Event Application Processes

Applications for events that our university's student clubs plan to organise are received through the e-HCS system.

When applying for an event, the event's name, purpose, content, date, time, venue, target audience, speakers and the support required must be entered into the system in full. In addition, the poster prepared to promote the event must be designed to include the Sustainable Development Goals (SDG) labels and the HCS footer band, and attached to the application.

Event applications must be submitted at least 15 days before the event date. However, applications for events requiring a hall allocation, as well as for in-city or out-of-city trips, must be made at least 1 month before the event date so that the necessary planning and organisation can be carried out.

Event Approval Stages

Once submitted through the e-HCS system, event applications are first sent to the relevant club advisor for approval. After the advisor's approval is complete, the application is forwarded to the Culture Unit of the Directorate of Health, Culture and Sports for evaluation.

In its evaluation, the Culture Unit takes into account the event's content, its consistency with the university's aims and objectives, its organisational requirements and the relevant administrative conditions.

If deemed necessary following the review of the application, the club is asked to make corrections or provide additional information. In this case, the club must make the necessary changes to the application and resubmit it for the advisor's approval. Following the advisor's approval, the updated application is forwarded again to the Culture Unit for evaluation.

Events may be held only after the relevant evaluation and approval processes have been completed.

Rules to Be Followed at Events

Events must be held in accordance with the university's relevant directives, regulations and administrative arrangements.

Student clubs must adhere to the approved event programme and must notify the Culture Unit of any changes to the event's date, time, venue, content or speakers.