Event Organization Approval Form

This form ensures that any event planned by RIT Kosovo departments goes through a standardized approval process. The purpose is to maintain a well-coordinated calendar, ensure awareness of key events across the RIT Kosovo community (faculty, staff, and students), and avoid scheduling conflicts.

The request must be submitted by the organizing department with all relevant event details. Submissions should be made in a timely manner to allow for coordination, promotion, and resource allocation.

Approval Process

• Marketing Department
  • Upon receiving the request, the Marketing Department checks whether there are any scheduling conflicts. If not, the department forwards the request to the Event Coordination Specialist for planning and coordination purposes.
• Events Coordination
  • Upon approval, the Event Coordination Specialist coordinates with relevant departments to ensure successful event execution and cross-departmental collaboration.

Important Notes:

• This process is designed to prevent scheduling conflicts and allow the departments to dedicate appropriate time and resources before, during, and after the event.
• For large-scale events involving external guests, donors, or stakeholders, a minimum of 2 weeks’ notice is required for proper planning and promotional efforts.
• For smaller internal events, a 1-week notice is sufficient.
• During peak periods (e.g., May), when traditional events such as Gala and Graduation take priority, other requests will be addressed based on available capacity.
• All organizing departments are responsible for requesting specific materials and coordinating the event. The provision of important information and content is important!