THE STUDENTS UNION
COMMITTEE TRAINING
2015-2016
EVENTS AND FUNDRAISING
LEARNING OBJECTIVES
• Understand the support available to me in my role
• Understand the role of an events and fundraising officer
• Safety
• Finance
• Policies and procedures (the important stuff!)
WHO CAN SUPPORT ME?
VP Socs & Comms
Gem Heywood
•
•
Tel: 0117 32 87568
Email: vpsocsandcomms@uwe.ac.uk
VP Sport & Health
Adam Brittain
•
•
Tel: 0117 32 82915
Email: vpsports@uwe.ac.uk
WHO CAN SUPPORT ME?
Kirsty Tomlinson
•
•
Tel: 0117 32 83288
Email: kirsty.tomlinson@uwe.ac.uk
Colin Stevens
•
•
[Sports Coordinator]
Tel: 0117 32 82719
Email: colin2.stevens@uwe.ac.uk
Liam Emery
•
•
[Opportunities Manager]
[Societies Coordinator]
Tel: 0117 32 83291
Email: liam.emery@uwe.ac.uk
WHO CAN SUPPORT ME?
Helena Golunska [Academic Societies
Coordinator]
•
•
Tel: 0117 32 83288
Email: Helena.Golunska@uwe.ac.uk
Kelly Howard [Sports Participation Coordinator]
•
•
Tel: 0117 32 82577
Email: Kelly.Howard@uwe.ac.uk
Amy Leyland [Sports & Events Coordinator]
•
•
Tel: 0117 32 82577
Email: amy.leyland@uwe.ac.uk
WHO CAN SUPPORT ME?
Position Vacant
[Finance Admin Assistant]
•
•
Tel:
tbc
Email: tbc
SOCITIES EXECUTIVE
SPORTS EXECUTIVE
YOUR ROLEEVENTS AND FUNDRAISING
Liaise with RAG
Organising charity
events and
fundraisers
throughout the year
Coming up with
creative ways to
raise money
Organising variety
of Social &
Competitive events
throughout the year
Coordinate
advertisement and
Promotion of
fundraising events
Work closely with
Participation &
Equality Officer on
organising of events
Adhere to finance
policy
YOUR ROLE - HEAR
Higher Education Academic Record (s.6)
• Hold office for 2 semesters
• Attend committee training & 1 development meeting
• OR Complete all requisite additional training & 1
development meeting
• Ensure Club / Society is represented at all Committees
• Submit a handover document
QUALIFICATIONS
• If you believe there is training
that your committee or your
members would benefit from or
that would make it easier to run
your club or society, we would
like to hear.
• We may be able to offer financial
subsidies to make the training
happen
EDGE SCHEME
• As part of the Edge Scheme, members of Sports Clubs are
able to repay additional subsidies for training by
volunteering their time back to their club or the wider
community.
• The Edge Scheme is managed by the Centre for Sport
http://www1.uwe.ac.uk/aboutus/departmentsandservices/professionalservices/
centreforsport/edgevolunteering.aspx
COMMITTEE ADMIN ACCESS
This is where you will find your
committee admin access:
http://www.thestudentsunion.co.uk/
GOOGLE DRIVE
•
Your Club or Society should already have a Gmail
email address.
(This should have been done in March, ready for this year)
•
•
It is this email address
(suopportunities@gmail.com) that the SU Google
Drive folders are shared with.
Use Google Drive to:
– Upload files
– Store information for Handover
– Review your submitted documents (constitution,
inventory, risk assessment, etc)
“HOW-TO” SECTION
• Almost everything you’ll need to know about
running your club can be found here:
http://www.thestudentsunion.co.uk/opportunities/howto/
SAFETY AND DUTY OF CARE
• What is duty of care?
– Avoid causing injury to our
members by negligent acts or
omissions
– Behave as a reasonable person
would, but taking in to account
your specific skills, knowledge &
experience
– Take equal opportunities into
account at all times
SAFETY AND DUTY OF CARE
• Group Exercise:
– List / brainstorm at least
5 examples of The Students'
Union At UWE’s duty of care to
you
– List / brainstorm at
least 5 examples of
how you have / how you
will provide a duty of care to your
members
EQUALITY AND DIVERSITY
• Think of an example of something that:
– Makes you different from other people
– An embarrassing secret
– A story you wouldn’t want other people to know
EQUALITY AND DIVERSITY
• Can you name the 9 forms of discrimination?
•
•
•
•
•
Race
Age
Sexuality
Pregnancy
Religion
• Sex
• Disability
• Marriage/ Civil
Partnership
• Transgender
THE BANTER BARGAIN
•
•
•
•
•
•
We want to make sure everyone has a great time at UWE,
whoever they are.
So that’s why we’re committed to keeping bullying or offensive
language out of our sports teams, societies, networks, union and
our university.
We promise to keep our activities inclusive and fun places to
be in or around, and to make sure that UWE is the best place to
play sport, engage with groups of student’s, study and socialise.
Stand with us in booting offensive language out of The
Students' Union At UWE: If you see it – challenge it and report
it to your student officers.
Banter should never be bullying, and remember only the
individual the banter is directed at can decide it’s level of
offensiveness.
Together we’ll make sure that our university is a safe space
for everyone.
Banter
Bargain
in Place
THE BANTER BARGAIN
• It’s in your constitution
• By signing a constitution you agree
to uphold the Banter Bargain
Banter
Bargain
in Place
ALOCOHOL, YOU SAY?!
• This may come as a shock, but:
– Not all students drink alcohol!
• For this reason, you need
to make sure you:
– Don’t apply any peer pressure to
drink alcohol
– Organise socials that will appeal
to those who don’t drink alcohol
– Do not permit drinking in vehicles
– Adhere to initiations & alcohol
policy
INITIATIONS
An initiation ceremony is an event in which members [often new
members] of the club are expected to perform any activity as a means of
gaining credibility, status or entry into that club.
This peer pressure is normally [though not explicitly]exerted on first
year students or members new to that particular club and often
involves:
• the consumption of alcohol
• eating concoctions of various food stuffs
• Nudity
• behaviour that may be deemed humiliating
INITIATIONS
• Members of The Students' Union At UWE Opportunities will not apply
peer pressure upon other individuals in social situations or otherwise.
• Members of The Students' Union At UWE Opportunities will not carry
out initiation ceremonies unless it adheres in full to policy.
• Members of The Students' Union At UWE Opportunities will not
consume alcohol on minibuses, coaches, cars etc.
• Approval 10 days in advance from Opportunities department
• Read the Code of Practice:
http://www.thestudentsunion.co.uk/opportunities/howto/downloads/co
des-of-practice/
• A non-alcoholic alternative must be provided throughout
INITIATIONS
Any breach of the procedure will result in one or more of the following:
• Removal of individuals from BUCS Competition
• Removal of teams from BUCS Competition
• Expulsion from The Students' Union At UWE Opportunities
• Removal of Clubs from BUCS Competition
• Expulsion from The Students' Union At UWE
• Disciplinary Proceedings by the Students’ Union
• Disciplinary Proceedings by the University
FINANCE,
WHERE DO YOU START?
• Find out how much money you have!
– How can you see what’s in your account?
• Email: suopportunities@uwe.ac.uk
to request a Summary Report
• Alternatively, collect in person
from the SU
• Get advice from our new Finance Assistant
• Get a firm handover
– Find out if you should be expecting
any invoices | claims
FINANCE,
WHERE DO YOU START?
Month, Year,
Previous Year
This is the balance
(+ve / -ve)
These lines detail the
different ways income
and expenditure are
categorised and
coded
GENERATING INCOME
• There are a number of different ways that money is
generated by Sports Clubs & Societies
–
–
–
–
–
–
–
Membership Fees
Sports & Society Budget Allocations
Sports & Society Top Up Funds
Fundraising
Donations (NO VAT!)
Sponsorships
Raise & Give (RAG)
BUDGET ALLOCATION
• Funds are allocated to make up any deficit indicated by
your Budget Request
• Not automatically granted
• Funds must be justified
• Funds must be spent during
the academic year they
are requested
DONATIONS
do·na·tion [doh-ney-shuhn] noun
1. an act or instance of presenting something as
a gift, grant, or contribution.
2. a gift, as to a fund; contribution.
• A donation is a gift or contribution
where nothing is asked for in return
• Donations are VAT exempt
(means you get the lot!)
SPONSORSHIP
• If you have received money from an individual or
organisation where something is expected in return, then
you have received sponsorship
• This includes:
– Logos on clothing
– Using a venue for socials
– Promotion via your web
pages or social media
DON’T GO-IT-ALONE
• If you are looking to gain sponsorship or donations, then
the SU is here to help
• We are able to draw up contracts
• We can check contracts before
you have been given to sign
• Never agree to terms that
require ‘X’ number
of members to attend
• See Kirsty Tomlinson
THERE ARE SOME RULES…
• No external bank accounts
• No ‘petty cash’
• Ultra Vires
…sorry, what??
We are a charity, so this
applies!
VAT
Sports:
Societies:
Account Balance
£ 0
Account Balance
£ 0
Ticket Purchased
Income to Account
Account Balance
£10
£10
£10
Ticket Purchased
Income to Account
Account Balance
£10
£ 8
£10
Invoice Amount
Account Debited
Account Balance
£10
£10
£10
Invoice Amount
Account Debited
Account Balance
£10
£10
-£ 2
VAT Reclaimed
Account Balance
£ 0
£ 0
VAT Reclaimed
Account Balance
£ 2
£ 0
In the event a society is running a break even trip (not making any
significant profit), it will be treated as a Sports trip. Only applies to trips.
IF YOU DON’T ASK…
• The best budgets are the biggest budgets
– The more you include in your budget, the more you are likely
to be allocated
• Why won’t anyone take our money?
There are literally thousands of £’s up for
grabs every year …but they are very
rarely applied for.
Don’t miss your opportunity!
IF YOU DON’T ASK…
• There are loads of routes to gaining more funding for
what you do
• Ever heard of the RBS ESSA Grant?
– Watch the video
• More funding from UWE:
– Better Together Fund Apply here
CASH?... NOT LIKELY!
• The Students’ Union does not sign
cash out to students from
Club / Society accounts
• Don’t expect to be able to
pay in this way
• Find ways to pre-pay
• Don’t leave it too late!
CASH
PAYMENT VOUCHERS
• Claiming money back from your
account
– Rule #1 – Make sure it’s authorised
• Purchases (email Helena)
• Fuel Claims (make sure driver is registered)
– Rule #2 – Plan ahead
• Include as much as possible in your budget
• Let’s have a look at how to complete a
claim form correctly
PAYMENT VOUCHERS
• How you get your money
– Transferred to your account
– Processed Thursday at 10.30am
– Payment reaches your bank
account on or before the following
Monday
IS IT VIABLE?
• Financial viability is important
– Can you afford it?
– Risks:
• Deposits for trips
• Buying products before
they are sold
• Loss-leading trips / events
• It is your responsibility to ensure your activity is financially viable
COMMUNICATION METHODS
• How will you communicate with
your members?
• Have you been a member of a
Society before?
• How did that committee
communicate with you?
• Was is effective?
GROUP EXERCISE
• Now we have some ideas, let’s see how they compare.
Discuss the pros and cons of the following:
–
–
–
–
–
–
Social Media (Facebook / Twitter / etc)
Visual (Photographs / Videos)
Publicity (Papers / Radio)
Phone / Text
Websites
Emails
• Be ready to feedback your discussions to the class at
the end of the exercise
PROMOTING ACTIVITIES
• Don’t rely on one method of communication
• Revisit promotion of events that are being
planned a long way off
• Push the committee for more information
…on everything!
• Ensure your members know as much as
possible and make 2015/16 as big a
year as possible for your activity
FRESHERS’ FAIR
“But that’s not until September!!”
•
•
•
•
•
It’s never too early to start planning for Freshers’
The fair is your best opportunity to showcase your activity to the biggest audience
Don’t forget to budget!
The sky really is the limit…
The earlier you start planning, the more successful your next year will be
FRESHERS’ FAIR
Your activity’s Freshers’ Fair stall:
•
•
•
Find out what the committee
want to do
Cost it up
Key committee members will be
–
–
–
•
Vice-President
Events & Fundraising Officer
Participation & Equality Officer
Don’t forget to complete the application:
–
http://www.thestudentsunion.co.uk/opportunities/howto/freshersevents/booking_your_stall/
FRESHERS’ FAIR
Group Exercise (5 mins)
Draw the perfect Freshers’ Fair stall
•
•
•
•
•
What should it look like?
Who should be there?
What will Freshers be
attracted by?
How will they remember
your activity?
How will you remember them?
INTRODUCTORY MATERIAL
•
•
•
•
•
•
•
New members need information
Returning members need updates
What will you provide?
How will you provide it?
Who will create it?
When by?
Need help with designs?
TRIP BOOKINGS
• So, you’re going on a trip?
– It’s part of our duty of care
to make sure you and your
members are safe and sound
– That means we need to make
sure your trip will run smoothly
…..and safely!
– Let’s see what it involves:
• http://www.thestudentsunion.co.uk/opportunities/howto/trip-form/
– Don’t forget the deadlines!
TRIP BOOKINGS
• The following are examples of activities that are
OK to organise without notifying the Students’
Union:
–
–
–
–
–
Meals Out
Nights Out
Christmas Parties
Trips to Cinema
Social Activities within Bristol
TRIP BOOKINGS
• A Students' Union At UWE trip is defined as
falling into one or more
of the following categories:
–
–
–
–
–
Off-Campus with real risk of injury
Outside of Bristol
Requires Use of Equipment
Using Rented Transport
Training where members may be at risk
(ask for more info)
– BUCS Individual Competitions…yup, these
count too!
?
VEHICLES AVAILABLE
• “But how will we get there?”
– The Students’ Union can help:
•
•
•
•
•
SU Minibus
SU People Carrier
Rental vehicles (Cars, Vans, Towing)
Driven Minibuses
Driven Coaches
– All transport is booked via the trip form
FUNDINGS TRIP AND EVENTS
• Now you know what you want to do and how you
plan to get there, you need to work out the cost:
–
–
–
–
Entry fees?
Vehicle Hire / Transport?
Fuel?
Accommodation?
• It all adds up!
FUNDING TRIPS AND EVENTS
• So you’ve worked out how much it will cost; now you
need to know where the money will come from:
– Will there be subsidies?
– How much will members
need to pay?
– How will members pay?
– Is it realistic & fair?
– Has your Treasurer
approved it?
THE CORRECT PROCESS
• If you want online payments: create an event
• Create a blank Participant’s List
• Submit a Trip Booking Form
• No online payment: Populate Participant’s List
• Email any other required information
PARTICIPANT’S LISTS
• A Participant’s List tells the Students’ Union exactly who
is on a trip, just in case something goes wrong. When we
view the list at our end it shows us:
–
–
–
–
–
Medical information
Next of kin contacts
Driver qualifications
First Aid qualifications
Includes alumni members
THERE ARE SOME RULES…
• All trips must have at least two First Aid
trained members
• If you want a rental vehicle,
then you must have a reserve
driver
• If you have own-drivers who
will be claiming fuel back from
your account, they must be registered
FIRST AID COURSES
• Want to get yourself a first aid
qualification?
• The Students' Union At UWE can help
• We offer first aid courses for
just £8 per person (normally £35)
• Want to find out more:
– http://www.thestudentsunion.co.uk/opportunities/howto/first-aidcourses/
MiDAS COURSES
• Want to be able to drive the
Minibus and People Carrier?
• You’ll need to do a MiDAS course
(Minibus Driver Awareness Scheme)
• We run these courses in-house
and the total cost is £20
• Want to find out more:
– http://www.thestudentsunion.co.uk/opportunities/howto/midas/
MEETINGS
• Any experience of running a meeting?
• Group Exercise:
– What roles are required?
– What documents are
expected?
• Before?
• After?
– How should people behave?
– Anything to avoid?
• Want to get active? Try a new sport or activity? Off The Wall offers you the
chance to engage in sport, leisure and recreational activities in a fun, social
and relaxed atmosphere
• No prior experience or knowledge is necessary, and no gym or sports club
membership required
• You can take part in all 20 activities (or as many as you choose to) for just
£10 for the whole academic year
• ‘Off The Wall’ utilises many of the activities we already offer at The Students'
Union At UWE
• If you think your Club or Society could bring something to ‘Off The Wall’, we
want to know
• In return for volunteering your time for ‘Off The Wall’ your Club or Society will
receive extra money to spend
• Find out more here:
http://www.thestudentsunion.co.uk/opportunities/offthewall/
THE NEW BUILDING
New SU
Building
Walls Court
Farmhouse
Old SU
Building
ECC
Centre for
Sport
Bus
Stops
THE NEW BUILDING
CGI of Bar Area
CGI of Reception
CGI of Cafe
LOWER GROUND
SU
Bar
24 Hour Access
Storage
Sprung Floor
Activity
Studio
GROUND FLOOR
Meeting
Room 1
Cafe
Reception
Advice,
Jobshop,
Lettings
Shop
FIRST FLOOR
Opportunities Team
(come and see us)
SU Engagement Zone
(we can go over there for chat with
you)
SOCIETIES BALL
23rd May 2016
SPORTS BALL
SUMMARY
• Know the team of support available from The Students’ Union
at UWE
• Know how to use all online systems available
• Understand all of The Students’ Union at UWE’s policies
• Familiarised self with new SU building
• Had a good time 
BUT MOST IMPORTANTLY
ANY QUESTIONS?
THAAAAAT’S PICTURWANG!
•
First person reads the clue
–
–
–
•
10 seconds to think of how they could draw it
10 seconds to draw it
At the end of the 20 seconds, leaves drawing
behind screen and re-joins group
Second person goes behind screen
–
–
10 seconds to draw what they see (no thinking time for this one!)
They take the original and leave their new drawing
•
Third person repeats and so on…
•
When last person has drawn their interpretation, we compare the final result with what it
actually was to find out if it is….PICTUREWANG!
COMMUNICATION EXCERSISE
Viewer
Clear
Precise
Describes layout of
building blocks to
Runner #1
Attentive
Listen
Remember
Runner #1 cannot see
what the Viewer sees
Runner #1
Listens to the description from the Viewer and then
relays this information to Runner #2
Clear
Precise
Runner #2
Listens to the description from Runner #1 and then
relays this information to the Builder
Clear
Precise
Runner #2 can’t see what is built
Attentive
Listen
Follow Instr.
Attentive
Listen
Remember
Builder
Builds a replica of the
blocks as seen by the
Viewer
Timer
WHAT DID WE LEARN?
Viewer
Runner #1
Runner #2
Builder