1. Success takes many FORMS
……well just a few actually!!!

2. Your Paperwork Pals Union Website Room Booking Expenses
Purchase Orders
Event/Trip Planner
Transport Request
Committee List
Inventory
Room Booking
Risk Assessment
Times when you need to use these:
Planning an Event (if on campus, like a meeting with the faculty or a drama workshop, include a room booking)
Planning a Trip
Arranging a Guest Speaker
Booking an EGM (emergency general meeting)
Booking a meeting to plan a trip

3. Why do we use these? Event Planners: Room Bookings: Committee Lists:
Help us anticipate payments & contributions
Room Bookings:
Help us secure you a space on campus
Committee Lists:
Who to contact throughout the year
Inventories:
Insures all of your equipment. Airthrey Cottage flood example.
Worth mentioning that various events which haven’t gone ahead have lacked the prior planning.

4. Room Bookings
doing stuff in places

5. Room Booking There are plenty free options available to you!
REMEMBER TO SELECT YES/NO HERE TO ENSURE YOU HAVE THE ROOM FOR THE LENGTH OF TIME THAT YOU WANT IT!!!
ALSO LET US KNOW THROUGHOUT THE SEMESTER IF YOU NO LONGER REQUIRE A ROOM.
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, prepare or consume food, or show films for socials. Or do all of that at once.
Check for your confirmation, and double-check dates
stirlingstudentsunion.com/clubssocieties/forms/

6. Spaces University Venues
Suitable for meetings, workshops, 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 working days (72 hours) notice.
Storage- shelving and lockers can be used by ing

7. Spaces University Venues
Check Students Union website (Forms & Resources) or ask in Union office for capacities of University spaces.
3 working days (72 hours) for all bookings please!

8. Booking a Room Visit Students Union website,
Clubs & Societies button Forms & Resources page
Download the Room Booking form
Complete and submit 3 working days (72 hours) in advance of the booking
Send from your student address to
You will receive confirmation.

9. Wait, I didn’t catch that?
Submit room bookings to
Send them 3 working days in advance (72 hours)
We don’t work at weekends
Thank you.

10. Events
planning events and selling tickets

11. How To Plan Events: Event Planner Risk Assessment Purchase Orders
Consider what you are doing to ensure everyone is safe, and that the event will run smoothly
Draft up your event, plan your budget and let us know who you need to order things from
Let the Union know who will be making orders from, to make payments quick!

12. 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/

13. Event/Trip Planner Common Problems:
Not bothered to complete finance section
Important for office to anticipate individual payments
Forgetting VAT
20% taken off all “ticket” sales. By government. Not us.
Not checking club balance
Any event needs to be budgeted, check and include your balance
Selling tickets too late
Before invoice can be paid, money needs to come in.
Just not bothering at all
Takes up time, when invoices do arrive and we have no knowledge.
Nobody wants to pay VAT, but it’s one of these things we just have to do.
stirlingstudentsunion.com/clubssocieties/forms/

14. Risk Assessment Consider what the risks are
Saves answering questions last minute
Fill out and return the form……that’s it!

15. Other Things For Events
Film Screenings
Consider copyright! Must have educational value
Can you include a discussion afterwards?
If not, contact Macrobert for a private screening
Don’t expect tickets to sell themselves!
Tendency for people to buy at the last minute
Encourage to buy tickets in advance with “early bird” incentive
Early payments allows you to pay for the event; décor, entertainment…

16. Purchase Orders To be completed for any purchase over £50 Examples:
Purchases for less than £50 can be processed with a pink claim form and receipts.
Examples:
Accommodation/Transport/Venue/Tickets
Always make sure you ask for and keep receipts for all club purchases!
Unsure? Come in and ask!
stirlingstudentsunion.com/clubssocieties/forms/

17. Trips
getting away… and getting back home!

18. If you’ve incurred costs and need reimbursed.
How To Plan Trips:
Trip Planner
Risk Assessment
Expenses
Your approach may be different for a trip abroad, rather than domestic.
Same as event, but ensure is fully completed including transport details and participants
If you’ve incurred costs and need reimbursed.

19. Arranging Transport via Union:
Fill in Transport Request Form on website – minimum of 2 weeks notice + Sports Teams have priority.
All drivers need to be registered with Union – over 21, minimum 2 years experience (people carriers).
Contact Union Office for more details and pricing (dependant on many factors)
Minimum excess of £250, paid back upon vehicle safe return. Usually against club balance, cash needed if not enough in account.

20. Claiming Expenses Keep your receipt Come into the Union office
Complete a “pink”, expenses
claim form
Must be signed of by treasurer or
president
Must be claimed with 60 days or purchase
Amounts under £50 can be returned in cash
Over £50 may be paid by BACS
Only between 9am and 4pm every weekday

21. Show Me The Money
accessing club funds

22. Finances & Fundraising
How can I check my club’s balance?
How do I put on a fundraiser?
Where do I take my money afterwards?
How do I use our funds?
What happens if I have a successful grant?

23. Finances
Treasurers and Presidents are always welcome to pop in to the union office for a print out or of their accounts.
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…

24. Spending How much of our club account can we spend?
Up to 100% for core activities (related to your aims)
Up to 60% for other activities (not tied to constitution and benefiting non-members i.e Law Ball, Education ball, etc
Who can access the account?
President & Treasurer, for invoices and expenses
When Treasurer is claiming expenses, President signs off
What can we not spend club account on?
Individual spends (not to the benefit of the club), individual items i.e clothing that will belong to an individual rather than the club, or alcohol etc.

25. Paying Money In Do so quickly, don’t leave cash lying about
Come into the Union office
Complete a “yellow”, paying in form
Can be done by anyone
Must specify what it is for (fundraising, tickets sales etc)
Only between 9am and 4pm every weekday

26. Fundraising
Don’t forget paid memberships are key to the sustainability of your club!
Events
Think outside the box
Think collaboratively
Clubs Ball shortlist  
- International’s Loch Lomond Trip - LGBT’s Drag Show - Media Soc’s LGBT Sports Panel - Politics’ Abuse in Wartime Talk - SUDS Women in Drama

27. Fundraising Atrium Think Creatively!
Can be used to promote events and collect for charity e.g. LGBT+ Pride Week, Volunteering Start-Up CanPaign
Think Creatively!
What has been done before, what works and what is new?
G-Soc’s 24-Hour Gaming event
Room for collaboration? e.g. International Ceilidh ticket sales teamed with Masters students’ International Day.

28. Grants for Clubs Club Grant
Applications are decided by Communities Zone Executive
Investment into equipment or materials you need
For events, trips, or any other single events
£300 limit for each application
Open to all societies including media.

29. Club Grants
Once submitted, your grant with be brought to the next meeting and considered by the panel.
Common problems with grants:
Form not completed correctly (check the example online and we can help you)
Applying for an event(s) which has already happened (DO NOT treat the Club Grant as an overdraft- far too risky!!!)
Not enough fundraising
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 (don’t be disheartened, sometimes all it needs is a few tweaks)

30. If you become overdrawn, your club will be suspended!
Do’s & (please) Don’ts
Yes No
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
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!

31. Always… Do
Come into the Union office and ask for advice if you are uncertain about anything!