Guide to ulsu clubs & Societies



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A Guide to

ULSU Clubs & Societies

Committee Administration
2014/2015

Table of Contents Page Number


INTRODUCTION 7

HOW TO SET UP A CLUB/SOCIETY 9




  1. Policy Re the formation of New Club/Society 9

  2. Additional Information on setting up a new Club/Society 11

  3. Financial Support 13

  4. Benefits to being involved in C&S under ULSU 13

MEMBERSHIP CATEGORIES & COMMITTEES 15




  1. Categories of Membership 15

  2. How to become a member (on-line registration) 17

  3. Committee Membership & Management of the C&S

Website 18

  1. How to register your “Admin” & “Committee” on-line 19

  2. Important Benefits of on-line membership system 19

  3. Committee Positions Roles & Responsibilities 21

  4. Committee Handover Documents 27

  5. C&S Common Constitution 28

HEALTH & SAFETY 30




  1. Health & Safety (as per Common Constitution) 30
  2. Safety Statement 30


  3. Checklist for Events/Trips 31

  4. Foreign Trips (Outside island of Ireland) 32

  5. In Case of Emergency Response Procedure 33

(Foreign Trips)

  1. First Aid Criteria 34

  2. Safety Criteria 35

  3. Clubs & Societies Alcohol Policy 35

  4. Insurance 36

  5. Clubs & Society Vehicles Usage Policy 39

CLUBS & SOCIETIES COUNCIL (CSC) 44

CLUBS & SOCIETIES EXECUTIVE (CSE) 47


  1. CSE Protocol 48

Table of Contents Page Number
DAY TO DAY RUNNING 49


  1. The Art of Communication 49

  2. Dishonest Communication 50

  3. Organisation & Communication 50

  4. Communication Tools 51

  5. A Word of Caution 52

  6. Clubs & Societies Website 53

  7. Phone 53

  8. Snail Mail 55

  9. Notices & Posters 55

  10. The Student Newspaper “An Focal” 56

  11. Room Bookings 57
  12. Buildings & Estates Out of Hours Usage of University 59


Of Limerick Teaching Spaces

13. Wolves Branding 60

14. Brand Guidelines 61

15. Wolves Flags & Bunting 61

16. Wolves Branded Clothing – The Students Brand 61
CLUBS & SOCIETIES GENERAL FINANCIAL INFORMATION 63


  1. Clubs & Societies Finances 63

  2. Drawing down your budget allocation 65

  3. Ulster Bank and Clubs & Societies 65

  4. How to open a new Ulster Bank Account for a Club or Society 65

  5. How to change Bank Mandate for existing

Ulster Bank Customers 67

  1. Clubs & Societies Budget Related Policies 67

  2. Procedure for Usage of ULSU Credit Card by C&S 70

  3. The Special Applications Fund 71

  4. The Arts & Sports Fund 72

  5. Ulster Bank Enablement Fund 73

CLUBS & SOCIETIES ANNUAL BUDGET SUBMISSION 75




  1. The on-line budget system 76

  2. Projecting new expenditure 80

  3. Points Section 81

  4. Budget hardcopy 82

  5. Budget checklist 83

  6. Budget Interview 84
  7. Budget Criteria 85


  8. Appealing Your Budget award 91

Table of Contents Page Number


  1. The Appeals Committee 91

  2. Accessing Your ULSU budget – submitting a cheque

Requisition 92
SPONSORSHIP 93


  1. Corporate Sponsorship 94

  2. Choosing A Sponsor 94

  3. Where To Get Sponsorship 95

  4. Practical Advice on Sponsorship 95

  5. Campus Sponsorship 96

ESSENTIAL CLUB & SOCIETIES EVENTS 97




  1. Week 1 – Recruitment Drive 97

  2. Administration Seminars 98

  3. Best Club & Society of the Year Awards 99

  4. THE Best Ball of the Year 102

GENERAL INFORMATION TO CLUBS & SOCIETIES 104




  1. Advice To Clubs – UL Sports Department 104

  2. Advice To Societies 105

  3. Board of Irish College Societies (BICS) 106

  4. Societies of University of Limerick Week (SoUL Arts) 106

  5. Conduct for Clubs & Societies 107

  6. Copy right Information on Public Showing of DVD’s

Or Videos 108


  1. UL Presidents Volunteer Award Scheme (PVA) 109

EVENT MANAGEMENT 110




  1. Event Management – Mark Breen, founder and owner

Of Cuckoo Event Management 110
APPENDIX 1 116
Common Constitution for University of Limerick Clubs

& Societies – Passed on the 7th Feb 2012


APPENDIX 2 134
How to Open a NEW Ulster Bank Account for a Club or Society


Table of Contents Page Number
APPENDIX 3 139
How to Change the Bank Mandate – for existing Ulster bank

Clubs & Society Customers


APPENDIX 4 140
Clubs & Society Cheque Requisition Form 2012/2013
APPENDIX 5 141
Clubs & Society Credit Card Transaction Form 2012/13
APPENDIX 6 142
Handover Documents
APPENDIX 7 146
An Focal Style Guide
APPENDIX 8 160
Branding Guidelines- Spark Marketing
APPENDIX 9 164
Forms Re the C&S Vehicles (1) – Vehicle Protocol
APPENDIX 10 166
Forms Re the C&S Vehicles (2) – C&S Committee Letter

Of Endorsement

APPENDIX 11 167

Forms Re the C&S Vehicles (3) – Additional Drivers Form
APPENDIX 12 168
Sample Agenda
APPENDIX 13 169
Sample Minutes
Table of Contents Page Number
APPENDIX 14 171
Renewing your Club or Society Individual Membership
APPENDIX 15 176
On- Site Promotions
APPENDIX 16 177
ULSU Constitution Re Clubs & Societies
APPENDIX 17 180
UL C&S Event Management Plans Contents Sample
APPENDIX 18 181
UL C&S Income & Expenditure Template
APPENDIX 19 182
Event Management – Cuckoo & Mark Breen




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