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Major Events Fillable2 (San Diego Mesa College)

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4
SAN DIEGO MESA COLLEGE - MAJOR EVENT
APPROVAL FORM
(All forms must be typed.)
DAY(S) and DATE(S)
LOCATION(S)
TIME(S) (Start/End)
AUDIENCE/PURPOSE
NUMBER OF EXPECTED ATTENDEES
ACTIVITIES
ADMINISTRATOR RESPONSIBLE
COMMITTEE CHAIR
COMMITTEE MEMBERS
OUTREACH ACTIONS PLANNED
PUBLICITY PLANNED
PRELIMINARY ESTIMATED BUDGET
DATE SUBMITTED TO DEAN/SUPERVISOR
SUPERVISOR/DEAN'S APPROVAL
VICE PRESIDENT'S APPROVAL
DATE SUBMITTED TO PRESIDENT'S CABINET
DATE OF PRESIDENT'S CABINET APPROVAL
DATE OF POST EVENT REVIEW, EVALUATION AND BUDGET RECONCILIATION
SUBMITTED TO PRESIDENT'S CABINET
DATE
DATE
EVENT
5
SAN DIEGO MESA COLLEGE - MAJOR EVENT
TIMELINE OF PLANNING
Activity Responsibility Due Date Completed Comment/Review
EVENT
SAN DIEGO MESA COLLEGE - MAJOR EVENT
SUPERVISORY SCHEDULE
EVENT
Enter names and phone numbers of supervisors responsible during each hour of event.
Day/Time
Supervisor
Phone/Office
6
SAN DIEGO MESA COLLEGE - MAJOR EVENT
BUDGET
EVENT
ESTIMATED
*FINAL
Admission
$
$
Budget #
REVENUE
Other
Total
7
EXPENSES
Refreshments (See next page)
Supplies/Materials
Equipment
Audio Visual
Other
Personnel
Speaker
Consultant
Entertainers
Security
Custodial
Clerical
Audio Visual Technician
Publicity
Travel
Transportation
Other
Total
*FINAL: Used to reconcile the event's income and expenditures, and to compare the estimated and actual
budgets for the event's evaluation report.
Donations
$
$
Budget #
$ $
$ $
$ $
$ $
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
8
Food/Food Vendor Description
This form must be approved by the President's Cabinet no later than three weeks prior to your event.
If you propose to offer food at this event, please describe the types of food and whether attendees will
be charged. If you intend to invite outside food vendors onto campus, please list their names below
as well as the dates/times they'll be on campus. With approval, you must provide copies of the food
handlers' license(s) and their proof of insurance to the Dean of Student Affairs 1 week prior to the
event.
Name of Vendor Description of Food Date(s) Vendor
will be on Campus
Times Vendor
will be on Campus
Participants to
be charged
(Y/N)?
If yes, provide
details
Food Handler's
License to be
provided to
Student Affairs
by (date):
The approval of vending activities and food handling on campus is subject to District Policy 3925
(
http://hr/hr/POLICIES/3925.HTM).
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Completed 21 July 2020

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