Scientific Events Organization Forms

Scientific events in their various forms are considered key instruments that significantly contribute to knowledge enrichment and the promotion of scientific and research activity within the University of Jeddah. They enhance internal communication within the university and strengthen engagement beyond its boundaries with the local and international community.

The Events and Exhibitions Unit is responsible for receiving applications to organize scientific events and exhibitions in all their forms, including:

• Conference

• Seminar

• Forum

• Training Course

• Workshop

• Scientific Session

• Lecture

• Research Day

• Job Fair

• Local Introductory Exhibition

• International Introductory Exhibition

• Commercial Exhibition

Event Planning Requirements

The organizing entity shall:

• Select the type and title of the event.

• Define its themes and objectives.

• Specify the proposed date of implementation.

• Ensure that the event falls within its area of specialization and available capabilities.

• Ensure that the event title accurately reflects the nature of the programs and activities to be presented.

• Determine the estimated budget and identify its funding sources, whether internal or external to the university.

Required Forms and Documents

• Completion of the Scientific Event Request Form.

• Completion of the Security Clearance Form for Speakers from Outside the Kingdom.

• Completion of the Email Security Clearance Form for All Speakers.

• Submission of a brief curriculum vitae for each speaker (not exceeding two pages).

• Submission of an event brochure including:

  • Event overview

  • Themes

  • Date

  • Venue

  • Agenda (if available)

Submission and Approval Procedures

• The organizing entity shall submit, through the “Masar Kafa’ah” system, a formal request letter to organize the event, attaching the required forms, to the Vice President for Graduate Studies and Scientific Research for endorsement.

• The request shall then be submitted to the University President for final approval for events without external participation.

• For scientific events involving external entities, the request shall be submitted to the Minister of Education after obtaining preliminary approval from the University President.

• Requests must be submitted:

  • At least four (4) months prior to the proposed date for scientific events and exhibitions.

  • At least one (1) month prior for community events.
    (Using the designated official form.)

Organizing Committees

• The organizing entity shall propose the names of the organizing committee members and other committees in accordance with the university’s regulatory framework.

• A proposed schedule outlining committee meeting dates shall be submitted after final approval.

• The proposal shall be submitted to the Vice President for Graduate Studies and Scientific Research, who shall forward it, after endorsement, to the University President for approval.

• The Cultural Relations Unit and the Corporate Communications Department shall serve as permanent members of these committees.

• Upon approval, the organizing committee and other committees shall commence regular meetings to carry out their assigned responsibilities.

Forms

• Scientific Event Request Form

• Security Clearance Form for Speakers from Outside the Kingdom

• Email Security Clearance Form for All Speakers