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Committee Hub

Key Society Forms

On this page we have a list of all the important forms which your committee may need throughout the year.

Which form do I need?

At the start of the year

Start of each academic year

Society Registration Form

This form should be completed at the start of each academic year, unless your society has been newly established during the year. The form is used to tell us who will be serving on your society’s committee for the 2026/27 academic year. This information is important as it provides the Students’ Union with the key contacts for your society throughout the year.

Have ready

  • Your society’s official name, its type and a short description
  • Your completed society constitution, to upload
  • Your membership fee: all societies apart from liberation societies must charge £1 or more
  • Your current President, and your new President’s name, Regnum and student email
  • Your new Treasurer’s name and email (every society needs a Treasurer)
  • Your other committee members’ names and roles
  • Confirmation that all committee members have read and agree to the SMSU Code of Conduct

Open the Society Registration Form

Running an event or activity

Before every event or activity

Society Event and Activity form

This is the main form used by societies to request approval for events and activities. The information you provide helps us arrange room bookings, allocate equipment, and process any food and drink requirements. You will also need to attach a risk assessment and any promotional materials, such as a poster, to help us advertise your event. For health and safety reasons, all events and activities must be approved through this form before they can take place.

Have ready

  • At least 10 working days’ notice before your event or activity
  • The event name, date, time and type, and your first and second choice of venue
  • A description of the event in under 50 words
  • How much of your society funds you plan to spend, and on what (this must be approved before you spend)
  • How many people you expect, the equipment you need, and whether you need refreshments
  • Your completed risk assessment, to upload. The template is on the Health & Safety page
  • Any poster or flyer you would like us to promote, sized for an Instagram story

Open the Society Event and Activity form

If your event has a guest speaker

Guest Speaker Request

If your society submits an event or activity proposal that includes a guest speaker, we will ask you to complete this form as part of the approval process. As a Students’ Union, we support freedom of speech and welcome external speakers, provided they do not promote hatred, discrimination, or violence in any form. This form collects the key information we need to ensure that guest speakers comply with our policies and that events can take place safely and responsibly.

Have ready

  • The event name, date and time, and your first and second choice of venue
  • The type of speaker and an overview of the topic
  • The speaker’s name, email, telephone number and website
  • All of the speaker’s known affiliations, such as a religious group or political party
  • How likely the event is to attract media interest (high, medium or low) and why
  • Your risk assessment, to upload again even if it is attached to your event form

Open the Guest Speaker Request

Money

Before you spend

Society Grant Funding Requests

If your society would like to run an event or activity but does not have enough funds available, you can apply for a grant from SMSU. To apply, complete this form and provide a detailed, itemised budget outlining all expected income and expenses. Unfortunately, we cannot consider grant applications that do not include an itemised budget. Before submitting your application, please make sure you have read the SMSU Societies Grant Allocation Policy, as this explains the eligibility criteria and how funding decisions are made.

Committee members may need to sign in to open the policy.

Have ready

  • How much you are applying for
  • Your itemised budget: what you will spend the money on, with dates and a breakdown of costs
  • Any supporting evidence, such as screenshots of prices or invoices

Open the Society Grant Funding Requests form

After an approved purchase

Fund Requisition Request

This form is used by societies to claim reimbursement for approved expenses relating to society events and activities. Please make sure you keep all proof of purchase, such as receipts or invoices, as these must be submitted with your claim. Before spending any society funds or making purchases on behalf of your society, you must obtain approval from SMSU. Expenses that have not been approved in advance will not be reimbursed, so it is important to seek approval before making any purchases.

Have ready

  • SMSU’s approval for the spending, given before you bought anything
  • Your receipts or invoices with an itemised list of purchases, to upload
  • What you are claiming for and the total amount
  • The name of your bank, your account number and sort code

Open the Fund Requisition Request

Fundraising

Before you promote or run it

Society Fundraising Proposal

This form should be used to submit any fundraising ideas or activities to SMSU for approval. It is important that all fundraising activities are submitted before they take place. As a registered charity, SMSU must comply with UK charity law and ensure that all society fundraising activities meet the relevant legal and regulatory requirements. Please make sure you receive approval before promoting or running any fundraising activity.

Have ready

  • Your fundraising idea, and who you are raising money for: your society, your club or a charity
  • Your proposed date and time, and your first and second choice of venue
  • Whether you need a card reader: SMSU is totally cashless
  • A link to your fundraising page, if you have one

Open the Society Fundraising Proposal

Keep going

Need help with a form?

If you need any help with filling these out, you can email our Student Opportunities Coordinator! We will respond to all forms and requests in 10 working days.

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