Transcript Club’s Academy 2010 - Planning your year

Finance, Facilities, Fundraising and Forms
Tuesday 6th May 2013
 Introduction
to Forms
 Room Bookings
 Finance
 Fundraising
 CED Grants
 Do’s & Don’ts
 Q&A with Panel
Event/Trip Planner
 Purchase Order (for >£50)
 Committee Lists
 Room Booking (Union & University Facilities)
 Grant Application
 Transport/Travel Booking
 Earn Your Stripes
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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
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When submitting by email, please send from your University
student email address for identity verification purposes.
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E-mail to [email protected]
stirlingstudentsunion.com/clubssocieties/forms/
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To be completed for any purchase over £50
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Purchases for less than £50 can be processed with
receipts
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Always make sure you ask for and keep receipts for all
club purchases!
stirlingstudentsunion.com/clubssocieties/forms/
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Please submit your committee list after your AGM and
after any 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/
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Online submission form (Google Docs)
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MUST select “Non-Sports Club” from drop-down menu
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If hiring a vehicle, check with Union to ensure you have
eligible drivers!
◦ For 9-seaters – Over 21 & 2 years experience
◦ For 15-seaters – MIDAS certificate, Over 21 & 2 years experience
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Try and travel by the cheapest possible means (This will
save your club the money!)
stirlingstudentsunion.com/clubssocieties/forms/
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There are plenty free options available for your
booking!
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Remember to complete the room booking form first
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You may be limited to what you can use your booking
for.
◦ For example, you cannot sell raffle tickets or consume alcohol
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Unusual event? Complete an Event Planner first!
stirlingstudentsunion.com/clubssocieties/forms/
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Suitable for meetings, seminars, debates and more
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Rooms & Lecture Theatres – only outside teaching time
(all day on weekends and after 6.30pm Mon-Fri)
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Atrium can be booked all day every day
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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
◦ 01786 467183 or [email protected]
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Once you receive confirmation, you hold a booking!
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Opportunity to have your club’s achievements
recognised
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If a society demonstrates a significant contribution
towards its members, the Union, University, local
community or the public, it will be rewarded with a
‘Club and Society Stripe’
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Speak to your VP Communities for more info!
◦ Or e-mail [email protected]
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Inclusion, Sustainability, Development, Community categories
stirlingstudentsunion.com/clubssocieties/forms/
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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?
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Key to the sustainability of your club!
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Sponsorship
◦ Bars and Nightclubs
◦ Remember to be safe and use a contract!
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Events
◦ Tournaments/Performances & Other Key Activities
◦ Bake Sales, Toastie Nights & Quizzes
◦ Bag-Packing and Sponsored Activites
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Chaplaincy
◦ Perfect for bake-sales & toastie nights – reliable
fundraisers!
◦ E-mail [email protected]
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Atrium
◦ Can be used for sponsored event (eg. 24-hour Dance)
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Think Creatively!
◦ What has been done before, what works and what is new?
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If you are needing some extra capital to develop your
club then apply for a grant!
The grant scheme is designed to help you go that little
bit further than your funds allow
Favourable grants include; new events, new
equipment, special trips.
Please ensure you complete the grant form correctly!
Plan ahead and apply for money before the event
happens (retrospective events are less likely to
succeed)
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Common problems with grants:
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Form not completed correctly (check the example online)
Applying for an event 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 CED meeting and considered by the panel.
If successful, you will be notified and funds transferred
to your account
If unsuccessful, you will receive feedback for next time
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
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!
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Do
Come into the Union office and ask
for advice if you are uncertain
about anything!
Now, we go over to our experts!
Maria Ristimaki – PolSoc
 David Devereux - SUDS
 Imogen Mould – Charities Officer
 Wendy Forbes – Oracle of Knowledge
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