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The Society Year & Key Dates

This page outlines a timeline of a typical society year, with key events, milestones and information linked. Please note these key dates in your society calendar!

Dates for your diary

General Meeting (GM) and AGM Dates

All societies must send a committee member to attend the GMs and AGM.

General Meeting 1

Tuesday 7th October 2025

17:30-19:30

TL423, Teaching and Learning Building

General Meeting 2

Wednesday 3rd December 2025

17:30-19:30

Mandela Auditorium, Strath Union (Level 1)

General Meeting 3

Thursday 5th February 2026

17:30-19:30

TL328, Teaching and Learning Building

Annual General Meeting (AGM)

Tuesday 31st March 2026

17:30-19:30

Mandela Auditorium, Strath Union (Level 1)

Overview of the year

Summer

July ‐ August

Prep for Semester One

June - August

  • Reaffiliation
  • Committee Training
  • Finance Training
  • Room Bookings
  • Large Events
  • Freshers Stalls
  • International Food Fair

All things training

Finance Reset

End of July

All grant Money awarded in previous academic year is reclaimed by the Union.

All money left in your savings account will be carried over to the next academic year.

All things Finance

 

Semester 1

September ‐ December

1st Societies Exec Meeting 

September

Any applications for grant funding should be submitted by the deadline before this meeting.

All things Socs Exec

Freshers Activities

September

  • Welcome events (e.g Freshers' Fair, International Food Fair)

All things Freshers

Semester 2

January ‐ April

Semester 1 Welcome Grant reclaimed

End of January

Any applications for grant funding should be submitted by the deadline before this meeting.

All things grants

Hold Society AGM

Before April

Hold an AGM to elect a new committee and conduct the handover process.

All things AGM

Active and Engaged Deadline

Start of April

This is the last chance to submit evidence for Active and Engaged badges and be recognised for the work done in this academic year.

All things Active & Engaged

Semester 3

May ‐ June

Final Societies Executive

Start of May

This is the final opportunity to apply for grant funding until the 1st meeting of the next academic year.

All things Socs exec

New Committee complete and return Societies Policy and Constitution

April/May

This is the last chance to submit evidence for active and engaged badges and be recognised for the work done in this academic year.

All things handover

STAR Awards

End of May

Celebration event held each year to recognise achievements within our community.

All things STAR Awards

Key Deadlines

There are a number of key deadlines you'll need to meet in order to run events and claim funds.

Requesting Grants from Socs Exec

More than £1,000 You'll need to submit your grant request at least two months in advance of your event or project starting.
Between £100 and £999 You'll need to submit your grant request at least a month in advance of your event or project starting.
Less than £100 You'll need to submit your grant request no later than noon the day before the last Socs Exec meeting before your event.

Requesting Payments on SGF

Over £1,000

It can take at least a week to make payments over £1,000, as these require additional checks before they can be processed. Missing evidence will result in requests being referred back to the requester.

Under £1,000

It can take at least three working days to make all other payments, so long as they have been submitted correctly. Missing evidence will result in requests being referred back to the requester.

Room Bookings

Click to expand and find out more about type of room booking you can make.

Trips and Events

Trips and Large Events Form You should complete the Trips and Large Events form, including the Risk Assessment section, no later than one month before your trip or large event.
Risk assessments for smaller events For events that don't require the Trips & Large Events form, you should send us your risk assessment no later than two weeks before your event.
External speaker forms Any events with an external speaker should have an external speaker form completed for it at least two weeks before your event.

Vehicle Hire & Equipment

You must give at least one weeks notice for any vehicle hire or to book equipment such as card machines and urns, but please book well in advance to ensure availability.

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