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For F’s Sakefinance, facilities, fundraising and forms
Your Forms
Event/Trip Planner Purchase Orders Committee Lists Transport/Travel Booking Room Bookings Club Grants Earn Your Stripes
Event/Trip Planner
This is to be filled out for any event or trip you plan
Complete the relevant sections as fully as you can. This should be submitted to the students union at least 2 weeks before the event.
When submitting please e-mail from your University student email address for identity verification purposes.
E-mail to [email protected]
stirlingstudentsunion.com/clubssocieties/forms/
Event/Trip Planner
The event/trip planner is a resource to help you plan.
When completing the form, start early and consider every question it asks
A fully completed form generally represents a well planned and successful event
An incomplete form suggests that not all aspects have been considered
stirlingstudentsunion.com/clubssocieties/forms/
Selling Tickets
Don’t expect tickets to sell themselves! Natural tendency is for people to buy tickets at
the last minute …but this can prove difficult when organising an event.
Encourage attendees to buy tickets in advance Consider an “early bird” incentive
Early payments allows you to pay for the event Venue hire/decorations/deposits/entertainment
stirlingstudentsunion.com/clubssocieties/forms/
Examples
stirlingstudentsunion.com/clubssocieties/forms/
Purchase Orders
To be completed for any purchase over £50 Purchases for less than £50 can be processed with a pink
claim form and receipts.
Examples: MacRobert invoices/accommodation/transport booking
Always make sure you ask for and keep receipts for all club purchases! Unsure? Come in and ask!
stirlingstudentsunion.com/clubssocieties/forms/
Committee Lists
Please submit your committee list after your AGM and after any later changes
Download the template online and fill out all contact details Name Position Student Number E-mail Phone Number
stirlingstudentsunion.com/clubssocieties/forms/
Transport Booking Online submission form
Select “Non-Sports Club” from drop-down menu
When hiring, check with Union to ensure you have eligible drivers For 9-seaters – Over 21 & 2 years experience For 15-seaters – Over 21 & 2 years experience & MIDAS
Clubs must have sufficient funds to cover damage excess, which can range from £250 - £500.
stirlingstudentsunion.com/clubssocieties/forms/
Transport Booking Try and travel by the cheapest possible means
And save your club money!
Make sure you book your transport early Demand can be higher due to sports clubs’ competitions
Only book as much as you need Even if you are feeling optimistic, larger vehicles cost
more! Like event tickets, encourage members to pay well in
advance so you can accommodate the demand there is
stirlingstudentsunion.com/clubssocieties/forms/
Room Booking
There are plenty free options available to you!
Remember to complete the room booking form early
You may be limited to what you can use your booking for. For example, you cannot sell raffle tickets, consume
alcohol, or show films for socials.
Unusual event? Complete an Event Planner first!
stirlingstudentsunion.com/clubssocieties/forms/
FacilitiesUniversity Venues
Suitable for meetings, seminars, debates and more
Rooms & Lecture Theatres only outside teaching time (all day on weekends and after
6.30pm Mon-Fri)
Atrium can be booked all day, every day
Send room booking form to [email protected] with at least 3 days (72 hours) notice.
Ideal for AGMs & general meetings
Send an email to [email protected] with details and times or visit the front desk in the Union Office.
Max capacity of 20 people
Once you receive confirmation, you hold a booking!
FacilitiesUnion – Ian King Meeting Room
Ideal for socials, fundraisers, organised activities
Speak to Frances Slorance (Commercial Manager) 01786 467183 or [email protected]
Once you receive confirmation, you hold a booking!
FacilitiesUnion – Studio/Underground/Envy
A new space, full renovation of Envy.
Versatile for many events, from rehearsals to performances
Can even accommodate awards nights with catering
Speak to Frances Slorance (Commercial Manager) for bookings
The Venue
There are restrictions on certain types of events, eg:
Film Screenings Consider copyright! Must have educational value Can you include a discussion afterwards? If not, contact MacRobert for a private screening
Cheese & Wine Nights Societies cannot spend money on alcohol Look to arrange a catering package for such an event MacRobert or local venues can support this
Special Events
Opportunity to have your club’s achievements recognised Inclusion, Sustainability, Development,
Community
Speak to your VP Communities for more info!
Or e-mail [email protected]
Earn Your Stripes
Finances & Fundraising How do I put on a fundraiser?
Where do I take my money afterwards?
How do I access my club account?
What happens if I have a successful grant?
Finances
Treasurers are always welcome to pop in to the union office for a print out of accounts or any other queries.
The Students’ Union team are here to help support your society and answer all financial questions. How much is in my balance? How can I invoice
someone? There’s a problem with this invoice.
Fundraising
Key to the sustainability of your club!
Sponsorship Bars and Nightclubs Remember to be safe and use a contract!
Events Tournaments/Performances & Other Key Activities Bake Sales, Toastie Nights & Quizzes Bag-Packing and Sponsored Activities
Fundraising
Chaplaincy Perfect for bake-sales & toastie nights – reliable
fundraisers! E-mail [email protected]
Atrium Can be used for sponsored events (eg. 24-hour Dance)
Think Creatively! What has been done before, what works and what is new?
Grants for Clubs
New format to last semester!
Capital Equipment Fund (£1750) Investment into equipment or materials you need £300 limit for each application
Special Event Fund (£1750) For events, trips, or any other single events £300 limit for each application
Each fund will be topped up in the second semester, with a 2/3 split for Autumn and 1/3 in Spring.
Club Grants
If you are needing some extra capital to develop your club then apply for a grant!
The grant scheme is designed to help you go that little bit further than your funds allow
Favourable grants include new events, new equipment, special trips.
Please ensure you complete the grant form correctly!
Club Grants
Common problems with grants: Form not completed correctly (check the example online) Applying for an event(s) which has already happened Already have the money available to run the event Not enough fundraising
Once submitted, your grant with be brought to the next CZEC meeting and considered by the panel. If successful, you will be notified and funds will be allocated
for your project. Please ensure when completing claim forms/ invoices that club grant is specified
If unsuccessful, you will receive feedback for next time
Do’s & (please) Don’ts
Ask for details (financial or membership) if you aren’t the president or treasurer
Spend money without consulting your committee!
Buy alcohol Buy something over £50
without a purchase order Spend more than you have…
If you become overdrawn, your club will be suspended!
Bring your fundraising money in separate bags if possible!
Always check with your committee before making transactions
Submit a trip/event planner before any events
Be polite to staff! Check your balance
regularly
Aye Naw
Always…
Come into the Union office and ask for advice if you are
uncertain about anything!
Do
Any Questions?
Lunch is available from the Students’ Union.
Next session starts at 1.40pm in LTA3
