Transcript Club’s Academy 2010 - Planning your year

Clubs Academy 15
welcome
Programme Outline
11:00
Welcome & Learning
Objectives
Your Union
Plan Your Year
12:15
For F’s Sake
Website & Marketing
Lunch in Studio
13:40
14:10
Inclusivity & Earn Your Stripes
Maximising Your Club
Successful Societies
Presidents’ Panel
Moving Forward
15:30
Macrobert tour
Who Goes Where?
All key sessions are delivered here (LT A3)
Break Out Sessions
12:15
Website & Marketing
Secretaries
14:10
For F’s Sake
Treasurers & Presidents
LT A3
2X4/6
Successful Societies
Maximising Your Club
Presidents
Treasurers & Secretaries
Who’s Who
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Lauren Marriott
Alban Dickson
Scott Mackay
Nick Manton
Lauren Kirk
Wendy Forbes
Sasha Young
– VP Communities 2015-16
– Student Activities & Volunteer Coordinator
– Clubs and Societies Officer
– Marketing & Events Coordinator
– Marketing Assistant
– Union Secretary
– Finance Manager
Stef Black
Jill Lowe
– Policy & Research Coordinator
– Sports Administrator
Your Media Partners
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AirTV
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Air3 Radio
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[email protected]
[email protected]
Brig newspaper
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[email protected]
Why are we here today?
Clubs Academy is about preparing you
for the year ahead to run your club as
successfully as possible!
Why are we here today? …No, really…
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Prepare 2014/15 to be the most successful
year for club!
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Start the planning process with your
committee!
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Learn from Union staff, sabbaticals and your
predecessors!
Learning Objectives
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Review and reflect on your club in 2014/15
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Set your targets and get prepared for 2015/16
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Know what is available to you!
 Union Staff
 Resources
 Printing
 Events
…and anything else you want to know!
Learning Objectives
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Get an understanding of your club’s finances,
how to apply for funding and explore fundraising
ideas.
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Develop an insight on how to plan successful
events.
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How to lead and run your club making it the best
it can be for your members!
Let’s Get Started!
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5 minutes to mingle
Meet 5 people from 5 different societies
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Introduce yourself, your club
and your contact details!
Clubs Academy 15
your union; support & resources
Your Union
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Your Students’ Union is here to make your life at
Stirling the best that it can be. We Make Students
Lives Better!
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Your Union is guided by the Sabbatical team you
elected in March, supported by staff members.
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It is vital that you make sure your voice is heard
when it comes to making decisions that affect you.
Communities Zone
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Clubs & Societies sit in the Communities Zone
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Communities Zone Meetings
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Shared with environmental projects and volunteering
Occur once a month
Act as a marketplace for relevant news and events
Discuss business relevant to those attending
Stir It Up
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Bigger issues are discussed at Stir It Up meetings
These tour all the zones; Sports, Education, Liberation and
Communities (4 per semester)
Communities Zone
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Elected Positions
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There are part-time roles within each zone
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Communities Zone Executive
 Clubs & Societies Officer
 Communities Officer
 Environment & Ethics Officer
 International Officer
 Media Officer
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Vacancies will be filled in October’s bi-election
Bi-Election
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The following positions will be open for nominations
next semester:
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Environment & Ethics Officer
Media Officer
Encourage those involved with Clubs & Societies to
consider running, as you are already some of the
most engaged students!
Fantastic opportunity to get involved in Exec; the
heart of the democratic processes at the Union.
Jargon!
Old
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Clubs Council
CED
New
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Communities Zone
Communities Zone Exec
Your Obligations
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Lead the way by providing your members with
representation at Union events.
Uphold the values of the Union at all times
(Equal opportunities)
Follow the Club’s Charter and your own
constitution and…
HAVE FUN, get involved and win awards for the
stuff you do!
How can Your Union support?
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Publicity and printing
Access to rooms and facilities
Help organise events, transport, etc.
Help access/administer club funds
Fundraising/sponsorship advice
Provide Funding
Recruiting events (Freshers Fayre)
Day to day support…
…and MUCH MORE!!!
Following sessions…
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Website & Marketing
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Finance, Facilities, Fundraising & Forms
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A guide to effective leadership and communication for clubs.
Recommended for Presidents
Maximising Your Club
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An overview and walkthrough of the paperwork and financial aspects of
being a club. Recommended for Presidents and Treasurers
Successful Societies
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An introduction to the website, graphics and marketing aspects of clubs.
Led by Lauren Kirk, recommended for Secretaries
A guide to going the extra mile; sponsorship , collaboration and
community engagement. Recommended for Secretaries and Treasurers
Moving Forward…
Clubs Academy 15
planning your year
Key Dates!
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Planning for the year
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Recruitment & Affiliation
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Fresher’s week!
Check webpage is updated
Build up through social media
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Autumn semester Activities
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Further Recruitment
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Re-Fresher's Week (Jan)
Marketing your Events
Your Notice Board
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Spring semester Activities
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Clubs & Societies Awards
AGMs and elections
Clubs Academy & Handover
Recruitment
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Fresher’s Week!
Events & Activities
Re-Fresher’s Week
Publicity & printing
How will you keep recruitment ongoing?
 Notice boards, atrium stalls, events, media…
Affiliation
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Membership (10 members) – online
Membership fees – minimum £5
Equipment Inventories – before summer
Committee List – before summer
Risk Assessments – before summer
All template forms are available from the Unions’
website!
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Send all forms in electronic format to [email protected]
Activities & Events
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You can host and run events, look at…
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Drama/Musical Theatre/Improveteers Shows
AirTV Oscars
Business Club – Trip to Amsterdam
Wizarding Society – Yule Ball
Dodgeboob
Events can bring in funds and attract new
members!
AGM & Meetings
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Club Committee meetings
Club Meetings
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Socials
Communities Zone
Communities Zone Executive Committee
Annual General Meeting
AGM & Meetings
Communities Zone
 One Monday evening each month
 To give feedback and provide input in decisions
 Announce and share events and opportunities
 Compulsory attendance
Communities Zone Executive Committee
 Once/twice a month during semester
 Club grants approval panel
 Clubs & Socs Awards Panel
 Approve changes to constitutions
AGM & Meetings
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Club AGM
 Set membership fee for coming year
 Elect new committee
 President’s report & Treasurer’s report
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Vote on any changes to club constitution
following membership vote it must be sent to VP
Communities or Student Activities Coordinator for approval
at CZEC committee
Mind Map your Club
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Create a mind map of everything that
happens within your club – including
recruitment, socials, activities, dinners,
committee meetings, etc.
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Include dates that are likely or confirmed!
10 minutes
Cheese Appreciation Society
Mind Map 2014/15
Socials
Recruitment
Activities
Cheese
Appreciation
Society
Events
Meetings
Set your Targets
Take each point/area you’d like to improve:
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What would success look like?
What can we do to make this a reality?
What resources do we need to achieve this?
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(People, funds, time, etc.)
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Create a Timeline
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SMART Framework
Set your Targets (Example)
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club does not provide enough social activity
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What would success look like?
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Club holds at least 1 social per week, with over 50% members
participating.
What can we do to make this a reality?
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Ask members what kind of socials they would enjoy
Hold social event after weekly club meeting
Publicise at start of semester/recruitment
Set your Targets (Example)
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What do we need to achieve this?
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Member’s input/buy-in
Calendar of events and publicity/promotion (FB, email, etc.)
Social secretary
Create a Timeline
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AGM – Ask members input on socials
Summer - Plan events (Social Sec)
September – Create calendar of events (Social Sec)
Autumn semester – publicise through email, Facebook page and
word of mouth
End of Autumn semester - Collect feedback from members
Do it all again in Spring semester!
So… Make an Annual Plan
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Look at Annual Cycle key events
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Look at your priorities / goals
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Include Fundraising
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Who will deliver each aspect, when and how?
And finally…
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Talk to the Your Union!
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Lauren Marriott is your new Sabbatical contact. She
should be your key point of call.
Alban Dickson is on hand to help you plan, facilitate
and assist with any advice.
Nick Manton will help you organising and promoting
events.
Lauren Kirk will help with any promotion & publicity.
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Next Up!
Break Out Sessions
12:15
Website & Marketing
For F’s Sake
Secretaries
Treasurers & Secretaries
LT A3
2X4/6