Transcript Mr Bloggs – Arts Convenor

Social Secretary and Events
Officer Training
Picture?
• Social events are a great way to get
the whole society together, to share
a common interest or just to enjoy
yourself.
• Successful events will provide
members with something in return
for their membership, and are
important if you want to be a
successful society.
Health and Safety
As the organiser, you are liable for the health and
safety of everyone who could reasonably be
affected by your event, and you must complete a
risk assessment beforehand. Please contact
[email protected] if:
• you are planning to provide food or drink
• you think you may need First Aid cover
Marketing
Make sure everyone in your society knows about your event
by using:
• Posters & flyers - maybe book a table on Square 3
• Social media – and don’t forget to schedule in reminders
• Electric noticeboards – but Marketing need plenty of notice
• Keep your Convenor and the Societies Team informed – we
can publicise it on our calendar and elsewhere
Don’t advertise rival venues on campus, and only put posters
in authorised locations – estates will charge for removing
them and for any damage caused.
Budget
• Always OVERESTIMATE your costs (Don’t go crazy
but if you think it might cost up to £10 but could
be £8 – go with £10!)
• Don’t forget about VAT – if you aim to break even
by charging £30 for a ticket you will make a loss
when you receive only £25
• Make a spreadsheet of incomes and outgoings
(get your treasurer to help with this)
• Make sure ALL incoming money goes into your
SOCIETY ACCOUNT
Event Forms
• Can be downloaded from essex.su/socshelp
• Must be handed into SU reception 2 weeks in advance!
• Attach risk assessments – a guide one can be
downloaded at essex.su/sochelp
• Once handed into reception – Rae/Olga will review and
sign within 48 hours
• Pick up form from reception and take to Estates
Helpdesk
• You will be emailed to confirm whether event has been
improved
• Music can only be played in the squares 12-2pm and
from 5pm
Food Hygiene 1
• Every society should have at least 1 executive
member in charge of food hygiene
• To get a food hygiene qualification you should
email [email protected] – we’ll put you on a
list and send out information for online course.
• To qualify for a food hygiene qualification you
should be a second year executive committee
member.
• YOU WILL NOT BE ABLE TO PREPARE FOOD
WITHOUT COMPLETING THIS QUALIFICATION
Food Hygiene 2
• Food hygiene qualification last 3 years
• Online test – takes approx 1-2hours to
complete
• If you do not complete a test in advance of
food preparation you cannot serve food
• If you society allows a course to expire
without competition your club fund will be
fined £15 per test.
Food Hygiene 3
• You must complete a ‘Food and Drink Agreement’
• This should be submitted a minimum of 5
working days in advance (Not on the day!)
• A list of ingredients and allergens must be
displayed when serving/selling food and drink
THIS IS A LEGAL REQUIREMENT
• You must keep food above or below required
temperatures – if you don’t, we will need to
throw away! – Slow cookers & Bain marie can be
borrowed from the Societies team – email
[email protected]
Your First Social
• The aim is to get everyone talking to each
other – keep it relaxed and structured, so that
it is easy to join in.
• Ice breaker games are a good idea
• Encourage different year groups to mix,
avoiding cliques
• Think about fun, off-campus events - Go
Bananas, Rollerworld, Laserquest, Bounce etc.
Socials - Alcohol
If alcohol is being consumed ALWAYS make sure
that
• no one is pressured into drinking – people
sometimes lack confidence to say ‘no’, especially if
they are new
• alcohol-free alternatives are available
• someone is able to take responsibility for those
drinking.
• Always arrange some alcohol-free socials
Make sure you read the SU’s Alcohol Policy – this
can be found on the Societies Help Page:
Essex.su/sochelp
Trips 1
• You are responsible for everyone who
accompanies you on a trip – always organise
a contact number, and consider t-shirts to
help people find each other easily
• Complete a risk assessment in plenty of time
– the Societies Team can help with this
• When collecting in money, give members an
earlier deadline than your own – people will
inevitably be late.
Trips 2
• Package deals – Complicated with VAT
– We recommend going with a tour operator such
as I Love Tour
• Coaches – with driver (VAT Exempt – cant
claim back)
• Coaches – you drive (has VAT – can claim back)
• DON’T KEEP CASH!
• Risk assess trips before you go
Tips for Social Secretaries
• Be organised – get everything ready well in
advance
• Be flexible – expect the unexpected, and
always consider worse case scenarios
• Ask for help, if you need it – your fellow execs
are there to support you
• Ask your members what they want to do –
they will help you to be creative, and are more
likely to join in if they ‘own’ the idea
HELP (1)
http://www.essexstudent.com/
activities/societies/help/
HELP (2)
Societies Guild Conveners
Activities
Arts
Cultural
Departmental
Musical
Political
Religious
Nicole Tang
Perry James
Saffy Roselan Johar
Rosie Redstone
Theodoros Lambrou
Kai Lim
Tosin Oshodi
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
HELP (3)
Societies Guild Officers
Treasurer
Secretary
Events
Charity & Fundraising
Community & Volunteering
Amanda Murray
Rosie Redstone
Kelly-Marie Holden
Poppy Nevin Adley
Nicolae Radulescu
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
HELP (4)
Societies Team –[email protected]
Ali Awil – [email protected]
Activity
• Plan your first social of the year
Any Questions?
• Ask now
• Complete an enquiry form – at the front of the
room – post into Societies Guild enquiry box in
LTB foyer
• Email us