Version 1.0
Prepared by: @Lorraine Sebata
Approved by: Name
Review date: 2024-07-24
Next review date: 2025-07-24
This SOP details the step-by-step process for notifying and obtaining approval for company events, gatherings, or sponsored activities. Its purpose is to ensure all events are properly planned, budgeted, and aligned with company policies and objectives, while also ensuring all necessary resources and support are in place.
This SOP applies to all employees, managers, and departments involved in planning, organizing, or sponsoring company events, including but not limited to meetings, workshops, team-building activities, client events, and community sponsorships.
Company Code of Conduct
Event Proposer: The employee or department representative responsible for initiating the event. This role involves completing the Event Notification & Approval Form and ensuring all required information is accurate.
Department Head / Manager: Reviews the event proposal, assesses its alignment with departmental goals and budget, and provides initial approval.
Senior Management: Reviews proposals for significant or high-cost events and provides final approval.
Finance Department: Verifies the budget and funding for the event.
Communications Department : Manages the Event Notification & Approval process, provides support for logistics, and maintains records of all approved events.
5.1.1 The Event Proposer completes the Event Notification & Approval Form (Appendix A).
5.1.2 The form must include a clear purpose, objectives, proposed date(s), location, estimated number of attendees, detailed budget, and a list of required resources (e.g., catering, A/V equipment, external vendors).
5.1.3 The proposer ensures all information is accurate and complete before submitting the form.
5.2.1 The Event Notification & Approval Form is submitted to the relevant Department Head or Manager.
5.2.2 The manager reviews the proposal for its relevance to departmental goals, strategic importance, and alignment with the allocated budget.
5.2.3 The manager provides their initial approval or requests revisions. If approved, the form is forwarded to the next level of review.
5.3.1 The Finance Department reviews the submitted budget section of the form.
5.3.2 They verify that the proposed expenses are within the department's budget and are compliant with the Budget and Expense Policy.
5.3.3 The Finance Department signs off on the budget and forwards the form for final approval.
5.4.1 The final approver (e.g., Senior Management, CEO, or designated committee) reviews the complete proposal.
5.4.2 For events exceeding a specific cost threshold or of significant company importance, this review ensures strategic alignment and proper allocation of resources.
5.4.3 The final approval decision is documented on the form, and a copy is sent to the Communications Department.
5.5.1 The Communications Department notifies the Event Proposer of the final decision.
5.5.2 For approved events, the Communications Department provides logistical support, coordinates with internal and external stakeholders, and assists in the execution as needed.
5.5.3 For rejected events, the department provides respectful notification and, where appropriate, a general reason for the decision.
Event Notification & Approval Form
Event Budget Sheets
Vendor Contracts / Invoices
Attendance Records
All employees, particularly those in managerial or administrative roles, will receive training on this SOP annually or upon significant revisions.
This SOP will be reviewed annually by the Communications and Finance Departments to ensure its continued effectiveness, compliance, and alignment with business objectives.