Annual General Meeting 2026

Accessibility

MacRobert Lecture Theatre is wheelchair accessible. If you have any accessibility requirements, please contact ausa@abdn.ac.uk in advance so we can support you. Accessible seating and assistance are available on request.

Entry Requirements

This event is open to all current University of Aberdeen students. Ticket is required Please bring your student ID for entry. Admission is free, and no ticket is required.

Food & Allergies

Free Domino’s pizza will be provided. Vegetarian options will be available, but please note that food may contain or come into contact with allergens such as gluten, dairy, or soy. If you have specific dietary needs, email ausa@abdn.ac.uk before the event.

Filming & Photography

Photos and short video clips may be taken during the AGM for AUSA communications and social media. If you prefer not to appear in photos, please let a member of staff know on arrival.

Late Entry & Re-Entry

You can arrive or leave at any point, but we encourage attendees to be seated before the meeting starts at 5.30pm to avoid disruption.

Conduct

AUSA aims to make all events safe, inclusive, and respectful spaces. Disruptive or discriminatory behaviour will not be tolerated.

1. About the Prizes

1.1 Aberdeen University Students' Union ("the Union", "we", "us") is offering two prizes to the most engaged club or society attending the Annual General Meeting ("the AGM") on Tuesday 3rd November 2026 at MacRobert Lecture Theatre ("the Event").

1.2 The two prizes are:

• Prize 1, Highest Attendance: £100 for the society that brings the greatest number of its members to the AGM.

• Prize 2, Highest Percentage Attendance: £100 for the society with the highest percentage of its total membership attending the AGM.

1.3 Each prize is a cash award of £100, paid to the winning society's Union-held account (see clause 8). There is no alternative prize and no cash equivalent other than as described.

2. Eligibility

2.1 The prizes are open to clubs and societies that are officially affiliated to the Union for the academic year 2026 - 2027 and in good standing (for example, no outstanding suspensions or unresolved financial or governance issues).

2.2 Only attendees who are current members of the society, and who are registered students of University of Aberdeen count towards that society's total.

2.3 A society must have at least 10 members on its official membership list to be eligible for Prize 2. 

2.4 Union staff, elected officers and their immediate families are not eligible to count towards, or claim, a prize on behalf of any society they are involved in the running of, where doing so would create a conflict of interest.

3. Quorum Condition

3.1 The prizes will only be awarded if the AGM is quorate. The quorum for the AGM is 200 attendees, as set out in the Union's Constitution.

3.2 If quorum is not met at the AGM, no prize will be awarded, and no society will have any claim to a prize.

3.3 If the AGM is not quorate and is reconvened, the prizes will carry over to the reconvened meeting.

3.4 Quorum will be determined by the Union's chair of the meeting, using the registration records, and their decision is final.

4. How to Enter and How Attendance Is Counted

4.1 There is no separate entry. Eligible societies are automatically considered when their members attend and register at the AGM.

4.2 Members must register on arrival by scanning their Native ticket and must nominate which society they are attending on behalf of on sign up. A person may be counted for one society only, even if they belong to several.

4.3 To count, an attendee must remain present until the close of the AGM 

4.4 Society membership will be verified against the Union's official membership records as of 24 hours prior to AGM. Anyone who joined after that date will not count towards the total or the percentage.

4.5 Attendance numbers will be checked by Union staff after the Event. The Union may ask for evidence of membership.

5. Selecting the Winners

5.1 Prize 1: the society with the highest number of verified members registered at the AGM.

5.2 Prize 2: the society with the highest percentage, calculated as verified members attending divided by total verified members on the official membership list at the cut-off date, multiplied by 100.

5.3 Tie-breaks: if two or more societies tie for either prize, the prize will be split equally.

5.4 A society can win only one prize. If a society ranks first for both categories, it will receive Prize 1, and Prize 2 will pass to the next highest society in that category. 

5.5 Winners will be notified by email to their AUSA email within 7 days of the event.

6. Fair Play

6.1 Societies must not attempt to inflate their figures. This includes, but is not limited to, registering non-members, registering for more than one society, registering people who are not present, or offering payment for attendance. 

6.2 The Union may disqualify any society it reasonably believes has breached these terms or acted dishonestly, and may recover any prize already awarded.

6.3 The Union may carry out spot checks during the Event to verify attendees.

7. Prize Conditions

7.1 The prize money must be used for the benefit of the society's members and activities (for example, events, equipment or socials) and is subject to the Union's normal financial rules for societies.

7.2 The prize cannot be transferred, exchanged or redeemed for another prize.

7.3 The Union will pay the prize to the society's Union account within [28] days of the winner being confirmed.

8. Claiming the Prize

8.1 The society's president or treasurer (or another authorised committee member) must confirm the society's winning status and provide any information we request within 14 days of being notified. If we do not hear back, we may award the prize to the next eligible society.

9. Data Protection

9.1 We will collect attendance and membership data only to run the AGM, check quorum and administer the prizes. We will handle it in line with UK data protection law and the Union's privacy notice. We will not keep it longer than necessary.

9.2 Winning societies may be named in Union communications, such as on social media or in our newsletter. Individual attendees will not be named without their permission.

10. Changes, Cancellation and Liability

10.1 The Union may amend these terms, or withdraw or cancel the prizes, if circumstances outside our reasonable control require it (for example, the AGM being cancelled, postponed or moved). We will tell societies as soon as reasonably possible.

10.2 Nothing in these terms excludes liability that cannot lawfully be excluded. Otherwise, the Union is not responsible for any loss or damage suffered by societies in connection with the prizes, beyond the prize itself.

10.3 The Union is not responsible for travel, costs or other expenses incurred by societies or their members to attend the AGM.

11. General

11.1 The decision of the Union, including the chair of the meeting and the elected officers or staff administering the prizes, is final on all matters relating to these prizes, and no correspondence will be entered into, except for any complaint made through the Union's complaints procedure.

11.2 Participation means the society accepts these terms and conditions.

11.3 These terms are governed by the laws of Scotland, and any disputes will be subject to the exclusive jurisdiction of the Scottish courts.

11.4 Promoter: Aberdeen University Students' Association (AUSA) is a registered Scottish charity, No SCO37971