forms & resources

Please note that the processes detailed in all of the sections below were in place prior to the COVID-19 pandemic and therefore have likely changed, we will update these as soon as we have new processed in place. We are currently working with University and Scottish Government guidance to ensure that our clubs can enjoy a safe and fun return to activity.  We have detailed below some aspects of running a club which you may want to consider. 

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're all navigating through this time together. 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. Don't forget to tag us @stirlingunion in any social media activity too and we will share this widely for you.  

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. 

activities 

As mentioned, we will be providing regular updates when physical/in person activites can fully resume and how to book spaces but if you have anything specific in mind which requires the use of the campus grounds or any other space, please contact Elaine Shepherd, Activities & Volunteer Coordinator by email and she will assist you with completing the correct forms and risk assessments.  Please note that this will be subject to government guidelines and as much notice as possible is required and greatly appreciated. 

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 

events / booking forms

At the moment, the University is not accepting Atrium bookings from us or from Clubs/Sports teams. We will update as soon as we know more about what may be available into next semester (2022)

 

 

You can book spaces in the Union facilities (Venue, Studio) for your club event or meeting or social event. Please note there are still strict covid restrictions in place, i.e. we cannot accept bookings that involve dancing and there is no bar provision in Venue.

 

 

 

Use this link to view available spaces that you can book in the University, including capacity/features.

 

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. 

CLICK HERE for an example Grant Application and CLICK HERE for our handy Grant Guide infosheet.

 

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.

 

 
The 'How to' guide has advice on how to go about most things relevant to all Clubs & Societies. Important information concerning AGMs, Officer elections and more can also be found here.

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!