The information provided is to give guidance on how Clubs and Societies can spend their funds.

The Student Activities Committee can allocate grant funds to its affiliated Clubs and Societies at each academic year, based on the proposals by individual Club and Societies Committees. Each Club and Society are invited to make a formal bid by outlining their activities to the Student Activities Committee.

Whenever a Club or Society receives a grant from the Students' Union, they should be mindful on how the amount is spent as Birkbeck Students' Union is registered with the Charity Commission of England & Wales (No. 1142614) and has adopted an incorporated company structure that is limited by guarantee under the Companies Act 2006. 

 

FREQUENTLY ASKED QUESTIONS

HOW MANY STUDENTS MUST IT BENEFIT TO BE CONSIDERED VALUE FOR MONEY?

Each Club and Society should aim to offer the widest possible benefit to the Students' Union, the College, Departments, or the broader student community, and should support the maximum number of students possible.

CAN WE SPEND ON DAY TRIPS OR EVENTS WITHIN LONDON?

Depending on the activity, the grant would usually cover a portion of London based activities. Funding for activities should state clearly the benefits of the activities to students. Please speak to the Activities Coordinator for more advice.

 

CAN WE SPEND ON ACTIVITIES WITHIN THE UK (EXCLUDING LONDON)?

Each application would be reviewed on a case-by-case basis. Please speak to the Activities Coordinator for more advice.

 

CAN WE SPEND ON TRIPS ABROAD?

No. Grant funding will not be provided for Club or Society trips abroad. If your Club or Society wish to do a trip abroad, please speak to the Activities Coordinator for more advice.

 

CAN WE PAY TO HAVE A SPEAKER?

This is currently under review. The Student Activities Committee will issue a update when it convenes. 

 

CAN WE SPEND OUR GRANTS TO HIRE AN EXTERNAL VENUE?

No. The hiring of external facilities is not covered by the grant for Clubs and Societies, as the Students' Union is able to book rooms available in the College for free. Whist we do realise that this is poses a significant issue as room availability can be scarce during peak times. In the meantime, if there is no room available for your desired timings and date of your event, the Activities Coordinator will discuss with you about alternative options.

 

CAN WE SPEND OUR GRANTS ON PRIZES?

No. Grant funding will not be provided for prizes or trophies. This should come out of the Society's own membership income.

 

CAN WE SPEND OUR GRANT ON A SPORTS COMPETITION?

If you do not participate in a BUCS, LUSL, or regional competition recognised by its respective National Governing Body, grant funding will not be awarded. Your Club or Society might be interested in taking part in a BUCS or LUSL competition as a Team, however, the Team would have to fall under a its respective Sports Club to be compliant with their respective National Governing Bodies' rules and regulations, and to rationalise the cost associated by having a single Club but two independent teams. 

 

CAN WE SPEND OUR GRANT ON ALCOHOL?

No. The Students' Union does not fund Clubs and Societies activities for the consumption of alcohol. The grant is explicilty for activities and it excludes the consumption of all alcoholic beverages. 

 

CAN WE SPEND OUR OWN FUNDS ON ALCOHOL?

Yes, as the funds are generated through your own Club or Society's membership income, how it is spent should be determined by the Committee. However we strongly recommend Clubs and Societies to not fund their membership income for consumption of alcohol. Clubs and Societies can purchase 

 

CAN WE SPEND OUR GRANT ON FOOD?

Yes, the grant may be used as light refreshments or for a specific event. However, the Students' Union would expect that a portion of the cost towards the provision of food be covered by Clubs and Societies own membership income.

 

CAN WE SPEND OUR GRANT ON COMMITTEE ACTIVITIES?

No.

 

CAN WE DONATE OUR GRANT TO A CHARITY OR CAUSE?

No. Birkbeck Students' Union itself is a registered charity with the Charity Commission of England & Wales (No. 1142614). We need to ensure compliance with the Charity Commission rules and in addition, the regulations set to us by the College. 

 

CAN WE USE OUR GRANT TO RAISE FUNDS FOR A CHARITABLE CAUSE?

Please speak to the Activities Coordinator first. You could use your grant to help pay for a fundraising activity or event if you need money in advance to run your event. You should discuss with the Activities Coordinator about the charitable cause that you are looking to help raise funds or awareness of.

 

SPORTS SPECIFIC

CAN WE HIRE A COACH OR PAY OUR GRANT FOR TRAVEL?

No. Because the vast majority of fixtures that take place for the London Universities Sports League occur within Greater London and the TfL, this currently does not merit the funding for Travel. Clubs and Societies should all make their own necessary travel arrangements. 

 

CAN WE HIRE A SPORTS COACH?

This is currently under review. The Student Activities Committee will issue a update when it convenes. 

 

CAN WE SPEND OUR GRANT ON INSURANCE AND QUALIFICATIONS?

Sports Clubs members may be covered by their membership fees. However,