Societies Termly Grant – Guidelines
Grants are organised by terms.
Term 1 Grant Deadline: 5th October (Monday) 9am
Grant Presentations: The same week, the 6th onwards. Times will be sent out after the deadline.
Term 2 Grant Deadline: 25th January (Monday) 9am
Grant Presentations: The same week, the 26th onwards. Times will be sent out after the deadline.
Can I apply?
Any official Northumbria Students’ Union Society can apply for a grant. As a committee your grant
will only be considered if
o All your committee members have paid to join the society
o All your committee have completed and signed the society constitution
Societies can group together to apply for a grant as a SOCIETY TEAM for events/projects
(i.e Drama, Music and Musical Theatre could apply as a group for mics, mic stands, and other
technical equipment, a joint theatre trip or a joint guest speaker event)
Societies can apply for both individual and joint grants!
 If you are applying just on behalf of your society then please use the Grant Application form
 If you are applying with another society then please use the Joint Grant Application
How much can I apply for?
 There is no upper or lower limit that societies can apply for however please be realistic
 There is a limited available total between all societies.
What can we apply for?
 Events
 Residential and day trips
 Transport costs
 Society Equipment purchases
 Publicity costs
 Non personalised clothing
How do we apply?
Stage 1: Application
 All societies must complete the grant application form. This includes filling sections on
o Personal details
o Society Details
o Society Highlights
o Society Goals
o Expenditure breakdown
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Evidence needs to be included for the expenditure. This can be included in the back of the
presentation. Evidence can be...
o Quotes from companies. This needs to be written down or emailed.
o Print screens from online shops or ebay
o Maps and estimated millage costs for travel expenses
Stage 2: Presentation
 Once your presentation has been accepted ALL societies need to complete a presentation
about their society and how they will use the money
 Each presentation will last for a maximum of 10 minutes
 Presentations will be followed by 5 minutes of questions from the societies leadership
committee
 Societies are encouraged to include
o How the grant will make a difference to your society
o Highlights of the society during from the previous year
o Plans for the year to engage students
o Events plans and activities
o Pictures and videos of the society activities
o A breakdown of the expenditure including if there is a cost to pass on to the
members
How is the grant decided?
 The Societies Coordinator decides which societies are eligible for the grant based on the
requirements above.
 The presentations are viewed by the following people:
o Vice President for Activities (Sabbatical Officer)
o Society Leadership Committee
 The Society Leadership Committee hear all grant applications and then a decision is made
based on the quality of the grant application and presentation
What is taken into account?
 Number of paid society members
 Cost per head for the activity
 How much a society has in their deposit account and any plans that this will be used for
 How much will the grant subsidise the event
 How integral the event is for the society
 How the society will engage with more members
Conditions
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All societies have the opportunity to apply for grants.
Grants will not be accepted if there is no evidence for the activities
Grant money can only be spent on agreed items.
Money must be spent in term one for the first round of grants. Term 2 grants are then
available until July
 The grant must benefit all members of the society – not just the committee.
 There must be at least two pieces of evidence for every item.
o
Hint: For trips, you will definitely be asked about the Megabus and Stanley Travel!
 Spend the money on what you have been allocated for – John/James will inform you via
email.
 If you decide to spend it on something not mentioned in the grant, please inform John or
James ASAP with evidence or an explanation of why you no longer can spend it on the
allocated item.
 If you find a cheaper price for an item (after your grant has been allocated), please inform
John or James with evidence and explain how you would like to spend the remaining money.
 We will look at your application more favorably if you either come to the Societies’ Forum,
Grant Drop-In or contact your mentor.
 Money allocated must be spent on events happening after the week of presentations.
 Money will be reclaimed if it is not spent by the end of the semester.
X
Money will not be allocated for:
 Food (unless it is catered for large numbers),
 Personalized clothing and items, (e.g hoodies and T-Shirts)
 Prizes (unless they remain with the society for future use like a trophy),
 Alcohol for socials,
 Refundable deposits
Note: We understand that every society has different aims and goals so these rules/guidelines can
vary depending on each situation. If in doubt please contact your society mentor or John/James.
Any questions please ask!
John and James
Team Societies