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If you are spending more than £200 on an event, you will need prior approval from the Students’ Union. If you are organising an event which will cost you less than £200, you will not need to seek prior approval from the Union. 

To get approval for your event, please submit a Budget Approval Form. A budget is a realistic prediction of the income and expenditure of your club or society specific events, activities or purchases. Budgets do not have to be complicated or exact, but they must be realistic and cover all possible areas of income and expenditure. For more in depth details about how to draw up a good budget, take a look at the training week presentations that can be found here.

Need more information on how to spend club or society money? Take a look at the How to Guide for Spending Money from your Club/Society Account.

Step 1

Work out what process you need to follow when drawing up your budget. The following table describes what you need to do and when you need to do it before you begin spending money:

Level of Expenditure

Approval Process

When?

£0-200

No approval needed; you can make your purchase without consulting the Union using the Payment Request Form.

When necessary

£200-1000

Complete a Budget Approval Form online.

Minimum 2 weeks before the event.

£1,000 or more

Complete Budget Approval Form online.

Minimum 4 weeks before the event. Out-Turn Budgets should be submitted within 2 weeks after the event.

Any event involving the hire of an external venue or facility for £2,000 or more.

Complete a Budget Approval Form online. Email a copy of the venue/facility hire contract to . Please ensure you keep copies of all receipts for proof of purchase.

Minimum 8 weeks before the event. Out-Turn Budgets should be submitted within 2 weeks after the event.

Step 2

Obtain the balance of your Grant and Non-Grant Accounts (see the guide on How to get your Club or Society Account Statement).

Think about where your income is coming from. You should include:

  • Contributions from either your Grant or your Non-Grant accounts
  • Ticket sales (never budget for more than 50% ticket sales)
  • Membership contributions
  • Bar sales
  • Food sales
  • Selling merchandise

Think about how much you will need to spend. You should include:

  • Paying for the venue
  • Paying DJ’s or technicians
  • Decorating the venue
  • Buying merchandise or food
  • Printing and publicity
  • All other costs

If your total in the income column is less than the total in your expenditure column, you are predicting that you will make a loss. In this situation you will need to look at alternative sources of income and/or reducing your costs. If you have money in your Non-Grant account you may be able to make up the deficit from there. The Union will not approve events that make a loss.

Step 3

Complete the Budget Approval Form online in line with the relevant deadline explained in the table above. Budgets will usually be approved or rejected within a week and a half of them being submitted.

Step 4

Await approval to spend the funds on your event. If you have any doubts about whether your event budget has been approved or if you have any questions, email su.activities@ucl.ac.uk or pop in to the clubs and societies reception. 

Step 5

If your budget is approved then you are free to begin spending money or to order tickets etc. Check the appropriate guides for details on how to do this.