forms & resources
Please note that some of the processes in the drop down buttons below were in place pre Covid and most of them are currently out of date or not in place as we emerge from COVID 19 and restrictions change. Most of the current process are detailed below on this main page and we will aim to keep this as up to date as possible. If you are unsure of any process for your clubs please email your Vice President Communities communities.union@stir.ac.uk and/or your Activities & Volunteer Coordinator elaine.shepherd@stir.ac.uk
communication
We'll keep you informed of any steps to take, including room/stall bookings and anything else via the Union's social media channels, by email, and via the Club Forum 2021/22 Facebook group. The Club Forum is also a fantastic resource for you to communicate and gain support from other club committees. We also recommend adding yourself to the Official Freshers Facebook page where you can promote your club to incoming students. Promoting your club online is more important than ever right now so check out our guide to see how you can best utilise your club's space on the website, including the Union's Whats On! calendar. Don't forget to tag us @stirlingunion in any social media activity too and we will share this widely for you. Be sure to be checking regularly for new members and make sure you drop them a line to say thanks for joining and what to do next!
finances
If you are a member of a club and you are looking to make a purchase/claim please email elaine.shepherd@stir.ac.uk copying in your President and Treasurer, with as much information as possible e.g. web links, reason for purchase, etc. and she will check your club's account balance and do this on your behalf using the Union's credit card. We discourage making any purchases or bookings yourself and without consulting the Union first but if you do have any small claims to make, email Elaine with your receipt and the account details that you would like the money refunded to and she will arrange this with our Finance department. Please also email Elaine if you require a copy of your club's balance.
get in touch
Your Vice President Communities, Alyson McKay is hosting VP Tea sessions weekly so pop along to these with any questions or ideas you have. She'd love to see you there! You can also email her with any questions that you have at communities.union@stir.ac.uk or on her linktree. You can also conmtact the Union direct at theunion.stir.ac.uk
stalls/rooms/events
Stalls- for stall bookings please email elaine.shepherd@stir.ac.uk with as much information (date, time, activity and requirements) and notice as possible with a risk assessment and your request will be forwarded to Stirling Venues who will liaise with you on your request. Please see a layout plan of Campus Central, you may request a specific spot as numbered on the plan but this will be subject to availability.
Rooms- Your club Secretary should have access to the Clubs & Societies option on the Resource Booker (through your canvas page). You can book rooms on here from 18:30, Monday to Friday with a minimum of 3 days notice. For weekend bookings, please email as much information, with as much notice as possible (date, times, activity, capacity, requirements) to elaine.shepherd@stir.ac.uk and she will pass your request to Stirling Venues.
Events- Please liaise with communities.union@stir.ac.uk and elaine.shepherd@stir.ac.uk as soon as possible regarding your event and provide a risk assessment and arrange for payments for all aspects of your event in a timely manner and providing the Union as much notice as possible to accomodate your request. Most bookings and payments can be made using the Union credit card. You should forward these requests to elaine.shepherd@stir.ac.uk
events / booking forms
You can book spaces in the Union facilities (Venue, Studio, Underground) for your club event or meeting or social event.
For all events please complete the Event Planner form
Click here to download the 'How to Plan an Event' guide Click here for the Events Timeline
Remember to complete and submit a risk assessment form for special events outwith regular club activity.
trips
When booking transport for a trip, remember to select 'non-sports club' from the drop down list.
For all trips please complete the
Trip Planner form.
Remember to complete and submit a risk assessment form for any Club trips, domestic & international.
finance
Sponsorship can be a great way raising income and the profile of your club. This is a template form you can use.
Expenses of over £50 must be made using a Purchase Order request form
Your Club can receive a grant of up to £300 awarded by the Communities Zone Executive Committee. Find out more about all of the grants and funding streams which are available to your club and how to apply.
club admin
This form should be completed and returned before 1st April every year as new committee are elected, as well as after any changes.
Before the 1st April each year, any club with equipment should complete and submit an inventory to ensure it is covered by the Union's insurance.
guides
A guide for Presidents, Secretaries,Treasurers and Publicity Officers on website admin and how to make the most of your webpage.
This is the Clubs & Societies Governance document, which is part of the Students' Union Constitution. These are some rules you need to stick so read it carefully!