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 societies.union@stir.ac.uk.
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.
If you are a member of a club and you are looking to make a purchase/claim, please email societies.union@stir.ac.uk, copying in your President and Treasurer, with as much information as possible e.g. web links, the reason for purchase, etc. We will check your society's account balance and then make the purchase 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 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.
Please note that all university-owned spaces are at the discretion of the uni team. While the Union will do what we can to help, we cannot guarantee a space. Read below to understand your next steps. You will need risk assessments for any unusual activities taking place in these spaces.
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 room booking system (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 societies.union@stir.ac.uk 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.
We encourage societies to host their events on our events platform, Native. This will allow you to promote your events to students via the Union website, sell tickets, and more.
Training videos and written tutorials can be accessed from the below links:
Please liaise with societies.union@stir.ac.uk as soon as possible regarding your event or trip. You must provide a risk assessment and arrange 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 societies.union@stir.ac.uk.
Booking Venue
If you would like to book Venue for a one-off or regular society event, please fill out the following form: