This page contains forms that may be useful for Committee Members of Clubs & Societies to assist in the running of their Club/Society.
Just click on the form that you need, complete, print it off and bring it to the Students union, or complete, save to a file and email it to us as an attachment (

New Societies

New Society Registration - If you want to set up a society you'll need the model constitution above and to register here. 

New Network Registration - A little more casual, a little less paperwork. Here's the network registration form.

Roles of the Officers - List of essential roles and responsbilities for clubs and societies committees. 

Society Re-registration 2018/19 - To continue to run your club or society in 2018/19, please re-register using this form. For any returning society, this form must only be filled out following/during a formal elections procedure for new committee! 

Accounts and Finances

Funding Request Form - to apply for funding from SUBU towards your activities, please provide as much detail as possible. Requests can take up to 4 weeks to be reviewed and can not be considered after the activity has happened, so please ensure you get them to us in plenty of time.

Payment Request Form - for requesting payments to be made from your account, these need to signed by 2 Authorised Signatories and have all relevant paperwork attached BEFORE bringing into the office

Change of Signatory - If there is a need to change a registered signatory, this form requires the OLD and NEW signatories and must be countersigned by the Club/Society President.

Sponsorship Request Template - If you're applying for sponsorship this is a useful template and we can work together with our dedicated member of staff to achieve this for you.

Equipment Inventory - Every time you get new equipment you'll need to let us know, that way we can make sure it's insured. 

Trips, Events, Reports and Agreements

Room Booking Form - all requests for space booking should be through this form, please allow 48-72 hours for processing as at minimum, must be submitted by an authorised committee member, and may need to be accompanied by a risk assesment form, accessed below.

Accident Report Form - Accidents do happen, we have to record the details to help us improve and prevent re-occourance in the future, not to blame anyone so if anything happens please fill it in and return to SUBU as soon as possible!

Overnight Accomodation Form - If you are staying overnight, we need to know the details to ensure your safety and be able to contact you if neccessary

Coaches Agreement Form - If your club or society has a coach or instructor, they must fill out and sign the following form which outlines a contract between the club and the coach

Risk Assessment Form - this should be completed for all of the Activities that your Club/Society is running and sent to the SUBU Activties team ahead of the activity

Risk Assessment Help - this document explains about how to use the Risk Assessment template in case you need any assistance

Minibus Guidelines - guidelines for use of the SUBU minibus. Driver is responsible for these being followed at all times and for observing all regulations and laws that apply to driving and parking.



All society/network re-registrations completed after 20/19/18 will be considered too late for inclusion during Frershers Fair 2018! Please ensure that all potential committee members are able to fulfil their role during the academic year 2018/19.