this is where you will find all the information on running your student group effectively as well as answers to any questions you may have.
for example, information on room bookings; making payments and reimbursements; planning an event or trip and getting funding for your society and more are read.
please use this as your primary point of call for any information you require.
please refer to our FAQs to see if your question has already been answered.
if you can't find what you are looking for, please contact email@example.com and we will do our best to answer your query.
please note that our response time is 3-5 working days though we do try to get back to you as speedily as we can.
Committees, AGMs, Elections and Handovers
here you can find all the guidelines to being a committee member. if you have questions regarding conducting online or offline elections, changing your society's constitution, giving the Societies' Office the correct committee details etc., you can find all the answers in the documents below.
here you can find all things to do with society committee training. society training sessions are held right throughout the academic year as we understand new societies can start at any point. however, the main session will take place before the start of term. society committee training will take place in September for this year's incoming committees. every committee member MUST attend training to ensure they are aware of societies policies and procedures as they change each year. if you require the society committee training slides as a refresher throughout the year then please contact the societies office on firstname.lastname@example.org.
please find the committee training schedule and the zoom links HERE.
below are some useful resource packs:
Booking 1:1 Meetings with Courtney
here you can book a 1:1 meeting with the Societies Development Coordinator to discuss anything you would like in regards to your society.
*note that you may only book meetings between Mon - Thurs, 10:00 -12:30.
meeting ID: 883 3529 7755
*note that if you have not booked an appointment, you will not be let into the zoom meeting.
finance is one of the most important aspects of running your society. we know trying to wrap your head around finance systems can seem confusing. here you will find step by step guidelines to checking your society’s accounts, submitting finance requests etc.
can the union help to promote society events?
yes, in many ways, depending on how much notice you can provide and the nature and scale of your event, although the main responsibility for promotion must rest with your Events/ Media Officer as organisers.
the Union can promote your event on the SU website under the 'Events' display. your event can also be promoted on the SU's Societies Instagram page @kingstonuniversitysocieties.
the Union can also put up your posters and flyers (with the union's stamp) on the official noticeboards and communal spaces across campus. however, if you put them on random doors and walls then they will just take them down again!
if I want to sell tickets online, what is the procedure I need to follow?
it’s a really simple process, your Events/ Media Officer or Secretary must first set up an event on your group page on the website. you will then need to create an event ticket (you can have as many types as you like e.g. early birds, Alumni). enter all the other required information including when you want tickets to go on sale, who can buy them and how many and then email email@example.com with what you want the ticket price to be. please note, you will not be able add the price yourself and it must be done by a societies staff member.
what is the funding applications process?
your society submits a funding application form (note that the deadlines for each month are on the form; as well as how much you can apply for each month)
mary and courtney send these applications to SWG, and then the SWG team will discuss your applications.
each funding application must contain as much detail as possible in order to make it more likely to be accepted.
this includes a breakdown of all costs, outlined in the application, links to where there will be purchases made, invoices or emails with cost agreements for speakers/DJs etc and reasons why they need the funding.
when you are approved, should you wish, not to purchase the items with your own money, please send over a word document containing all the items you wish to purchase and the purchase link (please add a link even if you have put it in the funding application already as this is for the finance team now and not SWG)
and the address you wish the items to be delivered to (ideally the president or treasures house). We will then order it on the Unions credit card and have it delivered to you. Please then take a picture of the receipt that arrives with the item and email it to us as finance needs to file it.
in the case that you need to pay a guest speaker, their invoice will already be on file as you have included it in your funding application the only thing left for you to do is to fill out a speaker request form and email it back to us and await approval.
In the case that you have purchased items with your own money, please fill in a cash request form. Please remember to put your sort code, account number and the name that is on the card in their respective place on the form.
also, remember to state which account you want to use to pay for the items/ services, whether funding or membership. If these things are not included, we will send the cash request form back to you to rectify, thus delaying your payment.
the reasons for the finance process changing is because we wanted more transparency and to make the process easier and faster for all parties involved.
what is the balance on my society account?
please email the Students’ Union at firstname.lastname@example.org requesting your account balance, please determine which account either your funding account or your membership account.
why has my invoice not been paid?
the union processes all its invoices on Wednesday and it usually takes 3-5 working days to reach the recipient's account. it’s so important that you put the account holders name, sort code and account number on the invoice when you send it to us. if we don’t have this information it can cause delays and prevent invoices being paid. if you have done all this, please drop us an email and we can make sure that your invoice has been processed or organise for it to be processed.
can we get a float for an event?
please email the Students’ Union at email@example.com with a detailed request for a float seven days before your event. this will include the date of the event and the amount needed. you will obtain an email stating when you can pick your float up.
do I need evidence to support my claim for expenses?
yes, please attach receipts and invoices to your Cash Request form available under 'Committee Resources' on the SU website.
Campaigns rep - Leah Debenham - firstname.lastname@example.org
Activities rep - Siân Hazelton - email@example.com
Cultural rep - Alaa Mahmood - firstname.lastname@example.org
Faith rep - Osman Omar - email@example.com
Academic rep - Yazeed Al-Hallak - firstname.lastname@example.org
here you will find the Union's logos. you may use these on your promotional items like posters and banners.
Events & Trips
here you will find all the relevant information needed to plan your society's events. running fun events consistently is a great way to recruit new members, raise awareness and money and provide socialising opportunities.
please do your best to submit these forms in a timely fashion, preferably a week before the event.
Health & Safety
here you will find important forms regarding risk assessments. risk assessments are very important! they help to reduce the risks of accidents and ill health that can cause physical and financial trouble!
it is very important that a risk assessment is completed for society events and gatherings. please make sure you have informed the society office of your event and they can advise you on what to do next.
here are some risk assessments to look at and use: