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

2. Your Paperwork Pals Union Website Atrium Stall Booking Expenses
Purchase Orders
Event/Trip Planner
Transport Request
Committee List
Inventory
Atrium Stall 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: Atrium Stall Bookings:
Help us anticipate payments & contributions
Atrium Stall 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. Atrium Stall Bookings
Affiliated societies (those with 10 paid student- members) can take advantage of free atrium stall bookings.
Remember to complete the 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, subject to external events
Room bookings can be made through Resource Booker – Secretaries are authorised to use this after the Club/Society is affiliated (gained 10 paid student members).
Storage- shelving and lockers can be used by ing or

7. Google: ‘Stirling Resource Booker’

12. How To Plan Events: Trip/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
Provide online links and be specific what you need the Union to order on your behalf.

13. Event/Trip Planner
This is to be filled out for every event or trip you plan – this is for insurance purposes.
Complete the relevant sections as fully as you can. This should be submitted to the Union at least 2 weeks before the event/trip, 4 weeks for an international trip.
When submitting please from your University student address for identity verification purposes.
to or
stirlingstudentsunion.com/clubssocieties/forms/

14. Event/Trip Planner Common Problems:
Not bothered to complete finance section
Important for office to anticipate individual payments
Forgetting VAT (tax)
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/

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

16. Other Things For Events
Film Screenings
Consider copyright! Must have educational value – does the library have a copyright licence?
Can you include a discussion afterwards?
Don’t expect tickets to sell themselves!
Tendency for people to buy at the last minute
Early payments allows you to pay for the event; décor, entertainment…
Atrium presence and social media use can really help boost sales.
Ticket revenue should cover most if not all of your expenses.

17. 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/

18. Trips
getting away… and getting back home!

19. 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.

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
They can sign claims off for each other but not for themselve
Must be claimed with 60 days or purchase
Amounts under £50 can be returned in cash
Over £50 may be paid by BACS (this may take 2-3 days)
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 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 (directly related to your aims)
Up to 60% for other activities (not tied to constitution) and if activities benefit 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 and vice-versa.
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.
Alcohol
Events not to advertised or open to all Club members.

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  
- LGBTQ+ Drag Show - Boob Ball, UBT - Bleed Green TV - Brig’s Legacy Fund - ACS Fashion Show

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 Committee
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 will be brought to the next meeting and considered by the panel. You’ll also be invited along to the meeting to present your idea.
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, and retrospective grants are frowned upon)
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 may be suspended!
Do’s & (please) Don’ts DO
DON’T
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
Check your balance regularly
Be polite to staff!
Ask for details (financial or membership) if you aren’t the President or Treasurer
Spend money without consulting your committee!
Buy alcohol with club funds
Buy something over £50 without a purchase order
Spend more than you have…
If you become overdrawn, your club may be suspended!

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