BREAK Development Plan 2014-17
MISSION STATEMENT: The aim of the BREAK Society is to allow people to take part in
an activity that they may have not previously able to take part before. This will be
done by teaching break dance, popping, locking and other elements of hip hop
culture, while allowing them to gain confidence and make friends.
DOCUMENT HISTORY
Compiled by Leroy Grob, CHAIR
DATE
18/04/2014
ISSUE
1
Committee Information
Handover Checklist
Elections
Before Elections
Recruitment – Awareness campaign for positions on committee.
Liaise with Sport and Societies Office, confirm committee structure for
elections (these will be ALL positions on the future committee).
Liaise with Activities Officer to confirm online election is set up.
Arrange agenda, date and venue for Annual General Meeting.
Current committee should introduce their roles before the elections start.
Advise potential candidates on writing manifestos.
Make sure members are aware of election rules.
Make sure members have paid membership (or they won’t be able to vote).
During Elections
Make sure people are running.
Make sure members are voting.
Make sure members know how to vote.
After Elections
Publicise results of elections (to members, on BathStudent or other social
networks)
Preparations
Pre summer
Ensure committee are subscribed to relevant training sessions for their posts.
Ensure a handover occurs between each committee member
Ensure any advance bookings are made e.g. advanced venue bookings,
training slots.
Allocate any work that needs to be undertaken during the summer.
Complete all relevant handover forms
During the summer
Prepare advertising materials for Freshers’ Week.
Prepare BathStudent webpage.
Submit requirements for Societies Fair (once email has been received from
Carmela Lear, Sports and Societies Office).
Complete early semester 1 Event Planners.
Familiarise yourselves with the FWEM’s and the Freshers’ Week schedule.
Prepare stand/activities for Societies Fair, SU Fete on Parade, initial
workshops.
Committee Information
Plan welcome socials (confirm plans with Polly Hawker to ensure within
guidelines for these events).
Ensure branding/design of hoodies/posters etc. are checked and signed off by
the Sport & Societies Office or SU Marketing.
Term Time
Freshers’ Week
Participate in Societies Fair (compulsory for all societies, you will all be
allocated a stand at this event).
Participate in SU Fete on Parade.
Communicate with potential members who have signed up on BathStudent.
Communicate with potential members who have signed interest lists.
Hold welcome social/event/activity.
Semester 1
Make contact with societies and universities identified as possible
collaborators to discuss joint projects.
Re-Fresh Week
Request a stand at Refresh Week with Carmela Lear (c.lear@bath.ac.uk).
Semester 2
Elections – see start of checklist
Tying up loose ends
End of Academic Year
Handover completed.
Committee Information
Committee
Role
Core Committee
Name
Chair
Treasurer
Secretary
Leroy Grob
Kennet Ingram
Richard Lee
BUCS
Phone
username
Number
Lrg23
07580338683
Ki233
07861072427
Rqll20
07801598606
Advisor
Elemental Leader
Elemental Treasurer
Elemental Secretary
Additional Positions
Jason Forder
Jawad Irfan
Leire Rincon
Natasha Dawes
Jrf24
Ji230
Lrg25
Nd257
07912214889
07473979989
07583834293
07583558653
Comments on Committee Structure
Additional roles were added to help distribute the work, as some of the senior
members had contacts and experience relevant of being a committee member
Role descriptions
1.1. Chair
 Oversee the running of the entire society
 Organising and delegating work to committee and members
 Communicating within and outside the society
 Looking after society equipment
 Maintaining good relationships between the SU and other societies
 Ensure that they have a music player (phone/MP3 player) with suitable
music for training sessions
1.2. Treasurer
 Keeping track of the society finances
 Deals with payments, invoices and money
 Informing other committee members of finances
 Keeps hold of the money box and receipts
 In charge of the register, keeping track of class numbers and payments
 Ensure that they have a music player (phone/MP3 player) with suitable
music for training sessions
1.3. Secretary
 Take note of meeting minutes
 Room bookings for meetings
 Communicating within and outside the society
 Maintaining good relationships between the SU and other societies
 Keeping Bathstudent website up to date
 Organising socials
 Looking after society equipment
Committee Information

Ensure that they have a music player (phone/MP3 player) with suitable
music for training sessions
1.4. Events/utilities Officer
 Organising events, trips, socials and workshops
 Looking after society equipment
 Ensure that they have a music player (phone/MP3 player) with suitable
music for training sessions
1.5. Advisor
 Extra hand wherever needed
 Gives experience and advice to other members
 Looking after society equipment
 Ensure that they have a music player (phone/MP3 player) with suitable music
for training sessions
1.6. Elemental Leader
 Oversee the running of BREAK’s sub group Elemental
 Liaise directly to the Chair
 Communicating within and outside the society
 Maintaining good relationships between the SU and other societies
 Looking after society equipment
 Ensure that they have a music player (phone/MP3 player) with suitable music
for training sessions
1.7. Elemental Secretary
 Take note of meeting minutes
 Venue bookings for Elemental Classes
 Communicating within and outside the society
 Maintaining good relationships between the SU and other societies
 Keeping Bathstudent’s Elemental sub-page up to date
 Organise socials with the secretary
 Looking after society equipment
 Ensure that they have a music player (phone/MP3 player) with suitable music
for training sessions
1.8. Music Manager
 Is in charge of music formatting, mixing and mastering for events
 Extra hand wherever needed
 Looking after society equipment
 Ensure that they have a music player (phone/MP3 player) with suitable music
for training session
Committee Information
Committee Handover Training
Training
Attendees
SU Handover 1:1
Chair and Chair elect, Treasurer and
Treasurer elect, Secretary and
Secretary elect, Activities Officer and
Activities Officer Elect, Area Rep and
Area Rep Elect
Individual Handovers
Outgoing committee
meeting
Full Committee handover
New Committee meeting
Chair Training
Finance Training
BathStudent Training
Etc…
Meeting Schedule
Training
Committee Meetings
Full society meetings
AGM
Date
Comment [SSA1]: Do you have details
for these?
Any other committee who wish to
attend
Chair and Chair elect
Treasurer and Treasurer elect
Secretary and Secretary elect
Elemental Leader and Elemental
Leader elect
Elemental Secretary and Elemental
Secretary elect
Advisor and Advisor elect
Committee
Committee and Committee elect
Committee elect
Chair elect
Chair elect and Treasurer elect
Committee elect
Attendees
Full committee
All members welcome
All members welcome
Date
1-2 Weeks
Monthly
April/ May
Elections
Make member aware of committee positions nearing elections, keeping them up to
date with nominations, elections and results
Comment [SSA2]: Eg monthly
Contact Information
Useful Contacts
University Contacts
SU Societies
Activities Officer – Scott Burfiend– suactivities@bath.ac.uk – 01225 38 3667
Activities Manager – Polly Hawker – p.hawker@bath.ac.uk – 01225 38 3994
Activities Administrator – Carmela Lear – c.lear@bath.ac.uk – 01225 38 4860
Societies Exec
Chair – Alexandra Webster – suactivities@bath.ac.uk
Treasurers – Alex Joseph & Jack Lewis – socs-treas@lists.bath.ac.uk
Publicity Co-ordinator – Lucy Woodcock – socs-publicity@lists.bath.ac.uk
Arts Rep – Louise Heavey – socs-artsrep@lists.bath.ac.uk
Ethical and Political Rep – Julie Bergaust – socs-eprep@lists.bath.ac.uk
Faith and Cultural Rep – Thomas Clutteruck – socs-fcrep@lists.bath.ac.uk
Recreational Rep – NULL – socs-recrep@lists.bath.ac.uk
Departmental Rep – Lydia Dewis – socs-deptrep@lists.bath.ac.uk
SU Marketing
Helen Freeman – h.freeman@bath.ac.uk – 01225 38 6806
Webmaster – Matt Parsons – suweb@bath.ac.uk – 01225 38 4700
SU Finance
Helen McHenry – h.m.mchenry@bath.ac.uk
Michael Weeks – 01225 38 6613
Geraldine Humpage – 01225 38 5061
SU Transport
Paul Brooks – p.brooks@bath.ac.uk – 01225 38 3086
ICIA
Nathan Webb – n.webb@bath.ac.uk – 01225 38 3808
Michael Basset – m.basset@bath.ac.uk – 01225 38 3240
Other Societies
Backstage Production Manager – 01225 38 3067 – www.bts-crew.com/booking
External Contacts
Previous committee contact details
Managing existing relationships
Comment [SSA3]: update
Review of the last year
Last Year
Strengths and achievements
What were we good at?
- Close society with strong friendship bonds
- Diverse society with a variety of skilled individuals
- Helping other societies and events with shows/performances
- Good bonds with other societies, the SU and Marketing
- Working together as a team
- Good communication between members, committee and other departments
Weaknesses and issues
What were bad at?
-Opportunities to learn other dance styles and learn more about the culture of
breaking/hip hop
-Events and shows are very dependent on the workload of the committee
Opportunities and future developments
What could we have done to make ourselves better?
- More events with other societies
- More workshops with external dancers
- More socials with members
Future concerns and potential issues
What do we need to worry about and keep an eye on?
- More experienced members leaving university
- Current teacher may not be around for teaching in future years
- When organising workshops, need to ensure that members are experienced
enough to gain benefit from the workshop and that we have the required number of
members to cover costs of the teacher
- Lack of teachers in Bath area
Aims at beginning of year
What were they?
- Get more committed members
- Hold weekly beginners classes
- Organise trip to UK BBoy Uni Champs and University collaborations
- Enter more competitions
- Hold one or two workshops
- Hold more socials
Pre- Arrival
What did we do?
- Organise funds
- Create electronic poster and flyers
- Organise beginners classes with a teacher
- Planned freshers week performances
- Arrange training spaces
Review of the last year
Recruitment
What did we do?
- Advertised and performed at activities fair, activities day and open days
- Society showcase and performance at the Full Moon Party
- Distributed flyers and did a kitchen flyer drop
- Taster session
Activity
What did we do?
- Held a taster session in both semesters, and held weekly classes
- Locking workshop
- Multiple performances in shows and SU
- Went to Uni Champs
- Regular open training sessions
- Held socials
- Communication with other societies
- Warwick collaborations and trips
Participation
Active membership?
20-30 active members
Goal Setting
Membership
Total Annual Membership
Active Membership S1
Active Membership S2
2012/13 (Actual)
37
20
20
2013/14 (Actual)
60
30
30
2014/15 (Forecast)
65
32
32
2015/16 (Forecast)
75
35
35
2016/17 (Forecast)
85
40
40
What do you feel constitutes an active member for your society?
- Turning up to weekly classes
- Turning up to open training sessions
- Being part of performances and events
Membership Target
2014/15
Aim
65
2015/16
75
2016/17
85
How will this be done?
Flyers, SU screens,
Performances,
Competitions, Lessons,
Socials
Flyers, SU screens,
Performances,
Competitions, Lessons,
Socials
Flyers, SU screens,
Performances,
Competitions, Lessons,
Socials
Are any resources required?
Teachers
Who will do this?
Hopefully external dancer
but the Committee will also
be capable of teaching
Teachers
Hopefully external dancer
but the Committee will also
be capable of teaching
Teachers
Hopefully external dancer
but the Committee will also
be capable of teaching
Goal Setting
Events/Activities
Weekly sessions/events/activities
- Weekly beginner’s lessons
- 4 open training sessions a week for BREAK
- 4 open training sessions a week for Elemental
Fortnightly sessions/events/activities
Monthly sessions/events/activities
- Show and open day performances
Sessions/events/activities held once/twice per semester
- Workshops
Annual sessions/events/activities
- Performances: Show in a week, Bodysoc show
- Uni Champs trip, competition events
Socials
Weekly socials
- Open training sessions
Fortnightly socials
- Socials on campus
Monthly Socials
Socials held once/twice per semester
- Movie Socials and dinner socials
- Arts societies’ club night
Annual Socials
- Freshers week social
- Show in a week after party
- Bodysoc after party
- Christmas Social
-End of term AGM and dinner
Goal Setting
Collaborative Plans
Identified societies for collaborative work:
 Social/event with Reading/Bristol/Warwick/ KCL breakdance societies
 Collaborations/ socials with Gymnastics and other Art Societies
Facility requirements
Facilities
Activity
BREAK Classes
Elemental Classes
BREAK Open training
session
Elemental Open training
session
Space Requirements
Smooth flat floor,
20-30 people
Frequency of use
1/week
Proposed venue
Claverton rooms /
Level 1 / SU / Tub
Booking Information
Hospitality / Helen
Freeman / Mike
Dalton
Online booking
Cost
Free
Carpet or smooth
flat floor, 20-30
people
Smooth flat floor,
20-30 people
Carpet or smooth
flat floor, 20-30
people
1/week
1 West buildings, 2
East Foyer
3-4/week
SU
Helen Freeman
Free
3-4/week
1 West buildings, 2
East Foyer
Online booking
Free
Free
Equipment Inventory
Equipment - Equipment Planning – Maintenance, replacement and purchase of new equipment
SCHEDULE OF EQUIPMENT
Society: BREAK
Asset
number
1
2
3
4
5
Category
Training equipment
Safety equipment
Training equipment
Electronic
equipment
Finance
Equipment
name
SoundDock Portable digital music system
Gym Mat - Stnadard 6ft x 4ft x 1in (dark blue)
Black & White Chessboard Vinyl Flooring 2m x 3m
Chair: Leroy Grob
Manufacturer
Bose
n/a
n/a
Purchase Replacement
date
value (total)
2008
£329.95
2008
£609.60
2007
£41.94
Original cost
/ value (per item)
Performance gift
Unknown
Member donation
Quantity
1
8
1
Committee members hold on to it
Under the SU (in storage)
Under the SU (in storage)
Location
WD Portable hard-drive 120GB
WD
2014
£35.00
Member donation
1
Committee members hold on to it
Treasurery Box
n/a
2013
£20.00
Bought for the
society
2
Committee members hold on to it
TOTAL
£1,036.49
n/a
24
Updated: 16/04/2014
Equipment Inventory
SHORT TERM PLANS (2014/15)
- Recruit 60 members and maintain active members
- Continue weekly classes
- Continue open training sessions
- Continue annual trip to UK BBoy Uni Champs
- Perform in ‘Show in a Week’ and ‘Bodysoc Show’
- Hold society social and joint socials
- Hold workshops
- Maintain links with other universities
- Find alternative teacher if necessary
- Enter more competitions
- Source/purchase an MP3 player/ External Hard-drive to ensure that classes and training sessions there is always access to suitable music
MEDIUM TERM PLANS (2015/17)
- Recruit 70 members and maintain/increase active members
- Compete/travel to more competitions/events
- Utilise new arts facility
- Find alternative teacher if necessary
- Teach new members more about the culture/history of breaking and hip hop
- Introducing other dance styles/hip hop elements
- Attend a competition/event abroad
LONG TERM PLANS (2017 onwards)
- Teach new members more about the culture/history of breaking and hip hop
- Introducing other dance styles/hip hop elements
- Potentially get new matts and new sound system
- Improve training facilities due to ever growing members
-Attend a competition/event abroad
Comment [SSA4]: This should all be
related to equipment, the what you’re going
to do stuff goes with your membership
section.
Equipment Inventory
Storage - Activities Storage will be re-assessed on an Annual basis
Current Storage
- Bose speakers held by committee member
- Money box and register held by treasurer (or another committee member if necessary)
- Training mats and lino held under the SU in storage
- External Hard-drive to held be the committee members to give Music and relevant knowledge about Hip Hop
Storage required
- 4ft by 6ft space for mats
- Potential space to hold speakers during holiday periods
Financing
Sponsorship/Funding
Previous Funding
- Forwarded club balance year end 12/13
- £150 for transport (uni champs & uni collaborations)
- £50 for activities (classes/workshops)
- £233.36 from memberships
- Money from classes (£487.50)
- £100 donation from 2 societies open day performances
- £300 special request fund for Uni Champs
2014/15
- Apply for society pot
- Apply for Alumni funding
or ICIA funding
- Potential Sponsorship
Plans for the next 3 years
2015/16
- Apply for society pot
- Apply for Alumni funding
or ICIA funding
- Potential Sponsorship
2016/17
- Apply for society pot
- Apply for Alumni funding
or ICIA funding
- Potential Sponsorship
What will funding/sponsorship be spent on?
- Classes/ workshops
- Trip to UK BBoy Uni Champs and other competitions
- Trips for collaborating with other universities
- Potential SLR Camera
What potential opportunities could be offered to a sponsor?
- Logos to be placed on clothing, advertisements and webpage
- Offer performances for events
- Social gatherings once a week
Fundraising/Community involvement
Activities undertaken last year
- Involvement with PoleSoc’s Charity Calender
Raising future funds for the Society
- Busking in town
Raising future funds for external groups
- Busking in town
Community involvement plans
- Having a one day workshop to teach breaking for kids
Comment [SSA5]: More interested here
in things like the ICIA funds, SRFs and
Alumni or sponsorship from previous years.
Comment [SSA6]: This shouldn’t be
planned, it should be budgeted if it’s
planned
Communication and Publicity
Communication
How we communicate our plans/activities as a society
What do we want
to achieve?
How do we
communicate this
to students?
How do we
communicate this
to members/how
can they help?
Where can the
Students’ Union
help us?
Where can the
Sports and
Societies Office
help us?
How do we
communicate this
to the local
community
Recruiting
members
BathStudent,
Activities Fair, SU
Fete, flyers,
posters,
performances
Talk to Helen
Freeman about
any marketing
needs
N/A
N/A
Telling people
about our
activities
Bathstudent,
Impact, URB
announcement,
other social
networks
Bathstudent,
Impact, URB
announcement,
other social
networks
Bathstudent,
Impact, URB
announcement,
Get out there and
recruit/ flyer, Bath
webmail,
Facebook,
Announcements
in classes and
sessions
Bath Webmail,
Bathstudent,
Announcements
in sessions and
classes, Facebook
Bath Webmail,
Bathstudent,
Announcements
in sessions and
classes, Facebook
Bath Webmail,
Bathstudent,
Announcements
How do we
communicate this
to other
societies/get them
involved?
N/A
Bath Impact, URB,
Ask Helen for
advise on
marketing the
activities
Bath Impact, URB,
Ask Helen for
advise on
marketing the
activities
Carmela Lear,
Sports and
Societies Officer
N/A
N/A
N/A
N/A
Socs Publicity
Officer, Bath
Chronicle
Email societies
directly, write on
society’s social
network page
N/A
N/A
N/A
Telling people
about our events
Telling people
about our projects
Communication and Publicity
Keeping track of
finances
Communicating
about our charity
work
other social
networks
N/A
in sessions and
classes, Facebook
N/A
Bathstudent,
Impact
Bath Webmail,
Bathstudent,
Announcements
in sessions and
classes, Facebook
N/A
Socs Treasurer,
Finance Office,
Activities Officer
Bath Impact, URB
N/A
N/A
N/A
Talk to RAG
The Students’ Union promotes an inclusive environment which aims to reach out to and engage with all students. How does the society intend
to ensure membership from a diverse range of backgrounds and groups are positively engaged with the society?
- Classes and open training sessions are accessible to all, and encourage active involvement from anyone
- Members and committee come from a diverse range of backgrounds
Is there anything else you wish to add?