THE STUDENTS UNION COMMITTEE TRAINING EVENTS AND FUNDRAISING

LEARNING OBJECTIVES Understand the support available to me in my roleUnderstand the role of an events and fundraising officerSafetyFinancePolicies and procedures (the important stuff!)

WHO CAN SUPPORT ME? VP Socs & Comms Gem Heywood Tel: VP Sport & Health Adam Brittain Tel:

Kirsty Tomlinson [Opportunities Manager] Tel: Colin Stevens [Sports Coordinator] Tel: Liam Emery [Societies Coordinator] Tel: WHO CAN SUPPORT ME?

Helena Golunska [Academic Societies Coordinator] Tel: Kelly Howard [Sports Participation Coordinator] Tel: Amy Leyland [Sports & Events Coordinator] Tel:

WHO CAN SUPPORT ME? Position Vacant [Finance Admin Assistant] Tel: tbc tbc

SOCITIES EXECUTIVE

SPORTS EXECUTIVE

YOUR ROLE- EVENTS AND FUNDRAISING Liaise with RAG Organising charity events and fundraisers throughout the year Organising variety of Social & Competitive events throughout the year Work closely with Participation & Equality Officer on organising of events Coming up with creative ways to raise money Coordinate advertisement and Promotion of fundraising 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 centreforsport/edgevolunteering.aspx

This is where you will find your committee admin access: COMMITTEE ADMIN ACCESS

GOOGLE DRIVE Your Club or Society should already have a Gmail address. (This should have been done in March, ready for this year) It is this address that the SU Google Drive folders are shared 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:

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

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 ALOCOHOL, YOU SAY?!

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: des-of-practice/ 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? to request a Summary 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

Month, Year, Previous Year This is the balance (+ve / -ve) These lines detail the different ways income and expenditure are categorised and coded FINANCE, WHERE DO YOU START?

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 A donation is a gift or contribution where nothing is asked for in return Donations are VAT exempt (means you get the lot!) 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.

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: Account Balance£ 0 Ticket Purchased£10 Income to Account£10 Account Balance£10 Invoice Amount£10 Account Debited£10 Account Balance£10 VAT Reclaimed£ 0 Account Balance£ 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. Societies: Account Balance£ 0 Ticket Purchased£10 Income to Account£ 8 Account Balance£10 Invoice Amount£10 Account Debited£10 Account Balance -£ 2 VAT Reclaimed£ 2 Account Balance£ 0

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 videovideo More funding from UWE: –Better Together Fund Apply herehere

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 ( 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 – s 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: –

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: –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 eventCreate a blank Participant’s ListSubmit a Trip Booking FormNo online payment: Populate Participant’s List 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: – courses/ courses/

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: –

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:

THE NEW BUILDING New SU Building Old SU Building ECC Walls Court Farmhouse Bus Stops Centre for Sport

THE NEW BUILDING CGI of Bar Area CGI of ReceptionCGI of Cafe

LOWER GROUND SU Bar 24 Hour Access Storage Sprung Floor Activity Studio

GROUND FLOOR Cafe Meeting Room 1 Advice, Jobshop, Lettings Shop Reception

FIRST FLOOR SU Engagement Zone (we can go over there for chat with you) Opportunities Team (come and see us)

23 rd May 2016 SOCIETIES BALL

SPORTS BALL

SUMMARY Know the team of support available from The Students’ Union at UWE Know how to use all online systems availableUnderstand all of The Students’ Union at UWE’s policiesFamiliarised self with new SU buildingHad a good time

BUT MOST IMPORTANTLY ANY QUESTIONS?

THAAAAAT’S PICTURWANG! 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! 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

COMMUNICATION EXCERSISE Runner #1 Runner #2 Viewer Describes layout of building blocks to Runner #1 Builder Builds a replica of the blocks as seen by the Viewer Listens to the description from the Viewer and then relays this information to Runner #2 Listens to the description from Runner #1 and then relays this information to the Builder Clear Precise Attentive Listen Remember Clear Precise Attentive Listen Remember Clear Precise Attentive Listen Follow Instr. Runner #1 cannot see what the Viewer sees Runner #2 can’t see what is built Timer

WHAT DID WE LEARN? Runner #1 Runner #2 Viewer Builder