Faculty of Education, Social Science and Law

Fee paying event or sale of items pre-authorisation pro-forma [conference, seminar, lecture, sale of books etc]

The purpose of this pro-forma is to assist academics/administrators who wish to organise a conference, seminar or lecture which may attract fee paying delegates or sell a book or other product via the on-line store. This pro-forma captures all of the data needed to:

a. Obtain authorisation from the respective Head of School/Delegated Authority. This will ensure that any plans are financially viable and set out any arrangements should there be a surplus. b. Input into any financial planning by estimating any income and expenditure c. Lead to the setting up of products in the on-line store to allow delegates to pay using a debit/credit card d. Lead to the setting up of an account in the finance system to track income and expenditure

The pro-forma is split into three sections:

1. Details of conference, seminar, lecture or product for sale, details of expected income and expenditure, lead person, over-arching school authorisation. 2. On-line store pro-forma to capture data to enable faculty marketing to set-up the product[s][if required]. 3. Financial account pro-forma to capture data to enable faculty finance to set-up an account in the finance system [if required].

NOTE: The on-line store is not a conference events system and it is only used to allow delegates/external people to purchase a place on an event or buy a product i.e. book, using a debit or credit card. The organisation of a conference event and the capturing of any other data not held in the on-line store is the responsibility of the event organiser.

1 Version 1 12/12/2013 | University of Leeds PROCESS

2 Version 1 12/12/2013 | University of Leeds EVENT DETAILS

3 Version 1 12/12/2013 | University of Leeds Name of event:

Event type e.g. seminar, conference etc:

Event details in full [i.e. description of event, speakers etc]

Events dates & times

Event location:

Name and email address of person organising the event 4 Version 1 12/12/2013 | University of Leeds Email address of person who needs notifying of any delegate/product payments

Research group activity relates too i.e. CCJ, Politics, CDS, TESOL

Account Code/Cost Object [if already known]:

5 Version 1 12/12/2013 | University of Leeds Financial details: Details of any funding [before external or internal]

Anticipated income: Delegate type [i.e. Fee Anticipated Anticipated student, external, number of income [Fee x day 1 rate, day 2 delegates anticipated rate etc] or number of product name delegates]

Anticipated costs: Expense type Estimated amount Room hire Accommodation for speakers Catering Travel Speaker fees External staff/helper/admin fee Other [please give details]

6 Version 1 12/12/2013 | University of Leeds Head of School/Delegated Authority Approval

Approval is given for the event to take place or the product to be made available for sale as described. In the event that there is a surplus on the event this is to be dealt with as outlined in the box below.

Head of School/Delegated Authority signature:

Details of how any event surplus is to be used:

Faculty Finance Approval

Approval is given for an account to be set-up to track the income and expenditure of this event and for any surplus to be dealt with as outlined above:

Faculty Accountant/Delegated Authority signature:

7 Version 1 12/12/2013 | University of Leeds On-line Store Product Request Form

Event Name

Product Description [this should be a short one line tag]

Full description of product [this should include event details, times, location, contact names etc

External web links [i.e. link to related school pages]

8 Version 1 12/12/2013 | University of Leeds From what date should the product be displayed on the “on-line” store

Date when the product should be removed from the “on-line” store

Is there a poster linked to this event? [yes or no]

If the answer to the above question is yes then please send the poster is a jpeg format to Faculty Marketing.

For Marketing only

Date of product set-up

Person setting up the product

9 Version 1 12/12/2013 | University of Leeds