This is the place to find all the documents and resources to help your society thrive. If you are unsure of any process, please email your Vice President Communities.

Submitting your Committee to the Union

 

The society committee list should be filled out after your March/April elections for the upcoming academic year and updated throughout the semester if anything changes. 

You can fill out the Society Committee List for 2024/25 via the below form or this link.

Societies cannot access their finances until their 3 core committee members have purchased memberships.

Communications

We'll keep you informed of any steps to take, including room/stall bookings and anything else via the Union's social media channels and by email.

Promoting your society 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 and @stir_communities in any social media activity so we can share this widely for you.

Lastly, remember to check regularly for new members. 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 Jordyn Austin, copying in your President and Treasurer, with as much information as possible e.g. web links, the reason for purchase, etc. 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. However, if you do have any small claims to make, email Jordyn with your receipt and the account details that you would like the money refunded to, and she will arrange this with our Finance department. It is best to include your card no. and expiry date (rather than account details) to speed up the reimbursement process. 

IMPORTANT: Societies cannot access their finances until their 3 core committee members have purchased memberships. 

Campus Owned Spaces

Please note that all university-owned spaces (everything other than Studio, Underground and Venue) are at the discretion of the uni team. While the Union will do what we can to help, we cannot guarantee a space. Read the guides below to know your next steps and know you will still need risk assessments for any unusual activities taking place in these spaces.

Atrium Stalls

 

For atrium stall bookings, you will first need to have someone from the Students' Union sign off on your form. You will then send the signed form to stirlingvenues@stir.ac.uk to book the stall. 

Stirling Venues require 3 days' notice for stall bookings.

Atrium Stall Bookings

For atrium stall bookings, please email jordyn.austin@stir.ac.uk with a risk assessment, and your request will be forwarded to Stirling Venues who will liaise with you on your request. Note that Stirling Venues requires 3 days' advance notice for these bookings.

Please see the layout plan of Campus Central, as you may require a specific spot (subject to availability) as numbered on the plan.

University Rooms and Spaces

As a student, you're able to book various rooms and spaces for study purposes or to accommodate a club or society. For further guidance visit the Student Room Booking Guidance page on the University website.

Your society president and secretary have access to the Clubs & Societies option on the Resource Booker (through your canvas page).

Room can be booked for the following days/times:

  • Mon, Tues, Thurs, Fri from 6pm 
  • Wednesday from 1pm
  • Sat/Sun 9am - 5pm 

For bookings outwith these times, please email Jordyn Austin with the below details:

  • Your Society
  • Recurring or one-time meeting/event (provide first and last meeting dates if recurring)
  • Meeting/event date
  • Start and End Time
  • Estimated Number of Attendees
  • Preferred room and alternative if first choice is taken

Bookings must be placed at least 3 days in advance. 

Please note that your recurring bookings are per semester, and you will need to re-book your rooms come the new semester. 

Booking External Speakers

All external speaker room bookings must be placed at least 21 days in advace.

There is an 'External Speaker Room Booking for Clubs/Socs' option on the resource booker. You will need to download the External Speakers Approval Form and upload it to your booking request.

Events and Trips

Please liaise with communities.union@stir.ac.uk as soon as possible regarding your event or trip. You must also provide a risk assessment and arrange for payments for all aspects of your event in a timely manner. The Students' Union requires as much notice as possible to accommodate your request.

Most bookings and payments can be made using the Union credit card. You should forward these requests to Jordyn Austin.

Get In Touch

Events, campaigns, & other projects

 

Email your VICe President Communities

Administrative, technical, or operational enquiries 

Email Your Activities & Volunteer Coordinator

Any general enquiries may be sent to theunion.stir.ac.uk.