Planning Events

The following document contains much of the relevant information for leaders of student organizations. It is critical that student leaders become intimately familiar with the contents of this document before the beginning of the semester. Leaders from each organization are responsible for ensuring that all officers of their organization are familiar with these policies.

PLANNING AN EVENT

Student organizations that wish to plan an event must do so more than 4 weeks ahead of time if possible. It is strongly recommended not to plan events sooner than this, as there are multiple steps that require approval from a third party. If these steps are not completed before the date of your event, you may not be allowed to have the event.

The following is the basic outline for planning an event at BUSM:

  1. Come up with an idea for an event
  2. Gather support for your event from classmates and/or faculty
  3. Submit a funding request to SCOMSA if necessary
  4. Meet with student affairs to discuss needs for your event.
  5. Book a room if necessary
  6. Check calendar to avoid more than two organizational events during the same time period
  7. Ensure you have secured all necessary funding for food and other miscellaneous costs
  8. Advertise the event- MUST Submit to Student Activity Calendar
  9. Order materials through OSA (online order forms or directly contact OSA)
  10. Have the event
  11. Submit for reimbursement for previously approved SCOMSA funds within 30 days of the event if needed

Submit Funding Request

All funding requests should be done at the beginning of the semester (see funding tab). The deadline for the semester budget will be set by the Budget Committee and announced to everyone.

If you need more funding, please go to the Ad Hoc Funding Request found here.

Schedule a Room

Each student group has a designated leader who is able to book rooms in 25Live. If you are having issues with 25Live please contact Latia Santos. For questions regarding AV for an approved event please contact edtech@bu.edu. Any other questions please reach out to Amanda Kaufman.

Please be sure to put yourself as the “requestor” and Amanda Kaufman as the “scheduler.”

If you have any changes to your booking privileges, please mail Amanda Kaufman with any updates.

Advertise Your Event

Must submit event on the student activities calendar to receive SCOMSA funding.

Get Reimbursed

In order to get reimbursed, an organization’s funding request must first be approved by SCOMSA. Within 30 days after the event, the organization must submit the online reimbursement form, including scanned copies of all itemized receipts and a SCOMSA approval email. Please ensure that the name on the credit card receipts match the name on the reimbursement form.

You must fill out all required sections of the online reimbursement form. The form must be completed thoroughly and have all necessary items attached to prevent delays in reimbursements. When submitting itemized receipts, please limit the PDFs to one itemized receipt each.

The SCOMSA treasurer will review the reimbursement form and then submit it to Amanda Kaufman in the Student Affairs Office. The check will be processed and be ready within 4-6 weeks, allowing additional time for mailing.

 

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