an arc team production. it unites us and brings us together! it helps us meet our aims and...
TRANSCRIPT
An ARC Team Production
Student group events
• It unites us and brings us together!
• It helps us meet our aims and objectives as a group.
• It helps us reach more students and show everybody what we’re about.
Why do events?
• Your plans for next year will be well under way already.
• Many of you will have events in the first few weeks of term.
• Committee training sessions will be after these first few weeks.
• So we need to guide you now!
Why are we telling you now?
●Introduction to online resources●Risk Assessments in detail●Small event on campus●Small event off campus●Medium event (weekend) on campus●Medium event (weekend) off campus●Large event (tour) ●Large event (balls and end of year events)●Freshers and re-freshers●Marketing
Overview of session topics
Why tell us about your events?• We’ll provide guidance and support to help ensure it’s a
success.• We can help promote your event to reach more students by
marketing and word of mouth approaches.• Safety first! Risk assessing and prevention is critical to all
events and we support you to put this in place.• The new STARs system will reward you the more events you
have registered with us.
2 weeks before your event at a minimum - ideally provide 4 weeks notice.
Email all documents to: [email protected]
When to tell us about your event?
• Which risk assessment do we need to complete? • Are we inviting a guest speaker?• Are we going to stay on campus or have it off campus?• Do we fancy food?• Do we need any additional equipment? • Who are we inviting? • How do we go about selling deposits and tickets?• Is there any travelling involved? • How best can we market our event?
Where to start? Some considerations…
Running a society… your online guide
http://leicesterunion.com/studentgroups/run-a-group
We’d suggest saving this link to your Favourites bar, we have!All of the following forms live on this page.
●Student group handbook – outlines all the essential information you need to be a student group including policies, roles, contacts, dates and much more.
●Committee resources page – houses the main documents you need throughout the year to run your group.
●Committee handover page – details the steps needed to handover to new committees.
●Grant funding – you can apply for funding towards your event. ●Room bookings – guides you on how to book spaces for your
events.
Online guide outlined
●Boring piece of paper? NO!●It’s the first form to consider.●Covers all activities including training, games and events.●Gets you preparing and preventing any dangers.●Shows leadership and safety of the populous.●Gives us confidence!
Risk assessments
Always!• for 2015 – 2016 you will need to complete a ‘master risk
assessment (MRA)’ that aims to cover all of the events you plan to have across the 3 terms.
• When you have an event either you’ll let us know at [email protected] that it’s covered on the MRA or you’ll submit an updated MRA.
• We’ll keep the new one on file ready for the next time you do that event.• NB: MRA and further details to be sent out to groups across the summer
– do not start completing now.
When to do a risk assessment
How to complete a risk assessment
Risk assessments live here: http://leicesterunion.com/studentgroups/run-a-group/committee-resources
Completion guidance: • Complete all of the empty cells in as much details as possible.• List accurate information in the event details section e.g. date, attendees
etc.• Do not change any boxes in grey including risk severities.• Add in potential risks you have identified, our list is not exhaustive.• Always complete the existing control column if there is a potential risk.• It is optional to add in a further control: e.g. remove risk completely.• Always put a Committee member’s name as person responsible, this can
be different members or the same member.
Risk scores explained
DO:● Be completely honest with your answers.● Fill in the form with the correct information.● Contemplate every realistic situation.● Be confident with your risk assessment, if it is queried.● Ask for help if needed.● Ensure you have provided details for every event.
DO NOT:● Miss out key information.● Believe we have covered every scenario in our pre-done Risk
Assessments.
Dos and do not
Ensure your event reflects your risk assessment
Implementation is key!• Your event should reflect your risk assessment. • At the beginning of your event, walk around with your risk assessment
and ensure all potential risks are controlled. • Do this during your event also and control any unforeseen risks.
• for 2015 – 2016 = Event spot-checking! More details to follow over
the summer.
2 types of guests:
1. A guest speaker = anyone external given a platform in which to present a topic to you as a group.
2. A contributor = anyone external joining your event(s) to contribute but not present e.g. tutor, coach, face-painter etc.
Guests at your events
Guest speakers
● Complete a guest speaker form: http://leicesterunion.com/studentgroups/run-a-group/committee-resources
Completion guidance: • Provide all information in as much detail as possible (affiliations, topics etc.).• Complete a risk assessment form (include potential risks such as protests if not already in
MRA).• Email to [email protected] 2 weeks before event.
We will search every potential speaker’s credentials!
The screening is assessed case-by-case and judgement based on a number of factors including free speech, risk of offence. There are two core documents that outline our obligations with regard to our guest speakers and our screening procedures are founded on these. They are:Universities UK - External speaker guidance National Union of Students - External speaker guidance
If approved, we will send a letter to you to forward to your guest. They are required to email [email protected] 48 hours prior to the event to:
• Confirm their attendance and agreement to the requirements.• Send a completed copy of the equality policy.• Send a copy of their presentation/talk (if possible/appropriate).
Speakers we deem to break the NUS directive on speakers may not be invited, please do not invite against our decision.
Sanctions if a non-approved speaker turns up-Including but not limited to:1. Fines2. Immediate closure of event3. Internal disciplinary action4. Removal as affiliated student group5. External bodies (i.e. Police) being involved
Guest speaker obligations
Contributors obligations
Contributor’s forms will be incorporated in to the guest speaker form.
The form will be divided into guest speaker and contributor and will ask you different questions for each.
Completion guidance: • Provide all information in as much detail as possible (affiliations, topics etc.).• Complete the risk assessment form and include contributor within it (if not already
in MRA).• Email to [email protected] 2 weeks before event.
If approved, we will send a letter to you to forward to your contributor. They are required to email [email protected] 48 hours prior to the event also to:
• Confirm their attendance and agreement to the requirements.
Food sharing
Laughter is brightest where food is best! - Irish Proverb
• If you’re not selling your food e.g. sharing it at an event, we encourage you to produce it as hygienically as possible.
• Ideally, one committee member has a basic food hygiene certificate.
• Include food sharing within your MRA or send updates.
Food salesFood sales are a great fundraiser, however there are some
requirements to meet:
If sourcing yourself:• Purchase the food items should be individually produced
so that you do not need to cut them up.• Complete a food disclaimer (see committee resources
page).• Provide a list of ingredients and allergens (from the
packaging).• Complete a risk assessment.• Send documents to [email protected] 2 weeks
before your sale.
If a kitchen/restaurant is going to make your food request the following:
• Copy of public liability insurance.• Copy of food hygiene rating – must be 4 or above.• Provide these, signed food disclaimer and risk assessment
to [email protected] 2 weeks before sale.
Trips
TripsA trip = if you’re heading out of Leicester for more than a day.
• Complete a trip form: http://leicesterunion.com/studentgroups/run-a-group/committee-resources
Completion guidance: • Provide all information in as much detail as possible.• Send us updates if the names changes.• Complete a risk assessment form.• Email all to [email protected] 2 weeks before trip.
You must ensure that everyone on the trip is aware of the emergency procedure as set out at the back of this form – we recommend providing copies of this to each attendee!
• Complete a risk assessment: http://leicesterunion.com/studentgroups/run-a-group/committee-resources
Email in to [email protected] 2 weeks before event.
A couple of tips:
● Be aware of your residential surroundings.● Drunken harassment is not tolerated and will be investigated.● Abide by the ‘Curfew’ of 23:00 on New Walk as families live there.● You represent yourselves but also the University, Students’ Union, club,
and Leicester’s wider community.
Organising a bar crawl?
● Key to a successful event!● What needs to happen to break even?● Make estimations.● Can change as costs increase or
decrease.● Application for Grant Funding.
INCLUDE EVERYTHING!
● Leads onto a good resource for similar events.
● Use our budget template: http://leicesterunion.com/studentgroups/run-a-group/committee-resources
Budgeting
Grant Funding application process for 2015/2016.
2 pots available: • Annual pot – for facilities, tuition etc needed across the year.• Monthly pot – for events, equipment etc i.e. resources that require a
singular fund.
Updates to process: • SGET to meet monthly to discuss applications.• Late applications will not be considered within the monthly meeting,
exceptional circumstances can be made.
More details to follow!
Outcome based funding
SU Room bookings is being revamped for 2015/2016.
The main contacts you need now are:
• [email protected] – For all rooms and tables in the Percy Gee, including the O2 and any technical requirements you need in the building. • [email protected] – For all rooms on campus. Complete the form here: https://www2.le.ac.uk/offices/sas2/roombookings/form/fg_base_view_p3 • [email protected] – For all spaces outside on campus, request a form from us.
More details to follow!
Room bookings
Event checklists
• The following outlines some simple overviews of checklists for your events, depending on size and location.
• Build them up, they are just the foundations.
● Table bookings● Room bookings● Socials (1923, O2 academy, meeting rooms)
Checklist: Decided on the event. Gauged if there is suitable interest. Booked a room/table. Bought items for the event. Checked event is covered on the MRA and updated and sent if not. Food disclaimer completed if selling food. Emailed these documents to [email protected].
Small event on campus
● Pub crawls (including O2 and Union Diner)● Day trips to city, museum or a sports match
Checklist: ❑ Decided on the event.❑ Discovered if there is suitable interest.❑ Booked a venue.❑ Bought items for the event.❑ Booked relevant travel for the event.❑ Checked event is covered on the MRA and updated and sent if not.❑ Filled in trip form (if required).❑ Emailed these documents to [email protected].
Small event off campus
● Charity band nights, overnight events e.g. radio broadcasts
Checklist: ❑ Decided on the event.❑ Discovered if there is suitable interest.❑ Booked a room/table.❑ Is there relevant cover inside the building for the event?❑ Bought items for the event.❑ Sold tickets?❑ Paid money into the sport/society account?❑ Paid all deposits and/or entertainment.❑ Checked event is covered on the MRA and updated and sent if not.❑ Emailed these documents to [email protected].
Medium event on campus
●Weekend tournaments, weekend away●Running a band night at club
Checklist: ❑ Decided on the event.❑ Discovered if there is suitable interest.❑ Booked a room/table.❑ Bought items for the event.❑ Sold tickets?❑ Paid money into the sport/society account?❑ Paid all deposits and/or entertainment.❑ Paid full amount of money by the deadline.❑ Checked event is covered on the MRA and updated and sent if not.❑ Filled in a trip form?❑ Emailed these documents to [email protected].❑ Is there relevant cover inside the building for the event?
Medium event off campus
● Can require a lot of effort and time of the committee.● Usually the big event for entertainment and ‘sophisticated’ venue.Checklist: ❑ Decided on the event.❑ Discovered if there is suitable interest.❑ Booked a room.❑ Raised money for event.❑ Bought items for the event.❑ Sold tickets?❑ Paid money into the sport/society account?❑ Paid all deposits and/or entertainment.❑ Paid full amount of money by the deadline.❑ Checked event is covered on the MRA and updated and sent if not.❑ Emailed these documents to [email protected].
Large event (end of year balls)
●Tour (organised everything).●We take a step back here.●Can be a help if called upon, but with the nature of ‘tour’ we
expect you to organise.●Trip form and Risk Assessment is filled in and emailed to
Large event (tour, trip)
● All has to go through RAG.
● Advised to have 1 RAG contact in each club who wants to fundraise through the year. The RAG contact will be in charge of ensuring all funds raised for charity are handled correctly.
● RAG e-mail is [email protected]
● Forms are online at:http://leicesterunion.com/studentgroups/run-a-group/committee-resources
Fundraising activities
An ARC Team Production
Freshers & Re-freshers
We love Freshers!
●What is expected of you as committee members?
●What you can and can’t do to gain new members
●Hints and Tips
●Thoughts and Ideas
Introduction
● Attract new members!
● Show and tell: i.e. Shout about what you’re all about.
● Meet your fellow groups and committee members.
How does it benefit you?
● All members need to sign up online.
● www.leicesterunion.com/groups – find your group and sign member up.
● Laptops or other electronic devices being used to catch sign ups on the day.
● Cash members can be signed up if required – *more details to follow on this*.
● Attend web presence training if you have yet to do so!
Signing members up
Signing members up
● Be imaginative and creative with your group to catch people’s attention.
● All information passed on to prospective members is true.
● Go out there and have fun all day.
Expectations
● Bring promotional materials with you: e.g. banners, posters (flyers cannot be stuck to the walls/marquee).
● Adopt a warm and welcoming approach, individuals should not feel forced into joining your group.
● Allow people to join whichever group they choose, please refrain from speaking negatively about other groups.
● Keep your advertising friendly, engaging and accessible – make sure it’s acceptable to all.
Requirements
● Be and act…. QUIRKY
● Q uestions – Pre-empt what is going to be asked!
● U nderstanding – Do students really need pestering?
● I ndividual – stand out from the crowd?
● R ota – To have breaks and keep up the enthusiasm!
● K now your events – you look smart and busy at once!
● Y ields – What will membership gain the individual?
Hints and tips
●Get numbers and text all sign ups and possible sign ups before first meeting/training (Oxford Brookes RL).
●Peer mentoring schemes for new members (ChemSoc + LUSUMA).
●Welcome Meetings for new members (LUSH).
●Get yourself advertising around Uni outside of Fresh Fair.
More hints and tips
Marketing tips
Marketing is key
Your branding: • If you’re happy with your branding/logo, great! Keep on using
it. • Otherwise why not create something new? • Try and make this represent your group and look as
professional as possible.
Our branding:
• Branding guidelines will be available here soon: http://leicesterunion.com/studentgroups/run-a-group
• You can use our logo according to these. • The University logo cannot be used.
Branding
●Every student group has their own area on our website.
This allows you to: • Tell people about your group• List your social media• Attract new members• Sign members up • Communicate and manage members • List your events• Sell tickets
Make your page stand out, be creative, engaging, keep it up-to date and link your website and social media pages!
SU Website
• Facebook and Twitter are wonderful! • Keep your pages fresh and exciting.• Post about all of your events, no matter how small. • Share your posts on our social media pages: https://www.facebook.com/StudentsUnion https://twitter.com/leicesterunion • Share your posts on other groups pages.
Your website: • A great tool to showcase yourselves – provide more
information, images and links. • Feature your social media pages also!
Social Media
• Put the details on your student groups ‘event’ pages on the website (you’ll need to log in), it will automatically be picked up by the home page and advertised for you.
• Shout about it on your social media pages and share them on our social media pages.
• Book a table in the SU and give people a taster of what they can expect from your event (a week or so before).
• Advertise via our SU screens around the building - see the templates here: http://leicesterunion.com/studentgroups/run-a-group/committee-resources
Promoting an event
Marketing materials available
We hope to provide you with more guides, hints and tips over the next few months.
Please check our website for updates.
Over the summer
We need to be able to communicate with you over the summer, we’ll have lots of new information and pointers that will be important to your groups success next year.
Help us to help you by:
• Checking your university emails• Looking out for updates here:
http://leicesterunion.com/studentgroups/run-a-group• Joining our Facebook page here:
https://www.facebook.com/pages/ARC-Team/175509522559018 .
We’re here all summer
●[email protected] – General Activities contact
●[email protected] – Anita Bhogaita, Widening Participation & Outreach Co-Ordinator, 0116 223 1153
●[email protected] – Naomi Galliford, Student Development Officer, 0116 223 1123