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EVENT PROPOSAL FORM - Form 2 of 2 - Finalized Event Details & Advertising
Event Name
*
Group Name
*
Will this event be co-sponsored?
*
Yes
No
How many groups are cosponsoring the event with you? (e.g., if it's your student group working with one other student group, you'd select one, if working with 2 other groups, select 2, etc. )
*
1
2
3
4
5
Other
Please indicate the co-sponsoring body 1
*
E-mail for co-sponsoring body 1
*
example@example.com
Please indicate the co-sponsoring body 2
*
E-mail for co-sponsoring body 2
*
example@example.com
Please indicate the co-sponsoring body 3
*
E-mail for co-sponsoring body 3
*
example@example.com
Please indicate the co-sponsoring body 4
*
E-mail for co-sponsoring body 4
*
example@example.com
Please indicate the co-sponsoring body 5
*
E-mail for co-sponsoring body 5
*
example@example.com
Final Co-sponsorship Cost Split Among Groups (percentages of total cost by group)
*
E.g., 50-50, 30-40-30, etc.
Final Cost Estimate (total cost of the event)
*
E.g. 600.00 or 600
Please upload the final itemized budget with updated cost estimates if anything has changed (if same as submitted in form 1, reupload that here)
*
Browse Files
Upload a .pdf, ..xlsx file here
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Full Name (Primary Contact)
*
First Name
Last Name
E-mail
*
Event location (finalized)
*
If off-campus, please provide the full address
Final Event Date + Start Time
*
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Month
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Day
Year
Date Picker Icon
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Minutes
AM
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AM/PM Option
Final Event Date + End Time
*
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Month
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Day
Year
Date Picker Icon
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Hour
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Minutes
AM
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AM/PM Option
Event Start Time
*
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Hour
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10
20
30
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Minutes
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AM/PM Option
Event End Time
*
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Hour
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10
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Minutes
AM
PM
AM/PM Option
Name of space
Please check room availability at https://portal.seas.columbia.edu/space_request/reservations/calendar/month/month.php
Do you want your event advertised in the EGSC newsletter and Instagram?
*
Yes
No
Calendar to use internal (read-only)
EGSC Public
EGSC-Student-Groups
Calendar to use public (read-only)
EGSC Public
EGSC-Student-Groups
Calendar to use final (read-only)
EGSC Public
EGSC-Student-Groups
Please enter event description for advertising in newsletter and as an Instagram post (if yes for previous question)
Please include the timing details for your social media advertising here (e.g., make the Instagram post on 3/8 at 4PM)
Please upload a flyer for the event (Square (1080x1080) if selected yes for advertising inNewsletter & Instagram).
*
Upload a File
As a sponsorship acknowledgement, please include in your flyer the name "Engineering Graduate Student Council" or its logo available at http://egsc.seas.columbia.edu/media.html
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Eventbrite
Does your event need an eventbrite made by ESA?
*
Yes
No
Eventbrite Details (Please indicate the number of tickets, ticket types, time for event to go live/publish event, and if a different description than newsletter include it here.
*
Please upload a Banner-dimension (2160x1080) flyer for the event (Eventbrite).
*
Upload a File
As a sponsorship acknowledgement, please include in your flyer the name "Engineering Graduate Student Council" or its logo available at http://egsc.seas.columbia.edu/media.html
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How is the vendor being paid?
*
Letter of Credit (approved vendor)
Reimbursement process
Other
If other for previous question, please explain
Which of the following describes your event?
*
Off-Campus Event w/ a Columbia Preferred Vendor
Off-Campus Event w/ a Non-Columbia Preferred Vendor (less than 30 people)
Off-Campus Event w/ a Non-Columbia Preferred Vendor (over 30 people)
On-Campus Events
What to expect next
After submitting this form, you can expect that in the case an Eventbrite is needed, the eventbrite will be produced as instructed and sent in an email reply. Your flyer and event description will also be included in the following EGSC newsletter and as an Instragram post that will be made prior to your event if requested above. All invoices and receipts should be sent to the treasurer at treasurer@egsc.seas.columbia.edu and Andy Chae with the ESA office at ac4897@columbia.edu
Info on Reimbursements
We strongly encourage everyone sets up direct deposit on PAC; otherwise, you’ll receive a check payment.
To set-up direct deposit, please click
here
Proof of payment (must be an itemized receipt and include the vendor’s name).
Must include what method of payment.
If it’s a credit card purchase and the last four digits of the credit card are not listed in the receipt, then this requires a copy of the credit card statement (you can black out all confidential information and transactions).
If paid with a check, then you must provide a copy of the canceled check or a bank statement must be provided (you can black out all confidential information and transactions).
The person who made the purchase must submit reimbursement (e.g., if a payment has a parent’s name, then the university cannot reimburse the transaction).
Business purpose or description: e.g., Decorations purchased for a student group event.
We strongly recommend that reimbursement is submitted within 10 days of purchase.
Event flyer must be included.
Once reimbursement is complete and approved; students should anticipate payments within 2 weeks.
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