Putting Fun First
Social Secretary and Marketing Roles
Training
Training Overview
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Roles
Key Responsibilities
Event Planning
SU Venues
Icebreaker
Opportunity
Being a social secretary offers an opportunity to be
involved with the socialising and activity planning
side of your club/society. The role requires you to
offer a diverse range of social activities that cater for
the membership.
Roles
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Organising social events, trips, Club/Society collaborations, welcome parties and
end of year celebrations…
Promote your Club/Society effectively
Create publicity for activities/events.
Communicate to your members and other students who may wish to attend.
Arranging suitable venues
Liaising with the Treasurer regarding expenditure/profit and ensuring that money
is paid into the Club or Society account(s).
Ensuring new members are made to feel welcomed and involved
Always keep inline with all UDSU policy and procedures- if unsure please ask!!
Key Responsibilities
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Event Planning
– Booking venues, transport etc
– Coordinating your events support team, if any.
– Liaise with other committee members
– Ensuring all paperwork for Events/Activities/Trips are complete
– Marketing the event
– Managing the event budget and liaising with Treasurer to pay in takings.
Update minisite/social media etc (if applicable)
Coordinate the marketing of the Club/Society
Ensuring the safety of members at events and affiliated nights. Risk Assessment!
What is an Event?
Any get together of important people, or a significant number of people
that merits some detailed planning to make sure the event goes smoothly
This could be:
• Tea with the mayor
• Social event at Walkabout
• Visit from a guest speaker/VIP/politician
• RAG event
• Presentation in a lecture theatre
• Awards dinner
• Conference or competition
The list is endless...
6 steps to successful event planning
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Outline Planning
Budgeting
Health and Safety
Marketing
Operational Planning
Evaluation
Step 1: Outline Planning
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Why are you running the event?
What sort of event will you run?
When will it take place? (what else is going on?)
Who will be involved/coming?
Where will it take place?
How will your event become a reality?
Step 2: Budgeting
• Create a spreadsheet with expected costs and income
• Make sure ticket sales cover costs if you aren’t covering
the costs
• Don’t forget VAT
• Make sure you know when suppliers want to be paid
• Follow UDSU procedures (your Treasurer can help)
Step 3: Health and Safety
• You have duty of care
• Fill in your Events Proposal Form and Risk
Assessment (2 weeks before)
• First Aid
• Food Safety
Step 4: Marketing
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Be creative, generate ideas
Focus on your aims and objectives
Remember to plan it well in advance (design take time)
Consider a brand identity
Rough plan has to become an action plan
Work with your committee to achieve your goal
Attend an SU training session on marketing
HAVE FUN!!!!!
Step 5: Operational Planning
• List the tasks to be completed
• Allocate tasks to individuals
• Plot a realistic timeline
• Create an event plan for the night
Remember that before and after the event
administration and communication are key to
your success
Step 6: Evaluation
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Use the Event Evaluation Form to help you
Look at what went well and what didn’t
Doesn’t have to be complicated
This is a great tool for handover!!
Excel is King! (or Queen!)
• To plan crucial timings for the event (including
UDSU event form)
• Work backwards from the event building in clear
lead-in times
• Diary planning: clash with other events?
• Draw up detailed activity plan with real time
scales
SU Venues
• The Academy
• Blends
• Book well in
advance
• Covering costs
– Bar staff
– Security
Club Social Events
• Walkabout have first refusal on all AU social events which
occur on Thursday or Sunday evenings
• No club operating through the AU may seek sponsorship
from any competitor of Walkabout including but not
exclusive to nightclubs, bars, restaurant or pubs in Derby
Society Social Events
• Societies are able to seek sponsorship for venues
other than
• However, you must ensure that any agreement is
approved by the Students’ Union before you sign
on the dotted line
• You cannot run events that are in direct
competition with out affiliated student nights on
Monday or Wednesday.
Activity Plan Your Event
Group 1:
Group 2:
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• Why raise funds to subsidise
competition participation
• What Halloween themed
event
• When 30th October 2014
• Who members/other students
• Where Walkabout
• How Now that is up to you!
Why to raise £3000 for charity
What Charity Fun Run
When 3rd April 2015
Who members/other students
Where Elvaston Castle
How Now that is up to you!
GOOD LUCK!