Documents & Policies

Discover official information about the Society, from our governing Constitution and records to the day-to-day policies we use to run UBES safely and responsibly.

Equality, Diversity and Inclusion

UBES aims to foster an inclusive and non-discriminatory environment where everyone can feel safe, comfortable and able to participate in the Society.

Barriers to Participation

We acknowledge that participation in the outdoors in Britain is not equally accessible to everyone. According to the UBES EDI Review for AY23/24, 78% of respondents identified as white.

We recognise that barriers to participation can include the cost of membership and equipment, the nature of socials, financial accessibility and cultural differences. We are committed to challenging these barriers and making participation in UBES as accessible as possible.

Members can borrow club equipment, and we aim to provide affordable activities and free alcohol-free socials for both members and non-members. We also aim to accommodate religious practices where possible and provide information to help members understand what to expect on weekend trips.

Disability and Accessibility

We understand that disabilities and access requirements vary considerably between individuals. As an outdoor society, some of our activities can present particular challenges for people with physical disabilities, neurodivergence or mental health conditions, and we recognise that we still have work to do to improve accessibility.

We aim to approach individual requirements sensitively and on a case-by-case basis. If you are unsure whether an activity will be suitable for you, or would like to discuss possible adjustments, we encourage you to contact us.

We strive to create a space for everyone regardless of class, race, religion, age, gender, disability or sexual orientation, while recognising the intersectionality of these identities and the discrimination or privilege that can arise between them.

If you have any questions or concerns relating to equality, diversity, inclusion or accessibility, please contact the Equality Officer.

Read the AY23/24 EDI Review →

Constitution

The Constitution governs how the Society is run. Changes to the Constitution must be approved through a successful motion at a General Meeting and subsequently approved by the Bristol SU Societies’ Executive Board.

Current Constitution: June 2025 Revision

Policies

The committee produces and reviews policies that provide guidance for the safe and effective running of Society activities.

For operational policies that are not published here, or to confirm the latest version of a document, please contact the committee.

• Risk Assessment 2025–26
• Refund Policy
• Feedback and Complaints Procedure
• Stores Safety Notice
• Gear Borrowing Policy
• Privacy Policy
• Equality, Diversity and Inclusion Review
• Driving Policy – please request a copy from your Trip Leader.

Please note: the annual membership fee is non-refundable, except in exceptional circumstances and at the discretion of the committee.

Annual General Meeting

UBES holds an Annual General Meeting (AGM) each year, which is open to all members. The AGM is used to elect the incoming committee and vote on proposed changes to the Constitution.

Details of the AGM, and any other General Meetings, are communicated to members through the Society newsletter.

Latest available AGM minutes: April 2024 AGM Minutes

Financial Records

Financial documents are available to current members on request from the incumbent Treasurer.

Document Archive