TDPAAF

Social Awareness Projects Activity Approval Form

This form must be submitted no later than 72 hours before the activity starts. If an activity is scheduled for Monday, the form must be submitted on Thursday; if scheduled for Tuesday, it must be submitted on Friday of the previous week.

➤ ACTIVITY ORGANIZED BY

Project

➤ FORM SUBMITTED BY

Submitter’s Name

Student Number

Phone Number

Email

Position in the Project

Form Submission Date

➤ GENERAL INFORMATION ABOUT THE ACTIVITY

Is the activity organized in partnership with other projects?

Yes No

Partner Project

Title of the Activity

If the activity will be held in Turkish, indicate the title both in Turkish and in English.

Target Group for the Activity

Web Address of the Activity (if any)

Social Media Addresses of the Activity (if any)

Category of the Activity

Activity Organization General Assembly Meeting Membership Meeting Project Board Meeting

Type of the Activity

Other Type

Langugage of the Activity

English Turkish Other

Other Language

Explain why the activity is to be held in Turkish?

The activity is for

Project members only. Bilkent students only Bilkent community General public

Details on expected participants from outside Bilkent

Would you like the activity to be notified to

Communications Office

Yes No

Bilkent News

Yes No

Radio Bilkent

Yes No

GE250/GE251 points can only be awarded for activities conducted in English. Each club and society can also request GE250/GE251 points for one activity conducted in Turkish each term. Contact the Student Activities Center for more information.

Do you request GE250/GE251 points for your activity?

Yes No

Will the activity be held

Face to face? Online?

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.

➤ DATE AND TIME OF THE ACTIVITY

Activity Date

Starting at

Ending at

Number of Participants

The number expected

Venue

The capacity of each room is indicated in the list. The allocation of the place requested is subject to the approval of the unit concerned. Please check this with the Student Activities Center.

Other Place

Does the activity continue for another session?

Yes No

Date Session #2

Starting at

Ending at

Number of Participants

The number expected

Venue

The capacity of each room is indicated in the list. The allocation of the place requested is subject to the approval of the unit concerned. Please check this with the Student Activities Center.

Other Place

Does the activity continue for another session?

Yes No

Date Session #3

Starting at

Ending at

Number of Participants

The number expected

Venue

The capacity of each room is indicated in the list. The allocation of the place requested is subject to the approval of the unit concerned. Please check this with the Student Activities Center.

Other Place

Does the activity continue for another session?

Yes No

Date Session #4

Starting at

Ending at

Number of Participants

The number expected

Venue

The capacity of each room is indicated in the list. The allocation of the place requested is subject to the approval of the unit concerned. Please check this with the Student Activities Center.

Other Place

Does the activity continue for another session?

Yes No

Date Session #5

Starting at

Ending at

Number of Participants

The number expected

Venue

The capacity of each room is indicated in the list. The allocation of the place requested is subject to the approval of the unit concerned. Please check this with the Student Activities Center.

Other Place

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

➤ GUEST SPEAKER(S)

Will there be guest speaker(s)?

Yes No

Information about the Guest Speakers

Indicate the full name, title or job, and the establishment of each guest speaker.

➤ ACTIVITY EXPENSES

Will there be any expenses for the activity?

Yes No

➤➤ Staff Extra Hours Payment and Meal Ticket Payment

For activities to be held outside working hours and on weekends, if personnel is needed, the Project 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 Fall Semester: 75.56TL per hour and 170TL per meal ticket.

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

Will there be a need for staff extra hours?

Yes No

Extra Hours

Meal Tickets

Staff Cost

➤➤ Transportation

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.

Will there be a need for transportation?

Yes No

Staff Transport Cost

Other Transport Cost

Total Transport Cost

Explain needs for other transportation

➤➤ Transportation of Goods

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.

Will there be a need for transportation of goods?

Yes No

Explain needs for transportation of goods

Goods Transport Cost

➤➤ Printing

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

Will there be a need for printing materials?

Yes No

Explain needs for printing materials

Printing Materials Cost

➤➤ Accommodation

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.

Will there be a need for accommodation?

Yes No

Explain needs for accommodation

Accommodation Cost

➤➤ Food and Beverage

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

Will there be a need for food and beverage?

Yes No

Explain needs for food and beverage

Food & Beverage Cost

➤➤ Gift and Prizes

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

Will there be a need for gift and prizes?

Yes No

Explain needs for gift and prizes

Gift & Prizes Cost

➤➤ Other Expenses

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

Will there be other type of expenses?

Yes No

Explain needs for other type of expenses

Other Expenses Cost

➤ ACTIVITY INCOME

Will the activity generate any income?

Yes No

➤➤ Sponsorship

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 Social Awareness Projects.

Is there a sponsorship approved by the Student Activities Center?

Yes No

Sponsoring Company

Company’s Web Address

Sponsorship Amount

Is there another sponsorship approved by the Student Activities Center?

Yes No

Sponsoring Company

Company’s Web Address

Sponsorship Amount

Is there another sponsorship approved by the Student Activities Center?

Yes No

Sponsoring Company

Company’s Web Address

Sponsorship Amount

Is there another sponsorship approved by the Student Activities Center?

Yes No

Sponsoring Company

Company’s Web Address

Sponsorship Amount

Is there another sponsorship approved by the Student Activities Center?

Yes No

Sponsoring Company

Company’s Web Address

Sponsorship Amount

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

➤➤ Participation Fee

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

Will there be a participation fee for attending the activity?

Yes No

Give details about the participation fee

Particip. Fee Amount

➤➤ Other Revenues

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

Will there be revenues form other sources?

Yes No

Give details about revenues from other sources

Other Reven. Amount

➤ FINANCIAL SUMMARY OF THE ACTIVITY

In this form, all expected expenses and income 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.

Total Expenses

Total Income

➤ OTHER INFORMATION ABOUT THE ACTIVITY

Do you want to mention any other information about your activity?

Yes No

Other information about the activity

➤ SUBMISSION OF THE FORM

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".