Other Sponsorship?

Yes No

Company 5

Expected Date

Sponsorhip Amount

Sponsor’s Web Address

Sponsorhip was pre-approved.

Yes No

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

Sponsorship Pre-Approval Form

Other information about the sponsorships

Total Sponsorship income

Estimated

I hereby declare that there are no producers, distributors or intermediaries of cigarettes or tobacco products, alcoholic beverages and energy drinks among the above mentioned sponsor(s).

I do.

>> Participation Fee?

Yes No

Number of People

Fee per Person

Amount

Other Participation Fee?

Yes No

Number of People

Fee per Person

Amount

Information about the participation fee

Total Participation Fee

Estimated

>> Other Revenue(s)?

Yes No

Information about other revenue(s)

Other Revenues

Estimated

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

Total Income Amount

Estimated

PROJECT SUPPORT REQUEST?

Yes No

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

Reasons for your request

Amount Requested

Any other information you would like to mention?

Yes No

Other Information

Advisor's Approval Letter

The club or society must upload the approval letter of their advisor for congresses, seminars, symposiums, conferences and similar activities to be held with the participation of guest speakers.

Have you finished?

Yes

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."