Get Advance Authorization For Directly Sponsored Event (appendix A2) - Brighamandwomens

This guide provides a straightforward approach to completing the Advance Authorization for Directly Sponsored Event form, ensuring you understand each field and requirement. Follow these instructions to efficiently fill out the form and facilitate a successful event.

Follow the steps to accurately complete the authorization form.

1. Press the ‘Get Form’ button to access the form and open it in your editor.
2. In the general information section, provide details about the department or group sponsoring the event, the cost center or fund, the name of the event requestor, their phone number, and email address. Indicate whether the expenses are budgeted by circling 'yes' or 'no'.
3. In the business purpose section, describe the event clearly, including its purpose (e.g., retreat, holiday party), date, and location. Specify if the venue is part of the Partners HealthCare Preferred Hotel program. If not, contact the designated person for further information.
4. List the total number of attendees, specifying how many are employees and how many are non-employees. Attach a list of attendees as this is required. Describe the business purpose of having non-employees attend, as this is also required by IRS guidelines.
5. Fill in the event costs section, indicating total costs for food and beverages, room rental, and any other costs incurred (e.g., entertainment, audio/visual). Include per person costs as needed and calculate the event budget total. If necessary, attach a detailed budget spreadsheet.
6. In the approvals section, ensure that the required approvals are obtained. This includes providing the name, signature, date, and title of the approving party. Remember that payment cannot be processed without these approvals.
7. Finally, keep a copy of the completed form for your records and attach it to all related invoices for the event. Once you have filled out the form, save your changes and download, print, or share it as required.

Complete the ADVANCE AUTHORIZATION FOR DIRECTLY SPONSORED EVENT form online to streamline your event planning process.