Finances 

Contracted Suppliers

The University has some specific purchasing contracts in place for Clubs/Societies. What these contracts mean is that you must approach these specific suppliers as described below. If you approach another company instead, the Finance Office will not be able to process your TAF and you will not be able to proceed with the payment.

Clothing

Printing

Catering, including Domino's and Clements

Coach, Minibus, and Car Hire

Delivery of Goods

Travel

 

 

Clothing

 

There is currently a contract in place for the provision of high performance garments:

 

High Performance Sportswear

 

This supplier must be approached in order for you to purchase any kind of high performance garments. This includes both playing kit and lesiurewear. If McKeever Sports is unable to fulfill your order, please ask them to confirm this in writing and then contact clubs@qub.ac.uk for further guidance.

 

If you're in any doubt around what constitutes 'high performance sportswear', please email clubs@qub.ac.uk and we will advise.

 

Branded and Non-Branded Clothing

For branded and non-branded clothing (e.g. leisure wear, society hoodies, and t-shirts), it's important that you order from a supplier who understands how to use the Queen's brand and who can provide a high standard of garment.

Sporting clubs should always approach McKeever Sports in the first instance when ordering any kind of branded or non-branded clothing. You can find their contact details above. It's important that the Adidas brand is used consistently across all club clothing.

Societies may consider other suppliers, such as Signature Works or O'Neills:

There may be times when you need to approach different suppliers. In this case, please contact the Clubs and Societies team before placing any orders. Be aware that for orders valued at £2,500 or more, you will need to source three like-for-like quotations from different suppliers. You must provide the Finance Office with proof of all three quotations. If you cannot provide this proof, your payment will not be processed. For guidance on sourcing quotations, just drop the Clubs and Societies team an email.

If you plan to use any element of QUB brand on your clothing, please approach Signature Works with the order and ensure your design meets the Branding Guidelines.

 

Printing

 

Printed material using the QUB logo or brand in any way must be purchased via Purchase Order from the Queen’s Print & Repro Centre (operated by CDS, Level 1, Admin Building).

 

Account Manager

Jonathan Ridgway

T: 028 9072 7757

M: 07960 430 802

E: jonathan.ridgway@cds.co.uk

Printed material which does not use any element of the QUB brand or logo can be purchased from any supplier of your choosing.

 

Catering

 

Queen’s University Belfast have a catering service and they can be contacted by emailing hospitality@qub.ac.uk.

When placing catering bookings with Clements, please make sure that you tell you them that the booking is on behalf of a club/society (rather than an individual) when you first contact them. This will make the payment process much simpler.

Clubs and Societies can avail of a 40% discount when booking catering through Domino's. To access the discount, please place your booking in advance notice by emailing ordering@dominosireland.com. You should tell them that the booking is on behalf of a QUB club/society when you email. Please note that this discount is not available in store.

 

If you have another supplier in mind, check first to see if they have been used before by contacting our Clubs and Societies Finance Office. This will make the process much easier.

Coach, Minibus and Car Hire

 

When booking a coach or minibus, you must use one of the six registered bus suppliers for Queen’s Clubs and Societies.

 

If you need to book a bus, contact all six suppliers below for a quote (price). This quote will need to be provided when you are paying through the Clubs and Societies Finance Office.

Remember to ask if the company has any rules around eating snacks / drinking water on board - especially if you're planning a long journey or Mystery Tour.

O'Neills

Martina Madden

mmadden@oneills.com

The Signature Works

Karen Heaney karen@thesignatureworks.co.uk

Adidas

Supplied by McKeever Sports

Seamus Martin

s.martin@mckeeversports.com

028 3839 2233

Belfast Bus Company

Tammy Ann Moore

tammy-ann@belfastbuscompany.com

028 90 742555

 www.belfastbuscompany.com

J+K Coaches

 Jim Quinn

info@jandkcoaches.com

 077 8317 6060

www.jandkcoaches.com

Ulsterbus Tours

Kay Sharkey

Translink Travel Centre Manager

Europa Buscentre

T – 02890 337007 (Ext 3101)

E - kay.sharkey@translink.co.uk

www.translink.co.uk

www.ulsterbustours.com

www.translink.co.uk/nirtravel

TM Coach Hire

Tony Sloan

tonysloan@btinternet.com

028 9061 6666 / 0754 045 9438

www.tmcoachhire.com

Dial a Bus

Terry Monaghan

dialabus@btconnect.com

028 90 314151

 www.dial-a-bus.co.uk

Quinn Coaches

Phelim Quinn

info@quinncoaches.com

028 3082 1439

0780 164 3620

If none of the above suppliers can provide you with a quote, you may to use a different company. In this case, you must complete the following process:

 

  1. Email the six suppliers above asking them for a quote for the job you require and give them a reasonable time-frame to respond – usually a couple of days.

  2. If they don’t respond in the time-frame, you may approach a non-QUB registered supplier to source a quote.

  3. Make sure to check the insurance and PSV certificates of the non-QUB registered supplier. This is already done by our staff for registered suppliers.

  4. Bring the quote, proof of insurance, proof of PSV certificate, and proof of the email that you sent to the registered suppliers to the Clubs and Societies Finance Office and submit your a TAF.

When hiring a car locally, you must contact Enterprise or Comber Commercial. You must then email insurance@qub.ac.uk to request a Driver Authorisation Form. This will allow the QUB insurance to cover the hire car. If you hire from a different supplier, fail to submit a Driver Authorisation Form, or use a personal car, the QUB insurance will not apply. When using personal cars, you will need to confirm to the University's Insurance department that your own car insurance will apply.

Delivery of Goods

 

Goods are usually delivered to the Clubs and Societies Coordinator on the second floor of the SU. You will be emailed once a package or piece of post has arrived for your Club/Society. Make sure to show your student ID and sign out the delivery before taking any delivery.

The delivery address for Club and Society post and packages is:

 

Clubs and Societies

Queen's Students' Union

3 Elmwood Avenue

Belfast

BT9 6AZ

 

Please ensure no deliveries are sent to the old address on University Road as they may not reach us. Also make sure to give suppliers the complete address to avoid any confusion with other Queen's buildings in and around Elmwood Avenue.
 

Some deliveries for sporting clubs may go directly to the PEC, but this must be organised with the supplier.

Travel

 

Clubs and Societies must contact Selective Travel when booking any transport or accommodation outside the UK or Ireland. You can find out more here.

 

Within the UK and Ireland, you can book transport and accommodation directly, but be aware that Selective Travel may have negotiated preferential rates for Queen's bookings. Any bookings you make directly are at the travellers' own risk.

 
 
 
 
 
 

© 2019 - Queen's University Students' Union

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