Event Requests

Management Office of Cultural and Social Affairs

Event Requests for Student Clubs

DIRECTIVE ON STUDENT CLUB OPERATION AND ORGANIZATIONS

  • After agreeing on the event content, purpose, and (if applicable) guests with their Academic Advisor and the Management Office of Cultural and Social Affairs, communities begin preparations. They are required to submit event forms signed by the Group Chair and the Group Advisor to the Management Office of Cultural and Social Affairs at least two weeks in advance.
  • Event announcements are made after the approval of the Presidency and with the approval of the Management Office of Cultural and Social Affairs.
  • Student group event announcements and posters must include the Atılım University logo in the upper left corner of the poster. If an official organization is supporting the event, its logo must be in the upper right corner, opposite the Atılım University logo. The logos of companies supporting or sponsoring the event must be on the lower end of the poster. Posters must include the name of the organizing group, not opposite the Atılım University logo. No symbols, signs, abbreviations, or logos that suggest any political viewpoint may be used on the poster, nor may the name, symbol, abbreviation, or logo of any political party be included.
  • No symbols, signs, abbreviations, flags, or logos that may suggest any political viewpoint, nor any symbols, flags, or logos of any political party must be present in the common areas and rooms of student clubs.
  • If groups wish to participate in an event, whether domestic or international, an official invitation letter from the institution/ organization organizing the event and a petition for participation must be submitted to the Management Office of Culture and Social Affairs. Expenses for invited participation will be covered from the budget of the requesting club.   
  • There are no restrictions on companies / organizations that may provide sponsorship, with the exception of alcoholic beverage and tobacco companies, and organizations representing any political viewpoint. Groups are required to submit their sponsorship protocols to the Management Office of Culture and Social Affairs before the event.
  • External correspondence is handled through the Management Office of Culture and Social Affairs.
  • All expenses related to events and other club activities are covered by the budget allocated to the clubs at the beginning of the academic semester. Budget allocations are made at the beginning of the semester as per the activity plans of clubs; expenses related to unplanned events will not be covered.
  • Documents such as receipts/ invoices for expenses incurred during the event must be submitted to the Office at the end of the event and collected within one month at the latest. Receipts/ invoices from the same company with the same date must not be consecutive.
  • The cost of materials such as flowers, plaques, documents, certificates, etc. requested for the event will be covered from the budget of the club in exchange for the expense documentation.
  • Because technical trips may be organized by academic departments, the Office has no authority to plan or make expenditures.
  • Travel expenses for guests invited to club events are covered from the budget of the club. Invited guests are to pay their own travel expenses at first. The ticket fees are then submitted to the Office, and the amount is transferred to the bank account number provided by the invitee.
  • Tickets/ invitations printed for events organized by clubs are stamped by the Management Office of Culture and Social Affairs, and the number of tickets/ invitations is recorded in a report.
  • A club that has not held an event for one year will not be allocated a special budget for its second year. A club that has not held an event for two consecutive years will be closed. A club where the Chairperson and/ or Executive Board members vacate their position due to reasons such as graduation must convene a General Assembly for the periods specified in the Regulations and elect a new board. Budgets may not be allocated to clubs without a designated Executive Board, and event requests will not be accepted when this is the case.

 

Forms