For F’s Sake finance, 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 from your University student address for identity verification purposes.  to 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   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/

Facilities University 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 with at least 3 days (72 hours) notice.

 Ideal for AGMs & general meetings  Send an to 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!

 Ideal for socials, fundraisers, organised activities  Speak to Frances Slorance (Commercial Manager)  or  Once you receive confirmation, you hold a booking!

 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

 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

 Opportunity to have your club’s achievements recognised  Inclusion, Sustainability, Development, Community  Speak to your VP Communities for more info!  Or

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!   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 AyeNaw

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