Our student groups are sector leading in the amount of income they generate through sponsorship. Creating partnerships with external organisations can help you secure the funding or resources you need to be able to deliver all of your big ideas or activities. This page outlines some of the important things to think about as well as the steps you need to take to arrange a contract and get it signed by the Students' Union.
For any committee members who are leading on securing sponsorship we have created a helpful training module on how to successfully negotiate your sponsorship.
Once you have completed this you need to create a plan of who you are going to appraoch, what you are going to ask them for and how you are going negoitate that with them.
A Sponsorship Pack can be given to companies to include more information about your club/societies and what you want from the deal. Having a professional looking offer and visual takeaway for the sponsor can sometimes be the difference between closing a pitch or losing the company so get prepared. There is a rough guideline below of what to include in your pack:
The Union currently does not have a veto list of specific companies you cannot partner with but we do have policies which mean you cannot make partnerships with certain types of companies.These include:
If a group submits a contract for a fossil fuel or armament company, the Union will not sign the contract.
Sometimes this is ok, but to ensure you are not rejected after lots of negotiation and work, ask the company for a copy of the template contract. Then get in contact with the Societies Manager, Connar Walford on email@example.com, to check the template before moving forward.
If a company has agreed to sponsors you, you must then draw up the agreement between yourselves (the club/society) and your sponsors. This agreement will consist of everything that the organisation is giving you and what you are promising the organisation in return.
We have created a contract template that all societies should be using for contracts.
(Please note that there are several points in there, particularly around data protection, marketing and promoting events and booking rooms on campus that should not be removed or amended. If you remove or amend these so that their purpose is no longer clear within the contract, you will be asked to resubmit the contract with the original phrases in.)
Please get the organisation to sign the contract, but do not sign it yourself. The Students' Union will sign all contracts on your behalf – no matter how big or small the amount is or whether the contract is with a foreign organisation. Contracts signed by the sponsor and someone that isn’t from the Students’ Union will not be valid and we will not be able to issue an invoice for you to receive and sponsorship into your account.
Please submit your contrat for review using the contract submission form.
Submit Your Sponsorship Contract Here
If your sponsor or your committee have any special requires that go along side the contract, please add them to the notes and requests sections of the form.
We aim to review contracts every Monday (During term time it may be every 2 weeks due to the high volume of contracts submitted by student groups).If there is an issue with your contract the staff team will contact with actions you need to do to rectify the issue. If the contract is approved, you will recieve an approval email and a copy of the signed contract.
Once your contract is approved, the Union Finance Team will raise an invoice and send it to your sponsor with a 30 day period for payment.
To check if a sponsors has paid, please check your student group account via the expense365 or your treasurer.
At the end of each term, we will contact you to let you know if you have any outstanding sponsorship payments that we have not recieved so you can chase your sponsors.