<p> Faculty of Education, Social Science and Law</p><p>Fee paying event or sale of items pre-authorisation pro-forma [conference, seminar, lecture, sale of books etc]</p><p>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:</p><p> 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 </p><p>The pro-forma is split into three sections:</p><p>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].</p><p>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.</p><p>1 Version 1 12/12/2013 | University of Leeds PROCESS</p><p>2 Version 1 12/12/2013 | University of Leeds EVENT DETAILS</p><p>3 Version 1 12/12/2013 | University of Leeds Name of event:</p><p>Event type e.g. seminar, conference etc:</p><p>Event details in full [i.e. description of event, speakers etc]</p><p>Events dates & times</p><p>Event location:</p><p>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</p><p>Research group activity relates too i.e. CCJ, Politics, CDS, TESOL</p><p>Account Code/Cost Object [if already known]:</p><p>5 Version 1 12/12/2013 | University of Leeds Financial details: Details of any funding [before external or internal]</p><p>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]</p><p>Anticipated costs: Expense type Estimated amount Room hire Accommodation for speakers Catering Travel Speaker fees External staff/helper/admin fee Other [please give details]</p><p>6 Version 1 12/12/2013 | University of Leeds Head of School/Delegated Authority Approval</p><p>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.</p><p>Head of School/Delegated Authority signature:</p><p>Date:</p><p>Details of how any event surplus is to be used:</p><p>Faculty Finance Approval</p><p>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:</p><p>Faculty Accountant/Delegated Authority signature:</p><p>Date:</p><p>7 Version 1 12/12/2013 | University of Leeds On-line Store Product Request Form</p><p>Event Name</p><p>Product Description [this should be a short one line tag]</p><p>Full description of product [this should include event details, times, location, contact names etc</p><p>External web links [i.e. link to related school pages]</p><p>8 Version 1 12/12/2013 | University of Leeds From what date should the product be displayed on the “on-line” store</p><p>Date when the product should be removed from the “on-line” store</p><p>Is there a poster linked to this event? [yes or no]</p><p>If the answer to the above question is yes then please send the poster is a jpeg format to Faculty Marketing.</p><p>For Marketing only</p><p>Date of product set-up</p><p>Person setting up the product</p><p>9 Version 1 12/12/2013 | University of Leeds</p>