ADM/ADW EVENT PROPOSAL FORM

Event Title Event Type Choose an item.

Date Click or tap to enter a date. Time Venue

Organizer Name Organizer Job Title

Organizer Email Organizer phone

Targeted Audience ☐Students ☐Staff ☐Faculty ☐Alumni ☐External ----------------------------

Event Objectives 1.

2.

3.

Event
Summary/Program
(outline)

1 1

Venue Booking
Venue Setup Type
Procurement
Facilities Support
IT/AV Support
Health & Safety Support
Outreach & Engagement
Department Support
Media Coverage
Students Life
External Visitors / Speakers
Event Details and Requirements
Liaise with Academic Services (ADM)/Facilities (ADW) for room booking
☐Auditorium ☐Classroom ☐ Others _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Choose an item. Number of Seating
☐Breakfast ☐Coffee Break ☐Sandwiches ☐Lunch ☐Tea, Coffee ☐
Cake ☐Juices ☐Water ☐Lunch Vouchers
☐None
☐Other (-------------------------------------------------------------------------)
Estimated Number of Persons
☐Chairs ☐Tables ☐Table Cloths ☐Signage Board
☐Stage Setup ☐Gate Entrance ☐Parking Reserve ☐Partitions ☐
Stationery ☐Power Extension ☐ Helpers
☐ Transportation
☐Other (-------------------------------------------------------------------------)
☐Projector ☐Laptop ☐ Printer ☐Sound System ☐Microphone
☐Wireless Access ☐TV Screens ☐iPad ☐Live Streaming
☐ Zooming ☐ Online Registration
☐Other (-------------------------------------------------------------------------)
☐Additional Fire Safety Measures
☒Contractors Permit to Work (Hot/Cold work permit)
☐Health & Safety Inspection of Venue
☐ On campus First Aider (Evening/Weekend Events Only)
☐Health & Safety Campus/Venue Induction
☐People of Determination Requirements
☐Other (-------------------------------------------------------------------------)
☐Announcement ☐Flowers ☐Giveaways ☐Trophy/ Crystals ☐
Photography ☐Poster Design ☐Rollup ☐ Certificate
☐ Outdoor Signage Board ☐ Internal Posters Printing
☐Other (--------------------------------------------------------------------------)
*Submit Trophy Request Form at least 20 days prior to the event date, if
needed)
☒HCT Portal ☐Social Media ☐Newspapers ☐Publications
For media coverage, organizer has to submit the following to Outreach &
Engagement Manager:
 Complete Media Message - ‫ الرسالة اإلعالمية‬Form
 Complete PR & Social Media Form
 Signed HCT Photo_ Video Release Form
☐Volunteering Students ☐ Student Council ☐Master of Ceremony
☐ No ☐ Yes, Please specify
Gust Name:
Designation:
Organization:
*Security Clearance Forms should be obtain from HR and completed at least
two weeks
2 2
 Budget
Estimated Total Budget ☐Campus Level Budget ☐CS Budget*
Required
AED: ------------------------------------
*CS Budget: please provide the written approval from the budget owner
Total Budget Approved by
AED: -------------------------------------
Line Manager
Budget Break Down No. Item Description Cost
1
2
Total
*Pre Expense Authorization Form must be attached and budget owner approval

Approvals
Organizer Date Signature

Line Manager Date Signature

Finance Department Date Signature

Outreach & Engagement Department Date Signature

Campus Director Date Signature

Note:
- Copy to Student Life Department
- Copy to Academic Services Department
- Copy to Outreach and Engagement
- Copy to Facilities
- Copy to Finance
- Copy to IT
- Copy to Environment Health & Safety
- Copy to Human Resources
- Copy to Campus Officer

3 3