Transcript Club’s Academy 2010 - Planning your year

For F’s Sake
finance, facilities, fundraising and forms
Your Forms
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Event/Trip Planner
Purchase Orders
Committee Lists
Transport/Travel Booking
Room Bookings
Club Grants
Earn Your Stripes
Event/Trip Planner
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This is to be filled out for any event or trip you plan
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Complete the relevant sections as fully as you can. This
should be submitted to the students union at least 2
weeks before the event.
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When submitting please e-mail from your University
student email address for identity verification purposes.
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E-mail to [email protected]
stirlingstudentsunion.com/clubssocieties/forms/
Event/Trip Planner
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The event/trip planner is a resource to help you plan.
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When completing the form, start early and consider every
question it asks
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A fully completed form generally represents a well
planned and successful event
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An incomplete form suggests that not all aspects have
been considered
stirlingstudentsunion.com/clubssocieties/forms/
Selling Tickets
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Don’t expect tickets to sell themselves!
Natural tendency is for people to buy tickets at
the last minute
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Encourage attendees to buy tickets in advance
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…but this can prove difficult when organising an event.
Consider an “early bird” incentive
Early payments allows you to pay for the event
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Venue hire/decorations/deposits/entertainment
stirlingstudentsunion.com/clubssocieties/forms/
Examples
stirlingstudentsunion.com/clubssocieties/forms/
Purchase Orders
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To be completed for any purchase over £50
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Examples:
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Purchases for less than £50 can be processed with a pink
claim form and receipts.
MacRobert invoices/accommodation/transport booking
Always make sure you ask for and keep receipts for
all club purchases!
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Unsure? Come in and ask!
stirlingstudentsunion.com/clubssocieties/forms/
Committee Lists
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Please submit your committee list after your AGM
and after any later changes
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Download the template online and fill out all contact
details
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Name
Position
Student Number
E-mail
Phone Number
stirlingstudentsunion.com/clubssocieties/forms/
Transport Booking
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Online submission form
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Select “Non-Sports Club” from drop-down menu
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When hiring, check with Union to ensure you have
eligible drivers
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For 9-seaters – Over 21 & 2 years experience
For 15-seaters – Over 21 & 2 years experience & MIDAS
Clubs must have sufficient funds to cover damage
excess, which can range from £250 - £500.
stirlingstudentsunion.com/clubssocieties/forms/
Transport Booking
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Try and travel by the cheapest possible means
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Make sure you book your transport early
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And save your club money!
Demand can be higher due to sports clubs’ competitions
Only book as much as you need
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Even if you are feeling optimistic, larger vehicles cost
more!
Like event tickets, encourage members to pay well in
advance so you can accommodate the demand there is
stirlingstudentsunion.com/clubssocieties/forms/
Room Booking
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There are plenty free options available to you!
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Remember to complete the room booking form early
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You may be limited to what you can use your
booking for.
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For example, you cannot sell raffle tickets, consume
alcohol, or show films for socials.
Unusual event? Complete an Event Planner first!
stirlingstudentsunion.com/clubssocieties/forms/
Facilities
University Venues
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Suitable for meetings, seminars, debates and more
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Rooms & Lecture Theatres
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Atrium
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only outside teaching time (all day on weekends and after
6.30pm Mon-Fri)
can be booked all day, every day
Send room booking form to [email protected] with at
least 3 days (72 hours) notice.
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Ideal for AGMs & general meetings
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Send an email to [email protected] with details
and times or visit the front desk in the Union Office.
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Max capacity of 20 people
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Once you receive confirmation, you hold a booking!
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Ideal for socials, fundraisers, organised activities
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Speak to Frances Slorance (Commercial Manager)
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01786 467183 or [email protected]
Once you receive confirmation, you hold a booking!
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A new space, full renovation
of Envy.
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Versatile for many events,
from rehearsals to
performances
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Can even accommodate
awards nights with catering
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Speak to Frances
Slorance (Commercial
Manager) for bookings
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There are restrictions on certain types of events, eg:
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Film Screenings
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Consider copyright! Must have educational value
Can you include a discussion afterwards?
If not, contact MacRobert for a private screening
Cheese & Wine Nights
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Societies cannot spend money on alcohol
Look to arrange a catering package for such an event
MacRobert or local venues can support this
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Opportunity to have your club’s achievements
recognised
 Inclusion, Sustainability, Development,
Community
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Speak to your VP Communities for more info!
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Or e-mail [email protected]
Finances & Fundraising
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How do I put on a fundraiser?
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Where do I take my money afterwards?
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How do I access my club account?
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What happens if I have a successful grant?
Finances
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Treasurers are always welcome to pop in to the
union office for a print out of accounts or any other
queries.
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The Students’ Union team are here to help support
your society and answer all financial questions.
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How much is in my balance? How can I invoice
someone? There’s a problem with this invoice.
Fundraising
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Key to the sustainability of your club!
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Sponsorship
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Bars and Nightclubs
Remember to be safe and use a contract!
Events
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Tournaments/Performances & Other Key Activities
Bake Sales, Toastie Nights & Quizzes
Bag-Packing and Sponsored Activities
Fundraising
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Chaplaincy
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Atrium
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Perfect for bake-sales & toastie nights – reliable fundraisers!
E-mail [email protected]
Can be used for sponsored events (eg. 24-hour Dance)
Think Creatively!
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What has been done before, what works and what is new?
Grants for Clubs
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New format to last semester!
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Capital Equipment Fund (£1750)
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Special Event Fund (£1750)
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Investment into equipment or materials you need
£300 limit for each application
For events, trips, or any other single events
£300 limit for each application
Each fund will be topped up in the second semester, with
a 2/3 split for Autumn and 1/3 in Spring.
Club Grants
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If you are needing some extra capital to develop
your club then apply for a grant!
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The grant scheme is designed to help you go that
little bit further than your funds allow
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Favourable grants include
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new events, new equipment, special trips.
Please ensure you complete the grant form correctly!
Club Grants
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Common problems with grants:
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Form not completed correctly (check the example online)
Applying for an event(s) which has already happened
Already have the money available to run the event
Not enough fundraising
Once submitted, your grant with be brought to the next
CZEC meeting and considered by the panel.
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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
Do’s & (please) Don’ts
Aye
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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
Naw
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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!
Always…
Do
Come into the Union office and
ask for advice if you are
uncertain about anything!
Any Questions?
Lunch is available from the Students’
Union.
Next session starts at 1.40pm in
LTA3