FAQs

elcome to the Frequently Asked Questions page. Here we hope you'll be able to find answers to most of your questions about UBU societies. If there is anything you wish to know that isn't mentioned on this page, then email the UBU Societies Officer who'll be able to help you.

FAQ overview

• How can I get in touch with societies?
• How many societies are there?
• Why can't I see a society on the list?
• What's the difference between an Athletics Union Club and a UBU Society?
• How are societies funded?
• Are political societies eligible for UBU Grants?
• When and where do societies meet?
• How do I book a room for my society?
• How do I set up a mailing list for my society's members?
• How do I edit my society's page on this website?
• How do I set up a new society?

How can I get in touch with societies?

You can get society contact details from the societies microsites, or if their details aren't there (either due to them not updating their web pages or because they've requested we don't make contact details publicly available) then you can email the Activities Administrator who can pass your questions along.

Also at the start of each year you can meet the societies in person at Freshers Fair. This is normally held on the Thurs & Fri of the first week of the academic year. Freshers Fair is a massive two day event in the Union building where every society and club has a stall and are available to answer your every probing question.

How many societies are there?

UBU currently has about 170 societies covering almost every conceivable interest. Go to the main societies page for a full list. In addition, UBU has over 50 Athletic Union clubs.

Why can't I see a society on the list?

There maybe several reasons for this. Try looking down the list again - societies aren't always called what you may think as being obvious. For example, the Medics Society is listed under 'Galenicals'. Another possibility is that maybe the society doesn't exist. In which case......

How do I set up a new society?

Firstly, have a look at the full list of societies to make sure that your proposed activity or interest group is not covered by one of the existing 170 societies. The Societies Exec will not approve the formation of a new society with similar aims to an existing one. You would also be best talking to any similar societies to see if they can accommodate your activity.

If you think you would like to form a new society, check out the Societies Exec Development page for further information on what you would need.

How are societies funded?

Societies have different sources of income, depending on the type of society and what it's expenditure is. Virtually all societies charge membership fees, but some societies also receive extra income through special events, such as Balls, and external donations or sponsorship.

Affiliated societies are eligible to receive grants from the Union. For the 2009/2010 academic year, there is  £24,000  available, which is split into in normal grants (for society running costs), and capital grants (equipment). Most grants are awarded at the end of the academic year for expenditure the following year, however grants continue to be awarded right throughout the year.

The following types of things (not an exhaustive list) are eligible for funding within certain guidelines:

 

1. Publicity and newsletter cost
2. Up to 50% of teaching costs
3. Lecturer costs (up to £35 per lecturer)
4. Affiliation fees to external organisations
5. Equipment

The following types of things are not normally funded and must be paid for by members instead:

1. Society t-shirts
2. Social events
3. Sports Equipment or Sports Events
4. Books or Magazines (unless fundamental to the running of the society)
5. Banners or Flags
6. Blank Audio/Video Tapes
7. Competitions: The Union may consider contributing towards the costs of travelling to events where competition is core to the aims of the society.
8. Travel to events

Applications for a grant must be made to the Societies Exec - go to the society information page for downloads.

 

Are political societies eligible for UBU Grants?

Yes, however the Education Act (1994) requires that we show no preference to any political society. All political societies therefore are awarded a grant based upon the same formula as each other. For the 2009/2010 academic year, this was a £200 base plus 50p per member.

When and where do societies meet?

Every society is different - you should contact the society for this information. Many societies meet in the Union building in the evenings, and also regularly hold socials elsewhere.

How do I book a room for my society?

Rooms are booked for societies for the coming term in one mammoth meeting at the end of the previous term. All societies requiring rooms attend and we attempt to fairly distribute the rooms. Eventually we hope to improve the room bookings procedure, and to have an online searchable database of all the rooms booked to make it easy to find out who is where and when. If you're a society and you require a room for this term, contact the general office (0117 954 5868) or ubu-roombookings@bristol.ac.uk.

How do I set up a mailing list for my society's members?

The University have a system (called "Sympa") which allows email lists to be created and managed easily. Most societies have a list to email their members and another for emailing their committee. Contact the Societies Exec IT Officer ubu-societies-it@bristol.ac.uk for more info.

Information Services has a mailing list FAQ page for more information.

How do I edit my society's page on this website?

See the instructions on the IT Pages

For more info contact either the UBU Web Team or the Societies Exec IT Officer

What's the difference between an Athletic Union Club and a UBU Society?

Firstly, the reasons we separate AU clubs and societies is because they both have very different requirements in terms of the support that they require from the Union.

Societies cover much more general subjects and interests than AU clubs. To be classed as an AU club, in general, requires that the following criteria be met:

1. The club must have at least 30 members
2. The club must participate in an activity which has a National Governing Body
3. The club must involve a physical activity or promote fitness
4. The club must provide an opportunity for competition in the sport if this is practical (to be determined by the AU executive)
5. The club must promote the advancement of sport amongst your members and throughout the University
6. And the club must provide adequate coaching and training for those members who compete seriously, subject to facility availability and financial constraints.

For more information about AU clubs, see the AU website.