Claim Form (Online)

Pay-In Form

Match Officials Claim Form

Minibus Booking Form

Native Events Portal

QMU Kit Shop (Macron)

Edinburgh Leisure Sports Pitch Booking

Book Maggie's for your Event

Social Media Request Form

BUCS (for rules, regulations and Playing Under Protest Forms)

Scottish Student Sport (SSS)

Budget Request Form: Submit by the beginning of May every year

Core Budget: Allocated by the SU; goes towards essential running costs.

Non-Core Budget: Income from membership fees, fundraising, sponsorship, etc; goes towards non-essential running costs (socials, equipment, etc).

Get Reimbursed:: Submit a claim form with receipt/s and 2 committee signatures (contact union@qmu.ac.uk for the pin number to access the claim form).

Claim Form (Online)

Pay-In Form: Deposit money at SU reception within 3 working days.

Pay-In Form

Match Officials: to be printed and signed by the match official, then returned to the SU office.

Match Officials Claim Form

Submitting Invoices: send all invoices to Derek Hainey for payment.

How To Spend Money From Your Club Account: email Derek Hainey to discuss payment for larger orders.  For smaller orders, it's quicker for you to pay for it then get reimbursed via a claim form.

How to Get Funding / Other Funding Opportunities:   The Vice-Chancellor's and Student Development Fund - The majority of awards will be around £750 to £1,250.

How to Arrange Sponsorship: 

Pubs, bars, clubs, relevant brands, local businesses etc are happy to sponsor university clubs. 

Email/phone them to say you're looking for a club sponsor, and see what they have to offer. 

All sponsorship contracts must be shown to the Students Union for approval before signing. 

You must not sign any contract before showing us!!

How to Get Your Club/Society Account Statement: email Derek Hainey, Emma, or Silvia to get an up to date statement of how much money is in your club account.

Minibus Hire:

Must be booked via the SU with a qualified driver (21+, full UK licence, 3 years experience)

Keys and Drivers Folder can be picked up on the day from Security - the driver MUST sign the insurance waiver provided in the Drivers Folder before driving

Buses must be booked 10+ days in advance due to limited availability

Buses must be refuelled and parked exactly where you found it after use

Any damage inflicted to the vehicle must be reported to the Students’ Union immediately.

Minibus Booking Form

Public Transport: Free for U22s in Scotland with NEC (a National Entitlement Card that acts as your free bus pass)

Using Private Vehicles: Must have valid MOT, tax, insurance

Large coach hire: To book a large coach and driver, contact union@qmu.ac.uk

Affiliation:

• is mandatory for all members - students cannot purchase membership without buying affiliation first (membership is locked until affiliation is purchased)
• is tiered (Low/Med/High) and the link should always be displayd at the bottom of your club pag
• is required for insurance claims and cover, and access to SU support

Membership Questions

• How Do Students Join My Club or Society?
  • they join via the QMUSU website, by clicking the "Join Now" button on your club page
  • if they email you saying they are getting a "doesn't meet the criteria" message, it means they've not paid the relevant affiliation yet, so let them know they need to do that first, then they'll be able to buy membership.
• How to Check Membership List
  • committee members can check this via their dashboard - all committee members have access to this
  • watch this 2-minute video that shows how you can check your members list

Data Protection for Clubs and Societies​​​​

• Collect Only What You Need
  • Only collect data that is essential for running your club or society (e.g., name, student ID, email).
  • Avoid collecting sensitive personal data (e.g. health, ethnicity) unless absolutely necessary and justified.
• Store Data Securely
  • Use password-protected documents and cloud storage with multi-factor authentication (MFA).
  • Avoid printing data or storing files on USBs or personal devices.
• Limit Access
  • Only share member data with committee members who need it for their role.
  • Don’t keep old committee members on mailing lists or shared drives.
• Don’t Keep Data Forever
  • Delete or anonymise data when it's no longer needed (e.g. after someone graduates or leaves the club).
  • Do an annual data clean-up at handover time.
• Use BCC in Emails
  • Always use the BCC (blind carbon copy) field when emailing members to avoid sharing email addresses.

• University Room/Studio Bookings: use Celcat to book rooms and studios in the university
• Sports Centre/Sports Hall Bookings: Email sportsreception@qmu.ac.uk
• External Pitches: Edinburgh Leisure Sports Pitch Booking
• Dance Studio: Email sportsreception@qmu.ac.uk

• QMU’s official kit supplier is Macron, available via the QMU Kit Shop.  All kit must be purchased via Macron.
• Kit purchases come from your core budget.
• All kits must display the QMU crest, however the rest of the kit design is customizable.
• All kit orders must be approved by the President – Student Activities (PSA) before ordering. 
• Teams are encouraged to seek sponsorship to fund kits, as the SU does not always provide kit funding yearly.

Code of Conduct: All clubs must comply.  When you start a QMUSU-affiliated club, you are agreeing to abide by our Code of Conduct.

Risk Assessments:

Required for all events/training - email union@qmu.ac.uk for a blank template.

One risk assessment can be done for the full year.  Just email the SU each updated version if you're adding more events to it throughout the year.

Accidents and Injuries:

All injuries and accidents must be reported to the SU. 

Come up to the SU office and we will get you to fill out an Accident Report form. 

Completed Accident Report forms can be used as part of your evidence in an insurance claims case.

Insurance claims: email union@qmu.ac.uk for the link to the claims portal.

Terms of Membership:  

created by your committee, this is the set of rules you want your members to abide by.  A student contractually agrees to abide by those terms when they pay membership to your club.  Some examples include:

• Respectful Conduct: All members are expected to treat others with respect, regardless of background, identity, or opinions. Discriminatory language or behaviour will not be tolerated and may result in immediate removal from the club.
• Communication & Responsiveness: Members are expected to regularly check the club group chat and respond to messages from the committee when necessary. Failure to acknowledge important communications (e.g. event sign-ups, attendance confirmations) may affect your participation in future activities.
• Minimum Engagement Requirement: Members are asked to attend at least one society event or activity per semester to remain active in the club. This helps foster a sense of community and ensures fair access to limited-capacity events.

President – Student Activities (PSA)

• Silvia Cardinale
  📧 SCardinale@qmu.ac.uk
  📱 Instagram: @silvia_qmusu

Finance Administrator

• Derek Hainey – DHainey@qmu.ac.uk

Events & Admin

• Emma Lean – Elean@qmu.ac.uk / union@qmu.ac.uk

• Flyers & Posters
  • Put up eye-catching, branded posters in Maggie's and Accommodation. (Get all posters stamped by the SU first).
  • Include a QR code linking to your sign-up form or Instagram.
• Stall at Give It A Go
  • Decorate your stall with banners, props, and music related to your society.
  • Offer freebies (badges, sweets, stickers) and create a mailing list sign-up sheet or QR code.
• Free Food or Pizza Social
  • Host a casual welcome event with free food — always a crowd-puller.
• "Bring a Friend" Event
  • Reward current members who bring someone new to a meeting or social.
• First-Timers Raffle or Giveaway
  • Offer small prizes (e.g. vouchers, snacks) for new sign-ups at your next event.
• Collaborate with Other Societies
  • Co-host an event or competition with another club — you’ll both tap into each other’s audiences.
• Pop-up Mini Events
  • Run 10-minute demos or challenges around campus (e.g. quiz questions, mini games, fitness challenges).
  • Host a bake sale (use the bake sale form)
• Get Featured by the Students’ Union
  • Ask to be spotlighted on their social media or newsletter.
• Participate in University Events
  • Have a presence at mental health week, sustainability week, or similar uni-wide initiatives.
• Create a Presence on Campus
  • host bake sales, meet-ups in Maggie's, wear your club kit around campus

To ensure a smooth handover:

• Outgoing committee members must prepare a handover pack, including:
  • Any Meeting minutes
  • Financial plans/budgets
  • Key contacts
  • Login info
  • Any ongoing plans/issues
• Handover packs must be submitted to the SU and sent to their incoming commitee by the start of May every year.
• It is expected that all outgoing committee members explain their role and offer informal support to the new team.
• AGMs should include an overview of the year and introduce the new committee.

Annual General Meeting (AGM):

• Must be held before 2nd May to secure future SU funding.
• Organised by the Vice-President/Vice-Captain.
• Includes:
  • President’s report on activities
  • Financial report from Treasurer
  • Discussion of issues or development plans
  • Election of the new committee
• Minutes must be recorded and shared with QMUSU.

Extraordinary General Meeting (EGM):

• Called if:
  • A committee member resigns.
  • There's a need for re-election due to non-attendance or performance.
• Must follow the same format as the AGM for fairness and transparency.

• Use Microsoft Teams or Zoom for virtual meetings/elections.
• Ensure all members have access and are given reasonable notice.
• For online elections:
  • Use a Google Form or Microsoft Form for anonymous voting.
  • Include candidate statements and roles.
  • Only current members with affiliation can vote.
• Record meeting minutes and save a copy for the handover pack.
• If quorum isn’t met, reschedule the meeting

Each society/sport must have a:

• President/Captain
• Vice-President/Vice-Captain
• Treasurer

Optional roles include:

• Social Sec
• Wellbeing Officer
• Fundraising Officer
• Media Secretary

All committee members must:

• Be democratically elected by affiliated members.
• Perform roles without bias.
• Engage members and represent them fairly.
• Attend committee training or risk being replaced via an EGM

If a member wishes to raise a complaint:

1. Raise the issue informally with the committee.
2. If unresolved or serious:
   • Email the President – Student Activities (Silvia Cardinale) or Emma Lean (Union Affairs Assistant).
3. For serious allegations (e.g., misconduct, harassment):
   • SU will carry out an investigation under the Disciplinary Procedure.
4. Breaches may result in:
   • Removal from committee
   • Club sanctions
   • Budget reductions or disaffiliation

• All committee members should:
  • Encourage Bystander Training.
  • Signpost students to QMU Wellbeing Services, not offer personal advice.
• In the event of a disclosure (e.g., assault, mental health crisis):
  • Do not promise confidentiality.
  • Listen calmly, take them seriously.
  • Signpost to relevant support:
    • QMU Student Services
    • Nightline
    • NHS 24
• Wellbeing Officers should be approachable and informed but are not counsellors

• HelpZone: Health and Wellbeing
• Online Student Safety Guide
• Stressbusting Zone
• Extenuating Circumstances
• Academic Appeals
• Disciplinaries and Plagiarism
• Fitness to Practice/Fitness to Study
• Student Housing Support
• QMU Student Services/Report and Support/Wellbeing/Counsellors etc
• For FREE menstrual products and condoms, head to the Student Union reception.

• Native is QMUSU's events ticketing platform - all SU and S&S events are uploaded to it, and all ticket sales must go through it.
• All your events must be uploaded to Native.  
• Native is connected to the QMUSU website (even though it's an external website), so you log in using your QMUSU login details.
• All Presidents/Captains have admin access to native, meaning they can create private or public events, sell tickets, scan entries, etc.
• Events require SU approval before going live (email union@qmu.ac.uk to let us know you've submitted an event for approval)

Native Training Videos

• Managing Events
• Creating Tickets
• Ticket Scanning

• Social Media Countdown & Stories
  • Post a series of countdown stories on Instagram leading up to the event (3 days before, 1 day before, on the day).
  • Include event posters, reels, and polls (e.g. “Are you coming?”).
  • Tag the university, SU, and relevant course pages for reach.
• Group Chats
  • Share the event details in:
    • Society WhatsApp/Discord chats
    • Course group chats
    • Flatshare/residence group chats
• Campus Posters and SU social media posts
  • Make posters bold and visual — include date/time, location, and one big “WHY TO COME”.  If ticketed, include a QR code.  (Take all posters to the SU office to get stamped, otherwise they'll get taken down).
  • Create a social media post that the SU can post on their Instagram page (use the social media jotform)
• Lecture or Seminar Shoutouts
  • Ask lecturers if you can pop in for a 1-minute event plug at the start or end of classes — especially in relevant subject areas.
  • Focus on the social benefits and any freebies or special guests.
• Student Union Support
  • Promote your event on their social media (use the social media jotform)
  • List it in their official events calendar by posting it on Native

• create an event on Native, and add all event info needed (see Native training links above)
• submit your event, and once it's been confirmed it will appear live on both Native and the What's On calendar on the QMUSU homepage.

• Large events (100+ people or public-facing) may require:
  • A risk assessment (if it's a large event it will need its own risk assessment)
  • Security
  • Event planning meetings with the SU
• Small events (e.g. socials) will still need risk assessments, especially if external venues, guests, food or transport are involved.  Make sure to add this to your main risk assessment, and send the SU the updated version.

Extra Tips:

• Start planning several months in advance for large events.
• Create a run sheet and delegate roles. (It's an excel event spreadsheet - you can download free templates online) .
• Always have a designated First Aider if using off-campus venues.

• Use our Native ticketing platform (for instructions, see Events & Ticketing section above)
• Provide:
  • Event name, date, location
  • Ticket prices and numbers
  • Max attendance
  • Blurb about the event
  • Event image
• Ticket sales revenue goes into your non-core account.
• Check to see if you'll need to use the SU's cash float (a box with £50 worth of £1 coins/£5 notes/50ps, etc).  if you do, email union@qmu.ac.uk.

Extra Tips:

• Consider tiered pricing (early bird/general).
• Put a QR code on your posters/advertising that link directly to the ticketing page.

Consider the following when planning your event:

• Use step-free venues and note this in your event promo.
• Offer quiet spaces for breaks.
• Ensure presentations/videos are captioned.
• Include trigger warnings where relevant.
• Have a point of contact for accessibility questions (e.g., your club's Wellbeing Officer).

Best Practices:

• Ask attendees about access needs in ticket forms.
• Keep lighting and sound levels adjustable.
• Provide digital participation options where possible.

• If the speaker is bringing their own vehicle they will need booked into the QMU car park, otherwise they will be charged for parking/fined.
• Email union@qmu.ac.uk with the speakers first and last name, their vehicle registration number, and the date they will be attending campus.  The SU will book their vehicle in for that day.

At the end of each academic year, QMUSU celebrates student achievements with:

• Colours (Team Colours/Blues for sports team members, Society Scarlets for society members) – Individual recognition for outstanding contribution.
• Sports & Societies Awards – Recognises overall club achievements.

These awards:

• Highlight student leadership, commitment, and development.
• Are announced at Grand Ball, usually held in mid-April.

Categories include:

• Team/Society of the Year
• Presidents/Captains Award
• Outstanding First Year
• Sport/Society Personality of the Year
• Newcomer Award
• Excellence in Sport
• Academic Society of the Year
• Community Award
• Most Improved Sport/Society
• Bleed Blue

Keep an eye on your emails as the PSA will send out instructions, along with the link to the voting forms, at the start of each year.

• QMU’s official kit supplier is Macron, available via the QMU Kit Shop.  All kit must be purchased via Macron.
• Kit purchases come from your core budget.
• All kits must display the QMU crest, however the rest of the kit design is customizable.
• All kit orders must be approved by the President – Student Activities (PSA) before ordering. 
• Teams are encouraged to seek sponsorship to fund kits, as the SU does not always provide kit funding yearly.

• All affiliated Sports & Societies have access to the SU’s group accident insurance policy.
• To be covered, members must:
  • Pay the correct affiliation fee (Low/Medium/High)
  • Be matriculated students
  • Be listed members of the club
• Insurance covers registered members during club activities only.

• Payment is handled via a Match Officials Claim Form.
• The process:
  • Ref or umpire signs the form and fills in their bank details.
  • Treasurer and one other committee member sign to authorise.
  • Hand in the form at the SU Reception.
  • SU processes payment ideally within 3 working days.

• Submit a claim form with:
  • Two committee signatures
  • Photo of the receipt
• Email is sent to PSA and Finance Administrator to authorise payment.
• Claim form is available here: Claim Form (Online)
• You’ll need a PIN from the PSA to access the form

• Use the Minibus Booking Form to book a 9 or 12-seater minibus
• For long-distance fixtures, contact union@qmu.ac.uk to enquire about a large coach
• Travel receipts should be retained for reimbursements (money spent on petrol, etc, can be claimed back).

• You are responsible for booking practice/fixture facilities.
• For external pitch hire: Edinburgh Leisure Sports Pitch Booking
• For the QMU Dance Studio, Astro, and Sports Hall: Email sportsreception@qmu.ac.uk 

• Your sport must be affiliated and approved by the SU before being entered into BUCS.
• QMUSU handles BUCS entry; your President/Captain must liaise with PSA before the start of May (deadline for entry into BUCS is start of May) 
• Fixture rules, match requirements, and admin (like postponements) fall under the Captain’s responsibility.
• Budget requests should include competition entry cost
• BUCS (for rules, regulations and Playing Under Protest Forms) - ensure you are aware of any major/sport-specific regulations
• Scottish Student Sport (SSS) (a good contact to have for all BUCS teams, they essentially represent BUCS in Scotland)