COMMITTEE TOOLKITS

The Societies Committee toolkit is here to provide all society committee members with the tools they need to run their society. Here we have all the relevant documentation to book rooms, apply for funding, spending your money, fundraising, and organizing events plus all the other bits you will need to run your society!

Click on the links below to find out more information about that topic!


ELECTIONS

Every society needs people to run it and at Brighton Students' Union we aim to provide a democratic platform to facilitate this. Our elections are held in March the start of term January - mid March

NOMINATIONS PERIOD: Nominations Open Monday 8th January – Nominations Close Friday 23rd February – Nominate yourself or a friend here to stand for one of your society Committee Roles (President, Secretary, Treasurer etc).

VOTING WEEK: Voting Opens – Wednesday 7th March – Voting Closes Wednesday 14th March – Vote for your society committee candidates here

Results Party – Wednesday 14th March – 8pm – Come along to celebrate who got in!

FEx

So where do you start?

1. CHOOSE THE ROLES

First, the current committee must decide which roles will form the next committee

COMPULSORY ROLES

President - see role description here

Treasurer - see role description here

Secretary - see role description here

Web Officer - see role description here

Safety Officer - see role description here

Welfare Officer - see role description here

OPTIONAL ROLES – the following are suggestions;

Vice President

Social Secretary

1st Year Representative

'Tour' Representative

Team Captain

2. PREPARE FOR THE ELECTIONS

Once the role have been decided, they must be emailed to the societies team to set up the correct roles online

The Secretary and Web Officer must ensure that all members of the society are registered on the Brighton SU website, so members can stand for a position in the Society and vote in the Society elections. To check your members, follow these instructions. If people are missing, email their names and student numbers to the societies team

Finally, the president must take overall responsibility to ensure that all members of the society are informed about the election and encourage members to stand for a position, so the society will continue for the next academic year.

For help emailing your members, check out our 'Email Members' toolkit.

3. PROMOTE & PARTICIPATE

Once all of the above has been completed, all that is left to do is promote, Promote, PROMOTE!

For help with marketing, check out our 'Marketing' toolkit.

4. AFTER THE ELECTIONS

After the elections are completed, the committee must prepare the handover for the new team. This will help the new leaders with planning future events ensuring the society will grow. To find out more about how to do this, click here.

MONEY, MONEY, MONEY

So every society needs money, but how can they get that money? What are the do's and don't's? How can you access that money?

1. GET MONEY

Societies can get money in a number of ways, check out the options below for more information

CROWD FUNDING

2. DO'S & DON'T'S

As a registered society with Brighton Students' Union, there are a few 'Do's and Don't's' that you must adhere to. Check them out below

DO

  • Adhere to the Financial Regulations (which will be signed by the Treasurer and the President at the start of the year)
  • By law we MUST bill external companies for you so do let us know! Email us bsufinance@brighton.ac.uk with:
    - Amount £
    - Company’s Details - Name, Address, Email Address and bank details
    - Brief description of services provided
  • We will also chase them for payment so you don’t have to worry
  • If you buy supplies for an event with your own money and claim it back - fill in a claims form and make sure there is enough money in your society account to cover it BEFORE you spend.
  • Use the free SU resources rather than paying elsewhere! You get up to £50 worth of free printing per year! Just go to your nearest SU Office. Our venues (Bars, Cafes and Lounges with pool and table tennis) are also free, so why not host your events/meet ups there?
  • Be responsible with the budget; don't blow it all in one go and have nothing left to put towards future fundraising events

DON'T

  • DO NOT under any circumstances raise your own invoices to bill external companies, we do that for you
  • Don’t submit a claims form with no receipts; we can't refund you with no proof... always get proof!
  • Remember it takes a week from handing in your claims form to receiving your money so get it in early
  • Don't finance the society out of your own pocket! You are in a team and can do fundraising together
  • Never use your own bank account for any society business. The SU gives you an account and looks after your society money – This way, not only is the money kept safe but you can also clearly see the balance sheet with all your society’s related transactions

3. ACCESS THE SOCIETIES BANK

So what you really want to know is "How do we get our money!!"...

Viewing your balance

Your account and balance is accessible via your local SU reception office (term time) / Steam House Finance (summer holiday)

Putting money into the account

During term time money can be paid in at your local SU reception office or via bank transfer


Claiming back costs

You can claim any money back that you've spent on your society by filling out this form and attaching ALL the receipts. Both the President and Treasurer must also sign this form before you hand it in at your local SU reception office. This form takes a week to process, claims forms handed in before midday on Monday will be paid into your account on following the Friday.



FRESHER'S FAIR

Fresher's Fair (the biggest event of the year) is held at the start of the year and is a great chance for societies to gain new members. But where to start?

1. BOOK YOUR STALL & WELCOME EVENT!

First, BOOK your freshers' fair stall and get to as many freshers' fairs as you and your team can attend! - The more you attend, the more members you can get! Don't forget! You will also need to host a welcome event the following week to greet all your lovely new members. Just BOOK which campus you would like to host the event on and we can reserve a venue/room for you and advertise your event to ALL the freshers' in the freshers' program!

And click on each location below to find more information

2. PLAN YOUR STALL!

Next, think of ways to make the stall stand out from the crowd and, more importantly, nab those lovely new members!

All stall holders are provided with a standard sized table with a protective tablecloth on it and two chairs, at the Brighton Fair there are large room dividers between or behind stalls which can be used to attach decorations or notices to with tape.

Make it eye-catching

Stick to a colour scheme relevant to your society, and ensure all materials used are that colour so the stall stands out from a distance.

Social media social media social media

Tweet it, Snap it, put it on Facebook, post it on as many Fresher’s pages as you can find, and tell people exactly where to find your stall!

Freebies

Everyone loves freebies, and that will encourage people to come over to the stall and find out more about your wonderful society. Try to make the freebies relevant to your society, for example, last Freshers’ Fair our Baking Society gave out home baked cakes and biscuits to sweeten up the crowd

Make it clear

Ensure the name of the society is very clear and obvious on the stall, whether that be a big banner or cut out letters or poster. I’m sure you know yourself there is nothing more awkward than looking all over a stall wondering what it’s meant to be?

Make a rota for your stall helpers

It’s tough being on a stall for 6 hours straight, so break it down into 1-2 hour shifts if possible, with about 2 -3 people on at one time. That way everyone will be refreshed and still have lots of energy. Although some societies do it every year, it’s ridiculous to overcrowd your stall with helpers because it will make your stall hard to physically reach as well as intimidate potential new members.

Mingle with other societies

The Fair is the perfect opportunity to make contacts in other societies, because everyone is in high spirits and keen to promote and grow their society. Later on you might be able to collaborate with these societies and put on a joint event! This year ArabSoc joined Greek Society to host a huge culture night, FilmSoc and LGBT+ collaborated for a film screening and RaG (Raise and Give) helped fellow societies fundraise for charity at events.

Have FUN!

Enjoy the hustle and bustle, meeting new faces, the high fives, the team effort and most of all the signs-ups of people wanting to spend their time with your society – these are the people who'll fill the next year at uni with fun and friendship and help make your society a success!

SPONSORSHIP

Sponsorship is a great way for your society to gain financial support; including extra cash for your society or discounts from suppliers as well as offers at venues or cheap tickets, funding for getting your equipment or kit that you need is also an option too. There are 2 types of sponsors that you can target for your society:

External Sponsorship

Relevant outside organisations and businesses can be approached for sponsorship i.e. Pharmacy Society could approach a pharmaceutical company; Vegan/ Vegetarian Society may approach Infinity Foods.

School Sponsorship

Approach your School of study for sponsorship of Academic Events. Do this as early on as possible as there will be a limit on the amount of sponsorship awarded (get in first before the others).


1. FIND YOUR SPONSOR

Finding out who to approach for sponsorship is really important. Try and identify the Society’s own unique selling point this will narrow the type of companies to contact. There is no point in a Music Society approaching a Sport Shop for sponsorship, because the chances are very unlikely that it will be a successful effort. Take a look at our suggestions below for some inspiration.

It’s also worthwhile asking family and friends who might know of someone, a company or organisation which could be worth approaching. Often this is something we overlook.

POSSIBLE SPONSORS

  • Local Businesses: Uber | Subway | BHAFC | Brighton & Hove Buses | Dominos | Hairdressers
  • Graduate Recruitment: E&Y | Course Specific Recruiters
  • Nightclubs: Pryzm | Revenge | Coalition | Walkabout | Shooshh | Patterns
  • Bar Chains: Yates | Hobgoblin | Wetherspoons
  • Clothing Shops: Local Shops | The Open Market
  • Shops & Sports: Body Shop | STA | Yellow Wave | Brighton Boulder | RFU | JJB
  • Restaurants/Food Shops: Co-op | Smashburger | Yo Sushi | Meat Liquor | Wagamamas

DEFINITE NO-GO'S

  • Cosmetic surgery or sun tanning
  • Gentlemans Clubs
  • Betting or Gambling websites or shops
  • Money Lenders / Pay day lenders
  • Housing / Rental agencies / private landlords
  • Tobacco or e-cigarettes company websites or shops selling these type of products
  • Gyms / Sport Centres
  • Conflicting or a Competitor to Brighton Students’ Union partners and sponsors

2. PREPARE YOUR PROPOSAL

After working out who you are going to contact, next you need to gather everything your society has done or is doing, in order to make a really enticing offer for you prospective sponsor - one that they can't refuse!

To do this, gather information as a team for each of these areas:

PAST SUCCESSES


For example: Number of new members at Freshers at the Amex

EXAMPLE PROMOTION


For example: Posters, Advert on your SU webpage, Stalls at your events, Advert on emails


PHOTOS FROM EVENTS


For example: Photos from a well run / received event

FUTURE PLANS


For example: Personalised clothing they could add their logo to


Then you need to make a list of types of things that you’d like in return from sponsorship or what you’d spend the money on (so they know it is being used constructively)

3. CONTACT THE POTENTIAL SPONSOR

After preparing all of your content, the next step is to contact the proposed sponsor - Top Tip:Try and get to the right person to deal with your enquiry as it will speed the process up! If it’s a large company, ask if there is a Marketing Director (which tends to be the person who controls the sponsorship budgets) but if it’s a small company or a local based company, then ask for the General Manager or CEO.

Then choose how you are going to contact them. Use our resources to help you:

WRITE

To help you know what to write, check out our letter template and edit it to suit you!

EMAIL

To help you know what to write, check out our email template and edit it to suit you!

CALL

To help you know what to say, check out our conversation template and edit it to suit you!

Don’t be afraid to follow up on leads, it might be just the push to get them to take up the offer!

4. GET THAT AGREEMENT SIGNED!

Once you've found your sponsor and they're keen to sponsor you, draw up the agreement and get it signed!

Print off two copies, both need to be signed by Sam (VP Activities & Participation) he will check that the agreement is ok. The president of the Society should sign both copies and finally take both copies to your sponsor for signature.

The agreement can be found here, which you will need to edit to suit your agreement.

Once the contracts have been signed, leave one copy with your sponsor and return the second copy to the SU Finance Office for their records. The contact details are Finance Team at Steam House 7-8 Pelham Terrace, Lewes Road, Brighton BN2 4AF tel - 01273 642566

Once you have a signed agreement in place with clear deadlines for both parties, the Finance Office will be able to raise an invoice to the company when the sponsorship is due for payment. This will ensure that the funds are received by the Society

5. AFTER GETTING A SPONSOR

After you've set up your sponsorship, check that you follow the following guidelines to ensure a smooth process:

  • Thank your sponsor after you have signed off the contract and call or e-mail them if possible
  • Send them a formal email after each semester update of your society / club successes
  • Ensure you invite your sponsor to come along to your events / balls and send them your marketing activity
  • Be transparent on what you spent their money on
  • Send them a digital and printable document outlining the activities that you have completed and agreed to in the agreement
  • Keep them in the know regarding all of your successes over the year and give them a running brief report
  • Ensure you meet them after the Spring break so you can introduce them to your new committee and keep the relationship going
  • Make sure the client have kept their promise and not only paid in full but delivered on other areas if requested
  • Thank the Company after receiving the funds, it’s all about building a future relationship for the Society to use again in subsequent years

BOOK A ROOM

So you've decided to host an event, but now you need a place! Luckily, as a Brighton Students' Union society, you get access to FREE room hire on campus, for University and SU spaces. This includes meeting rooms, class rooms, lecture halls and even the SU cafe's and bars!

Remember though; make sure to be respectful of rooms on all the campuses, (clear all rubbish from food and drink and if you move furniture put it back how you found it) or else you may not be allowed to book another!

Oh! And don't forget, if anyone external to the University is coming in for the event, make sure you've read the instructions for external visitors!

BOOK A ROOM BY FILLING OUT THE FORM BELOW

TRAINING

Training for all committee members is compulsory EACH academic year, to ensure everyone is fully prepared for the responsibilities of running a society, safely and successfully.

Once ALL committee members have attended the training for that year, the society is awarded £50.00 straight into their account!

*As soon as your society ratifies you should attend the next available training session, particularly if you wish to apply for funding.

BOOK ONTO A TRAINING SESSION HERE

(You'll need to be logged in to be able to book!)

SOCIETY OF THE MONTH

A reward scheme for societies who make that extra effort!

£100 REWARD PRIZE EVERY MONTH!

Has your society recently put on an event or done something brilliant? Enter yourselves in for the Society of the Month Award!

The competition runs throughout the whole academic year, and as a society you can enter as often as you like.

All entries must be complete with 5 photos attached and submitted by 5pm on the 21st of the month.

APPLY FOR THE SOCIETY OF THE MONTH AWARD BELOW

RAISE AND GIVE (RAG)

Raise and Give (RaG) at Brighton Students' Union involves anything and everything that raises money for charity.

February is our dedicated RaG month, where all societies compete against one another to raise the most funds, but you can fundraise for RaG at any time of year. Follow the steps below to help you achieve a successful RaG event that will look great on your CV!

1. CHOOSE YOUR CHARITY

First of all, the committee must decide which charity to raise money for.

Make sure the charity is registered and has a UK registration number.

If you are unsure which charity to choose, the Students’ Union has 3 nominated RaG charities of the year which have been voted in by students, that your society can raise money for.

2. LINK UP WITH THE RAG SOCIETY

Each campus has a RaG society associated with it, whose primary function is to raise money for charity.

Link up with them to get helpful tips and perhaps even run the event with them.

Check out your campus RaG society by clicking your campus below:

3. PLAN THE EVENT

Next is to plan the event!

Don't forget that you are aiming to raise money, so try and keep expenses as low as possible!

For help and advice on planning the event, check out our 'Plan An Event' Toolkit!

4. UPDATE THE ANNUAL RAG TOTAL

Finally, dont forget to contact the SU to let them know how much you raised!

Any money raised for charity counts towards the Annual RAG Total, which is a record of everything we have achieved each year! Get your society name on that list!

Funds raised for charity should be placed into the RaG with specific details of the charity the money is to be given to. Please ensure you have the name of the charity, registered address and charity number, the bank account number and sort code it’s going to. This just needs to be in an email from the Charity.

Take all monies raised to your nearest SU Campus Office and provide the email detailing which charity the funds are raised for. The SU Campus Office must give you a receipt for the monies once counted, and the SU will arrange for the funds to be donated to your chosen charity via bank transfer.

The members of RaG committee can ensure the funds are sent to the specified charity and your society will receive the credit for this.

PERSONALISED CLOTHING

Most societies want personalised clothing, and we have a working relationship with a company that can make personalised clothing with no minimum quantity & fast delivery. Yazzoo.

PRODUCTS YOU CAN ORDER

Click on any of the links below to go to Yazzoo's relevant page; which is filled with further options on style and design!

BENEFITS OF USING YAZZOO

Most societies want personalised clothing, and we have a working relationship with a company that can make personalised clothing with no minimum quantity & fast delivery.

RELIABILITY

Yazzoo has been our approved supplier for years, and has never let us down. Don't take a risk with an unknown company.

NO MINIMUM ORDER

They can just as easily provide 1 printed hoodie, 3 embroidered polo shirts or 5 stag do T-Shirts.

DELIVERY TO YOUR SU OFFICE

Yazzoo can deliver to your local SU office, if you input their address at the checkout, meaning that you won't miss delivery of your items!

QUICK TURNAROUND

Yazzoo can offer fast turnarounds. Use their calendar to pick your ideal delivery date when you place your order and they'll make sure your custom clothing arrives on time. Delivery can be as fast as 24 hours.

QUALITY

With over 30 years of expertise and the highest quality screen printing and embroidery equipment, they make sure that your artwork is reproduced at the highest quality, creating professional retail quality garments.

UNIVERSITY SPECIALISTS

Yazzoo are currently the largest supplier of University Clothing in the country, supplying over 80 different students' union shops with their printed & embroidered clothing.

ONLINE QUOTE & CLOTHING DESIGNER

Use their website to get an instant online quote and design your own hoodies. Their friendly customer service team are also on hand through the chat box, email or phone to help with any technical amendments or questions you might have.

BULK DISCOUNTS

They can produce huge quantities without losing quality. For example over 50,000 screen printed t-shirts or 300 Leavers Hoodies, and they also provide bulk discounts in line with the size of your order so you can get yourself a cheap deal.

ONLINE ORDERING & PAYMENT

You can securely place your order online from your quote, and online using their secure payment system.

TYPES OF PRINTING

Yazzoo offer 4 different types of printing for the garments, and you can find out more about these methods here.

MORE INFORMATION

If you have a question about ordering from Yazzoo, you can check out their FAQ's or you can email Aaron (Our Sales & Contracts Manager) and he can find out the answers for you.

RISK ASSESSMENT

You need to complete this risk assessment for any particularly ‘risky’ activity such as those involving alcohol, physical activity, electrical equipment, food or large groups of people.

You don’t need to do one for regular ordinary meetings!

A lot of what goes on here is common sense: it should help your event go smoothly and is protection for you in case something goes wrong, you can prove that you have thought things through and planned your activity properly.

Please note: It is mandatory for Societies to submit their Risk Assessment Form (below) at least 7 days before any major event or trip is due to take place.

Talk to us if you need more help!

Email bsusocieties@brighton.ac.uk or call 01273 64 35 99.

FILL IN YOUR RISK ASSESSMENT BELOW

START A SOCIETY

If you've looked through all the societies and you feel there's one missing, or you've had this wonderful idea for a society and you want to make it happen, you'll need to follow the steps below to get the society up and running. It's not as hard as you may think, plus you'll receive help from Union staff throughout the process and after as a ratified group.

1. DETERMINE AIMS AND OBJECTIVES

Your society should provide an activity that is open to all members of the Students’ Union, and all members should be able to participate in the activity without restrictions.

AIMS

The society must have at least one aim. This aim should describe the intended purpose of the society, for example ‘To unite all members of the Students’ Union interested in line dancing’.

OBJECTIVES

The objectives should reflect how you intend to achieve the society’s aim. For example, ‘To hold events to educate members about line dancing culture’ and/or ‘To provide line dancing training to all members’.

2. CHECK FOR DUPLICATES!

You should not plan to start a new society with aims and objectives that are similar to - or the same as - those of a society already affiliated to the Students’ Union.

You can search our current societies here

To find out more about a society’s aims and objectives you can look at the society descriptions on the Students’ Union website or contact the societies team for further insight.

Please Note: The Societies Federation Committee, as part of the affiliation procedure, will reject a proposed society with similar ideas or aims and objectives.

3. DECIDE UPON A NAME

The name of your society should reflect the aims and objectives. When considering the society name you must keep in consideration that you are part of the Students’ Union and not actually linked directly to the University of Brighton. (If you do wish to include the University’s name, then it must be referred to as ‘University of Brighton’ and not Brighton University).

It is recommended that you choose a descriptive name followed by ‘Society’ or ‘Soc’, e.g. Law Society or Band Soc. You need to use the same name on all publicity, when room booking and when describing the society. This is to avoid confusion among members, students and Students’ Union staff and Executives.

4. ESTABLISH THE COMMITTEE

Next, you need to form the society committee. Please see below for the compulsory roles that you need to create the society, plus additional examples you might want to consider. If you need any help along the way, please ask! Committee members of the society must be elected in a fair and democratic way. You will need to input each person's details when you fill in the affliliation form.

COMPULSORY ROLES

President - see role description here

Treasurer - see role description here

Secretary - see role description here

Web Officer - see role description here

Safety Officer - see role description here

Welfare Officer - see role description here

OPTIONAL ROLES

  • Vice President
  • Social Secretary
  • 1st Year Representative
  • 'Tour' Representative
  • Team Captain

5. FILL OUT AN AFFILIATION FORM (APPLICATION)

In order for the societies team to gather all the required information from you to set up the society, you are required to fill in the online affiliation form. Once the form is completed, you’re ready to be affiliated to the Union. Please make sure you fill in all the sections; it helps us to help you, as the more we know, the better we are able to help you.

The form can be found here.

6. RATIFY

To find out about raitfying as a new society, check our our 'Rafity' toolkit

7. SET UP YOUR SOCIAL MEDIA SITES AND WEBPAGE

Once you have set up your society, we suggest that you create social media accounts. To find out about setting up the social media for your new society, check our our 'Marketing' and 'Facebook' toolkit

8. ATTEND TRAINING

To find out about the training each committee member must participate in, check our our 'Training' toolkit

RATIFY YOUR SOCIETY

Every year each society must ratify itself in order to remain an official Brighton Students' Union society. This will ensure the Society continues next year and has access to funding, room bookings and the support of the Students Union. To find out how you can ratify your society, check out the relevant section below:

NEW, STARTING UP SOCIETIES

TTo ratify as a new society, a committee member of your own society will need to attend one of the monthly Societies Federation meetings. This is an informal meeting of 6 elected students who are currently involved in the leadership of their own societies, so they are students just like you.

The committee will ask a few questions about your society, what are the aims and plans you have, and how will these be carried out. The Soc Fed Committee will want to ensure that we do not duplicate societies.

It's also an opportunity to tell the SU about the group and for us to understand how we can support the society to grow in the coming year

For information on what the next steps are for any new society, please visit the 'Start A Society' toolkit.

RE-RATIFICATION OF EXISTING SOCIETES EVERY ACADEMIC YEAR

We need to re-ratify every society each year because a new leadership team will be taking over the committee roles within the group. We ask for that two members of the new committee for the Society attend the AGM each year. This is a great opportunity tell us what is being planned for the coming year.

The Annual General Meeting (AGM) takes place each year in May. At the meeting all attendees will be asked to tell us about their society and the plans made for the coming academic year. This is a great opportunity to network and see if there are other societies you may want to link up with and run joint events.

The SU will also advise of any changes to Societies Federation, Funding, Meetings, Awards and Accreditation.

During this meeting we hold elections for the new Chair of the Societies Federation Committee and for Five Committee Member roles. Anyone who is a member of a society can stand for these roles during the meeting. The election is carried out in the room and one vote is given to each society for both Chair and Committee members. The results are announced during the meeting.

Find out more about the AGM in the 'Soc Fed AGM' toolkit.

EXTERNAL VISITORS

'External Visitors' are defined as any individual or organisation who is not a student or staff member at the University of Brighton.

We are legally required to gain authorisation from the University of Brighton BEFORE any visitors are invited.

There are many diverse ways in which having an external visitor could benefit your society; from sharing career advice or research from other institutions, to promoting exciting ideas or debate.

Public Speakers can inspire ideas. When they share their experiences with the group it builds belief that your society members can go on to do the same.

The University has legal responsibilities around the kinds of ideas and speakers we promote. The President of the Society will be the key person to invite an external visitor.

In most cases your visitors will be fine, but we need to know for legal reasons and to ensure the wellbeing and welfare of all students in case of contentious or controversial subjects.

Please see the University's policy on guest speakers here.

BOOK IN YOUR EXTERNAL VISITOR BELOW

INSURANCE

The students’ Union hold a Public Liability Insurance policy with Zurich.

The policy can be used to cover Graduation Balls and events which do not take place on Campus.

Often venues will ask to see a copy of our Public Liability insurance policy. If you need to obtain a copy, please contact your nearest campus office to get the information.

Falmer – bsufalmer@brighton.ac.uk

Eastbourne – bsuEastbourne@brighton.ac.uk

Grand Parade – bsugrandparade@brighton.ac.uk

Cockcroft – bsumoulsecoomb@brighton.ac.uk

Hastings – bsuhastings@brighton.ac.uk

If an event is being planned off campus, please ensure the venue have adequate cover and advise the SU by emailing BSUSocieties@brighton.ac.uk if you are not certain.

We will need to know the date and time of the event, location, number of student attending and the duration, so start and end time.

SOC FED

The Societies Federation (Soc Fed) Committee is a group of 6 elected students who decide on how Students’ Union funds are spent on society activities.

The students are society members who are elected at the Societies Federation AGM. Anyone in a society can stand for the Societies Federation Committee.

For this academic year, the Soc Fed budget is £8,000 - this money is available for any ratified society to bid for providing the committee have attended societies training.

HOW IT WORKS

  • You apply via an application form online (below) before the deadline each month (societies are emailed to advise when that is)
  • The Soc Fed Committee meet monthly to raitfy new societies and make decisions on the funding bids.
  • The bids are discussed by the Soc Fed Committee
  • If successful, funding is awarded into the society’s SU bank account
  • For more information on accessing the money, check out our 'Money, Money, Money' toolkit

APPLICATION RULES

  • Each society must carry out research into the costs of the event and worked out a budget – for guidance and support on what to include, please speak to a member of staff in any of the Students’ Union Campus offices. There is an SU office at each site.
  • SocFed will look for the students in the Society to contribute towards the costs
  • Soc Fed cannot fund food and drink
  • If a society applies for more than £50 they must have attended Societies Training
  • Money CANNOT be awarded retrospectively – applications must be for things happening in the future
  • Grants awarded by SocFed must be used by for the event specified in the funding bid, otherwise, the funds will be taken back into the SocFed account and redistributed at a later meeting.

APPLY TO SOC FED BELOW

VENUES & ENTERTAINMENT

VENUES

There are SU and university campus spaces you could use for FREE so make sure you look into these option first, external hire can be costly.

We can recommend venues large and small with which we have agreed special rates or offers so keep your costs down and get in touch.

Don’t forget ALL external hires require a contract which MUST be signed by the Union Chief Executive.

ENTERTAINMENT

Events can require entertainment, this can range from live music of all genres, external speakers or performances by students. When planning the entertainment for you event there are a few things to consider so you don’t get caught out on the day!

OPTIONS

With over 100 BSU societies including Music, Drama, Musical Theatre, Debating & Gospel Choir; there may not be any need to look elsewhere for your events entertainment. Why put money into other artists’ pockets when you can support your fellow societies? If you are booking bigger bands they will require a much bigger fee and you are likely to have to cover the costs of riders so take this into account when allocating your budget. Take a look at our list of societies here!

FILMS

If you are planning to show a film, the film itself is more than likely protected by strict copyright and licensing rules. Most DVDs that you rent or buy are only legally allowed to be shown in private and if you get caught screening them in a public place (e.g. a university classroom) you and the SU could face huge fines!

Get in touch with BSU Societies for more information and help on putting on a film showing!

EVENT PLANNING

WHAT WE NEED TO DO

Events are a great way to spread the word about your society, create something awesome as a team and have fun! Society events can range from a regular meet up in one of the University spaces to a one off takeover at a local club, a live music night, a workshop with an external speaker or an end of year ball! However, events take careful time and preparation and the bigger the event the more planning will be involved… which is great because you have a whole Society to help you with it!

PLAN

Call a meeting with all society members to plan the event. If it’s a big event why not ask other members if they would like to help or volunteer and get them involved?

At this stage you can let your imagination run wild and think up all the elements you dream of having in your event. When you get to the research stage you will get a better idea of what is possible within your budget and timeframe.

Get your creative minds on, download this spider diagram and discuss and write down answers to the questions within each circle, this will start the ball rolling on turning your ideas into reality!

PREPARE

Fill in this template to gather all your important information together ready for the event.

Preparation is key in running a successful event. After you have planned what you are going to do, set out the key dates for achieving each task and ensure deadlines are met: from finding the venue, signing contracts, getting a DJ, decorations and selling tickets. All these individual elements are vital to preparing for a success! Share out the workload between the team. This can be done via regular meetings but KEEP NOTES on WHO? will be doing WHAT? and by WHEN? Finally, don’t forget to enjoy the process and the event, lots of new skills are learnt by organising these types of event.

DO

The moment we’ve all been waiting for is finally here! It’s show time, the day of your event.

You’re not expected to remember everything on the day so make life easy for yourself, get organised and avoid any last minute panics.

Complete these checklists and make sure everyone has a copy to make sure nothing gets forgotten and everything runs smoothly on the day.

REVIEW

You did it! We knew you would, a big CONGRATULATIONS to everyone involved.

We hope all of your planning and preparation lead to a successful, stress-free event that met its objectives and made the hard work pay off. Even if everything went according to plan and you feel that it could not have gone any better, still take some time to get everyone who helped plan the event back together for a debrief.

Download this diagram and get everyone to answer the questions in each circle. The answers from this discussion will provide the content for you to make a short report.This can then be given to future committees who will benefit from your wisdom and experience in the handover.

WHAT I NEED TO DO

Everybody in the committee plays a part in organising an event, and to help your committee work out what they need to do, we have written some areas for each person to focus on, in order to host a successful event.

PRESIDENT

  • Manage the team and make sure everyone is pulling their weight!
  • Create a schedule for all the tasks and stick to it!
  • Submit the external visitor form if required
  • Submit event for Society of the Month (After!)
  • Try to make the event focused on achieveing an accrediation goal, and help the team stay focused on the goal

SECRETARY

  • Book the venue and entertainment
  • If booking an external visitor, MAKE SURE TO SUBMIT A REQUEST!
  • Write the text for the promotional material, and the description for the event on the website
  • Write email content for the Web Officer to send emails through the website to your members about the event

TREASURER

  • Make a list of all the costs and incomes from the planned event
  • Contact the societies team if any invoices need to be raised
  • Ensure that all committee members claim their costs back for event expenditure
  • Arranging prepayments for services (deposits etc)
  • Apply for Soc Fed Funding if required
  • Check sales as they progress through the website

WEB OFFICER

  • Add the event to the website
  • Add the tickets to the website event
  • Create all the Promotional Material
  • Create a Facebook Event to gain more promotion

SAFETY & WELFARE OFFICER

  • Check there will be a first-aider on site
  • Submit a Risk Assessment
  • Analyse the plan for the event looking for risks and possible exclusion of students

HANDOVER

Handover is when you pass on your role to the next elected student leader who will take your place.

This takes place immediately after the elections in April, once you know who the next elected leaders are, you can handover to them.

You owe it to yourself and your society members to ensure everything carries on well without you. It would be a shame to let all that hard work go to waste!

Therefore, it is important that you pass on all the knowledge and resources you have gained to the next leader so they can keep up the good work.

A strong handover makes for a strong continuation of your society!

1. YOUR ROLE

To start the handover to the new leader you must brief them on their new role (something you should be very familiar with by this point!). Obviously they will be able to look at our role descriptions, but it will be your job to pass on all the additional information about your role specific to your society that’s not covered in the descriptions! Just think back to when you were new and all the things that would have been helpful to know.

2. CONTACTS

As well as briefing the new committee on their roles, it is important to pass on all the contacts that you have made throughout the year, that played a part in the society success. For example; venues that you worked with or a company that gives good discounts on wristbands etc.

Helpful tip: Download this toolkit using the button at the top. Then print it! - You will find space in all the right places to fill in your contacts to physically hand to the new committee!

3. ACCOUNT PASSWORDS

The third step in handing over to the new committee is passing over all the account passwords for your social media and email accounts. By doing this, the new committee are able to continue developing the society without losing all the hard work the current team put in boosting the society awareness!

Handover may also require adding all the new committee members as Admins or Moderators to the relevant Facebook Groups and Pages so they can manage them in the year to come and add all the new members!

Helpful tip: Download this toolkit using the button at the top. Then print it! - You will find space in all the right places to fill in your account passwords to physically hand to the new committee!

4. TOP TEN TIPS

The final aspect of handing over to the new committee is giving them a set of 10 top tips, put together by the leaving committee. Letting the new leaders know how to go about doing things will make their life a lot easier. Tell them what worked well and what didn’t so they can avoid any pitfalls and continue the successes.

Helpful tip: Download this toolkit using the button at the top. Then print it! - You will find space in all the right places to fill in your helpful tips to physically hand to the new committee!

COMPLAINTS

Brighton Students Union takes complaints very seriously and are there to support the Society if you wish to make a formal complaint, please read our guidelines below on the process. If further information is required, please feel free to speak to the society’s team for additional support.

GENERIC SOCIETY COMPLAINTS

It is recommended that complaints are made informally to begin with in order to try and resolve the situation. This would involve the person making a complaint to the society’s team via email or in person. Here are some guidelines which help resolve the situation.

If you wish to make a complaint about a Society or some of its members, please document your concerns and forward this to bsusocieties@brighton.ac.uk.

We may call the society committee to a meeting to discuss the content of the email and how the group see this being resolved.

We may use the Universities behaviors policy to ensure this situation is resolved.

REMOVAL OF A COMMITTEE MEMBER

In the event that society members are unhappy with one or more committee members and wish to remove them from the committee, the following process should be followed;-

Write to bsusocieties@brighton.ac.uk with the reasons why a person should be removed from their role.

Compile evidence from society members on why a person should be removed from a Society Committee Role. This should be around failure to perform the role, run or organise events, notify student society members of activities, or it could be about their conduct or behavior and how other members of the Society are being treated. Is this person in breach of the University and/ or the Society’s Code of Conduct?

All members of the society should be invited to a meeting, a ballot on whether a person should continue in the role should be taken, is this a vote of no confidence? If the vote is carried, then the committee member must be notified in writing. At this point existing members of the society can nominate themselves to be elected to the vacant post. If possible hold an election with ballot papers to get a new person elected into the vacant post.

Notify bsusocieties@brighton.ac.uk of the outcome of the ballot, so we can amend our records and add the new details to our contacts and website.

REMOVAL OF A SOCIETY MEMBER

It is recommended that complaints are made informally to begin with, in order to try and resolve the situation. This would involve the person making a complaint to the society’s team via email or in person. Here are some guidelines which help resolve the problem.

If a member of your society is causing offence to others, making them feel uncomfortable by comments being made during society meetings or events, or using their position within the society to create a difficult situation we suggest;-

  1. Discuss this among the Society committee document the evidence by taking short statements from the members raising the complaint. Ensure the names of the students raising the complaints are kept confidential. Ask the member raising the complaint to provide a written statement, with the date, time and location of the alleged incident.
  2. Hold a formal meeting on University Campus between the committee and the student causing the situation and go through the evidence with them. Explain that the society is concerned about the behaviour, the impact it is having on other members of the group and you want to resolve this today. Advise the student that their behavior is against the University’s policy for acceptable behaviours. The SU can mediate the meeting if you feel this is necessary
  3. Be clear and concise in your message, focus on the behaviour and not be drawn into other detail. Tell the student that you have discussed the situation with the students’ Union and will take the matter further if necessary.
  4. You can exclude a person for a period of time or permanently if it is in the interest in the society and its members. This should only happen with valid reason and be agreed by the whole society committee.
  5. Follow up the conversation with a written email detailing what was discussed and the decision made including any dates or deadlines for review or resolution.

CODE OF CONDUCT

As a University of Brighton student, you are in a contractual agreement to comply with the University’s Code of Conduct. As part of the enrolment process you would have signed a Student Contact adherent of the Equality and Diversity Policy. Additionally, as a Brighton Students’ Union member you are in agreement with Brighton Students’ Union Byelaw 18.

It is the responsibility of the Executive Committee Members of each society to govern their society events (on and off campus) reporting to the SU on any behaviours (such as bully & harassment) that conflict with the above mentioned policies and action the necessary disciplinary procedures.

Please follow the Complaints Toolkits which gives instruction on how to proceed with:

  • A complaint about a society or some of its members
  • Removal of a Committee Member
  • Removal of a Society Member

KEEP MEMBERS

Well done for getting so many members to sign up! How are you going to keep them interested? It is vital that you communicate effectively with them. To do this we have a few tips

  • Don’t rely on one method of communication. Not all students have Facebook so don’t forget to utilise multiple methods (Use your SU webpage to add events & message your members)
  • Give members notice, if you’re planning something, let them know so they can get in in their diaries
  • Be responsive. If a member messages you, get back in touch with them so they know you are listening
  • Make sure you tell them what's going on but don’t overdo it. People like to be informed but not spammed
  • Make sure your society hosts a range of different events, appealing to different tastes and reaching out to a larger audience. Not everybody enjoys going out drinking, so make sure you offer some fun daytime activities too

GET MEMBERS

Getting students to join your society is what keeps it running. With no members, there is no society. Not only does ‘many hands make light work’ when organising events, having more members means more people will come to the events and; if you are charging, more money will be raised for the society to spend on the next event making it even bigger and better!

It’s really important to try and get as many members as possible. We have societies that hit 500 members just at Fresher's Fair alone, and those societies go on to have a really successful and engaging year. We also find that the societies who utilise all the SU facilities, also end up having a successful and rewarding year that leads to the society reratifying the following year.

Your biggest recruitment event will be the annual Fresher's Fairs which are held across all the campuses in September. To find out more about Fresher's Fair, check out our 'Fresher's Fair' toolkit.

Brighton SU also host a Refresher's Fair annually in February which is another chance to snap up some extra members. To find out more about Refresher's Fair, check out our 'Refresher's Fair' toolkit.

Remember, when it comes to applying for funding its the online members that count! So make sure to encourage all your members to join your society online on the SU website. For help on how they can do that, check out our 'Joining a society' toolkit.

YOUR WEBPAGE

Brighton Students Union provide you with a customisable webpage as soon as your society is ratified. You can find your society page here.

By logging into your student account on the Brighton Student's Union website, you are able to access the web page admin tools. There you can:

Keeping content updated on the society page enables Brighton SU to help promote what you are doing and provide you with advice and support.

The Web Officer is primarily responsible for keeping the website up to date, and the Secretary is responsible for ensuring that the SU are kept updated, however any committee member can access the page and the admin tools

Remember: To secure a member of the society, they MUST be registered through the Brighton SU Website by logging on with their own credentials and joining your society. This enables the Secretary to keep constant track of current members and enables the ability to send large group messages to reach all recipients.

The Brighton SU Website is also a portal for the yearly Elections. Members must be classified as a member of your society, to stand for committee posts for the upcoming year and/or vote on candidates that are standing. This is an INCREDIBLY important utility to ensure smooth running of the society between academic years.

UPDATE YOUR PICTURE

UPDATE YOUR LOGO

ADD & UPDATE AN EVENT

REFRESHERS WEEK

Refreshers Week takes place in the New Year after the January exams and is a great chance for societies to gain new members and Earn funding rewards for new sign-ups!

1. CHOOSE YOUR REFRESHERS ACTIVITY!

First, choose how your society is going to participate in Refresher's Week! You can get involved in any of the following ways: (or do them all!)

  • Run a stall at Refreshers Fair (Tues 6th Feb)
  • If you can’t make the fair - Run a stall on campus (any day) during Refreshers Week (Mon 5th – Fri 9th Feb)
  • Host a Refreshers event during Refreshers Week (Mon 5th – Fri 9th Feb)

REFRESHERS FAIR

Refreshers Fair will be held on Tues 6th February 2018 and is the best place to raise awareness of your society, giving you the best possible chance for new sign-ups! Getting involved in this event means little to no cost and a huge audience to promote your society!

HOST A STALL OR EVENT

An alternative to attending the Refreshers Fair is hosting your own society refreshers event during Refreshers Week. For help on organising your event please check out our Event Planning Toolkit.

2. BOOK YOUR STALL OR EVENT!

If you are planning to attend Refresher's Fair BOOK YOUR STALL early as they are limited and get booked up quick!

If you are planning to host a refreshers event, BOOK YOUR EVENT in with us so we can help to promote it, you can find help on planning your event within the Event Planning Toolkit

3. PLAN YOUR STALL!

Next, think of ways to make the stall stand out from the crowd and, more importantly, nab those lovely new members!

All stallholders are provided with a standard sized table with a protective tablecloth on it and two chairs, there are also large room dividers between or behind stalls which can be used to attach decorations or notices to with tape.

Make it eye-catching

Stick to a colour scheme relevant to your society, and ensure all materials used are that colour so the stall stands out from a distance.

Social media social media social media

Tweet it, Snap it, put it on Facebook, post it on as many Fresher’s pages as you can find, and tell people exactly where to find your stall!

Freebies

Everyone loves freebies, and that will encourage people to come over to the stall and find out more about your wonderful society. Try to make the freebies relevant to your society, for example, last Refreshers Fair our Baking Society gave out home baked cakes and biscuits to sweeten up the crowd

Make it clear

Ensure the name of the society is very clear and obvious on the stall, whether that be a big banner or cut out letters or poster. I’m sure you know yourself there is nothing more awkward than looking all over a stall wondering what it’s meant to be?

Make a rota for your stall helpers

It’s tough being on a stall for 6 hours straight, so break it down into 1-2 hour shifts if possible, with about 2 -3 people on at one time. That way everyone will be refreshed and still have lots of energy. Although some societies do it every year, it’s ridiculous to overcrowd your stall with helpers because it will make your stall hard to physically reach as well as intimidate potential new members.

Mingle with other societies

The Fair is the perfect opportunity to make contacts in other societies, because everyone is in high spirits and keen to promote and grow their society. Later on you might be able to collaborate with these societies and put on a joint event! This year ArabSoc joined Greek Society to host a huge culture night, FilmSoc and LGBT+ collaborated for a film screening and RaG (Raise and Give) helped fellow societies fundraise for charity at events.

Have FUN!

Enjoy the hustle and bustle, meeting new faces, the high fives, the team effort and most of all the signs-ups of people wanting to spend their time with your society – these are the people who'll fill the next year at uni with fun and friendship and help make your society a success!

ACCREDITATION

The Accreditation scheme for societies has been brought in to help recognise the effort and commitment which has been put in by the committees each academic year. It also works as a guide of goals for the society to aim for, and to highlight the societies that go above and beyond to engage with students throughout the year.

The accreditation level for each society is shown on their webpage

1. EMERGING SOCIETY

Each year, each society starts off as an emerging society. This ensures a fair playing field for each committee as they take over in May, after the elections. To kick start the accreditation for the year, make sure to attend the Soc Fed AGM!

2. DEVELOPING SOCIETY

In order to be awarded the Developing Society Accreditation, you must complete the 6 compulsory tasks, along with 1 of the optional tasks. To find out which tasks your society has achieved, check out the ‘Accreditation’ tab on your Society webpage.

COMPULSORY

Run A Welcome Event

Attend Society Training

Update Your Webpage

Get All Your members To Join Online

Ratify At The Society AGM

Add An Event Per Month To The Calendar

OPTIONAL (PICK 1)

Fresher's Fair

Collaborate With Another Society

3. ESTABLISHED SOCIETY

In order to be awarded the Established Society Accreditation, you must complete the 5 compulsory tasks, along with 1 of the optional tasks. To find out which tasks your society has achieved, check out the ‘Accreditation’ tab on your Society webpage.

COMPULSORY

Submit A Risk Assessment

Bid For Funding From Soc Fed

Raise £50 In February RAG

Refresher's Fair

Collaborate With Another Society

OPTIONAL (PICK 1)

Enter Society Of The Month

Do A Takeover

External Visitor

4. OUTSTANDING SOCIETY

In order to be awarded the Outstanding Society Accreditation, you must complete the 3 compulsory tasks, along with 2 of the optional tasks.To find out which tasks your society has achieved, check out the ‘Accreditation’ tab on your Society webpage.

COMPULSORY

Take Part In The Online Society Elections

Complete Handover Packs For New Committee

OPTIONAL (PICK 2)

Apply For Sponsorship

Film A Video About Your Society For Recruitment

Do A Double-Takeover

Raise £200 For Charity

5. ACCREDITATION BADGES

To ensure that your hard effort is not forgotten after the year is complete, we have implemented an 'Accreditation Badge' to display on society pages for each year to show how far you got with the accreditiation scheme. These badges will look like the following:

SOC FED AGM

The Societies Federation Annual General Meeting (AGM) is run once a year, usually in May, where all Society members have the chance to re-ratify, celebrate the previous year's successes, and find out more about the year to come.

THIS MEETING IS FOR ALL NEWLY ELECTED SOCIETY MEMBERS TO ATTEND AS WELL AS THE COMMITTEE MEMBERS OF OUTSTANDING SOCIETIES

To give you an idea of what happens at an AGM, see the steps below which show the order of events at the meeting.

1. WELCOME & INTRODUCTION

This is where you get to meet the Society Team and everone who works with societies throughout the year.

This includes the Vice President of Activities & Participation, Elections team, and the core society team; Lynne & Becky & Matt.

2. PRESENTING YOUR SOCIETY

Next, the VP Activities & Participation goes around the room to ask each attended committee, which society they are representing and their society's purpose, aims, and future plans.

This process enables the Societies Co-ordinator (Lynne Davies) to understand how Brighton Student's Union can support the society's requirements throughout the academic year, and gives a chance for societies to network with each other.

After this is complete, the society is officially ratified, providing the societies team have all the relevant paperwork and documentation required

3. SOC FED REPORT & SOCIETY AWARDS

This is where the current Chair of the Societies Federation Committee provides an overview of the annual expenditure of the budget and how many grants and loans that have been approved.

Then the current Chair will present existing societies with accreditation awards to celebrate their success.

4. ELECTING THE NEW SOC FED COMMITTEE

Then comes the elections for the new Societies Federation Committee, a group of 6 students who will represent societies for the next year.

Any committee member is able to stand in the elections, and will be required to do a 3 minute speech about why they should be voted for.

First, the elections run for the Societies Federation Chair. This person leads the SocFed monthly meetings and will report at the end of the year on official SocFed business. If you are interested in standing for this role, you can find the role description here.

Next the elections run for the remaining 5 positions. These students attend all the SocFed monthly meetings and debate and decide upon spending the budget and approving grants and loans requested by the societies each month. If you are interested in standing for this role, you can find the role description here.

Finally, the new SocFed Committee will be announced during the AGM and then via all online marketing and communication channels!

5. OUTSTANDING SOCIETY PRESENTATIONS

3 of the Outstanding societies from the previous year will do a 5 minute presentation on their achievements and events over the year.

This gives the other societies ideas of successful events and activities that could be integrated in the future.

6. RAISE & GIVE (RAG) PRESENTATION

The RAG society will then present the amount of money raised over the year and the charities that we have supported.

7. SOCIAL GATHERING

After the meeting is brought to an end, everybody heads to Basement Central in Cockcroft for a drink and some snacks.

This is a great opportunity for the committees to socialise, meet the established staff and ask questions in regards to the year ahead.

FACEBOOK

Facebook is a brilliant resource for networking your society to other students who may have similar interests. Find out a bit more about our suggestions to help keep the societies reputation at its best when on social media.

Important to Note: What goes on Facebook will always be there (even when deleted) and will be accessible by the authority. Do NOT post/share inappropriate content that could harm the reputation of the Society, the Brighton Students Union or the University of Brighton.

1. SETTING UP A PAGE (NOT GROUP)

We highly recommend creating/maintaining a Society Facebook Page to communicate with prospective members. (providing the page is for Society purposes only) The use of a Facebook page is a lot more user-friendly to prospective members, in comparison for having to join a private group. This also allows for better promotion of all your events and activities.

Please Note: No member should post/share anything that is not directly related to the running of the society.

The Facebook page allows the logo to remain the consistent profile picture, with the cover photo being able to adapt to upcoming events. Please note: when creating events on Facebook, image sizes vary. So make sure yours are clear and good quality!

2. SETTING UP ACCESS

As a member of the committee, everyone is entitled to have full access to the Facebook Page as a moderator.

This enables any committee member to add posts and reply to messages at any given time, from being logged into their own account.

Only the Web Officer should be admin of the page and should set up the new committee positions after the elections during the Handover

3. PRIVATE MESSAGING

When sending messages on behalf of the society, it is important to be professional and polite. The reputation of the society and Brighton Students’ Union on perspective business’ and consumers will be influenced by the way a message is written and the spelling and grammar of the text.

Upon receiving promotional requests for posts on the page that are not related to either Brighton SU or other Brighton SU societies, the secretary should reply politely to advise that your society is not interested, again to upkeep the reputation.

4. PUBLIC PHOTOS

It's really important to remember your affiliation with Brighton Student's Union when you post your event photos on Facebook. Make sure to remove any innappropriate images that could offend someone, and if you are contacted to remove a photo, you have an obligation to do so.

We don't want to be a spoil-sport to all the fun, we just don't want you having to deal with further complaints!

NEW COMMITTEE: WHERE TO START

So you've just taken over the society from the previous committee who used the Handover toolkit, but now what to do next?!

1. IMPORTANT DATES!

There are two very important dates in the calendar following the elections; the Soc Fed AGM & Training.

SOC FED AGM - RE-RATIFY

New Committee members MUST attend this meeting.

The Societies Federation Annual General Meeting (AGM) is run once a year on the 1st of May, where the newly elected committee ratifies the society for the next academic year. This meeting is also to celebrate the previous year's success, and find out more about the upcoming year. Find out more about the Soc Fed AGM here.

TRAINING - £50!

Training for all committee members is compulsory EACH academic year, to ensure everyone is fully prepared for the responsibilities of running a society, safely and successfully.

Once ALL committee members have attended the training for that year, the society is awarded £50.00 straight into their account! Find out more about Training here.

2. MEET THE TEAM

In order for the societies to run smoothly, there is a dedicated team purely focused on student engagement, who are there to support all societies. Meet our team below!

BECKY FRENCH

Hi I’m Becky, the Student Activities Manager and I’m here to develop societies and their members! Whether I’m creating initiatives (such as the Accreditation Scheme), training society leaders or planning events (such as RE|FRESHERS) to boost society membership, I’ll always have you in mind.

LYNNE DAVIES

Hi I’m Lynne, the Societies Coordinator and I’m here to make sure all the wonderful events and activities you plan to do within your society run smoothly. I also organise the SocFed Committee where you can bid for funding, I feel so proud when I see an initial society bid evolve into a fabulous event!

3. CHECK OUT THE ACCREDITATION SCHEME

The Accreditation scheme for societies has been brought in to help recognise the effort and commitment which has been put in by the committees each academic year. It also works as a guide of goals for the society to aim for, and to highlight the societies that go above and beyond to engage with students throughout the year. Make sure to have a look at how to scheme works so that you can get off to a good start!

Hint! Attending the *REQUIRED* AGM gets you a tick on the developing criteria!

4. PLAN FRESHER'S FAIR & A WELCOME EVENT

Even though its early in the year, it's a great time to start planning both your Fresher's Fair stall, and a welcome event for your new members. You can book out the SU spaces for FREE, but hurry before they all get booked up! Find out more about planning an event here"

TWITTER

Twitter is a great way of engaging with students in fast time, you can share updates and messages with your following and reach out to new followers through hashtags and trending topics. Find out a bit more about our suggestions to help keep the societies reputation at its best when on Twitter

Important to Note: What goes on Twitter will always be there (even when deleted) and will be accessible by the authority. Do NOT post/share inappropriate content that could harm the reputation of the Society, the Brighton Students Union or the University of Brighton.

1. SETTING UP A PAGE

We highly recommend creating/maintaining a Society Twitter Page to communicate with prospective members and to promote all your events and activities.

The twitter page allows the logo to remain the consistent profile picture, with the cover photo being able to adapt to upcoming events. Please note: when creating events on Twitter, image sizes vary. So make sure yours are clear and good quality!

This twitter page will allow you to update your channel accordingly with tweets, header photos and shared images. It’s a great way to share what you’re up to with your followers.

2. SETTING UP ACCESS

As a member of the committee, everyone is entitled to have full access to the page.

This enables all members to post and edit the content that goes on the page – as well as replying to any messages you may receive.

Due to the nature of Twitter, there is no way of multiple people logging in as admins, so you will have to share the login information will all people that you believe should have access to the page.

3. PRIVATE MESSAGING

When sending messages on behalf of the society, it’s important to be professional and polite. The reputation of the society and Brighton Students’ Union will be effected if poor conduct is used.

Upon receiving commercial requests, please direct people to the Sales and Contract Manager, Aaron. His email is a.salins@brighton.ac.uk

4. PUBLIC PHOTOS

When posting event photos on twitter, remember that you’re representing Brighton Students’ Union. Make sure to remove any inappropriate images that could cause offence and if you are contacted to remove a photo, ensure that you do so.

We don't want to be a spoil-sport to all the fun, we just don't want you having to deal with further complaints!

EVENT IDEAS

QUIZ NIGHT

MUSIC GIG

BAKE OFF

CLOTHES SWAP

DEBATE

TRIP TO A MUSEUM

TRIP TO A CONCERT

RUN A CRAFT STALL

FACE PAINTING

AUCTION

PHOTO TRAIL

SCAVENGER HUNT

BAR CRAWL

BINGO

STAND-UP COMEDY

BALL

VIDEO GAMES TOURNAMENT

BREAK A GUINNESS RECORD

BUSH TUCKER FOOD TRAIL

HISTORICAL ROLE PLAY

EXHIBITION

FLASH MOB

OPEN MIC NIGHT

TALENT SHOW

FASHION SHOW

RE-ENACTMENT

REUNION

SILENT DISCO

SPOKEN POETRY

DANCE OFF

TASTER SESSION

WORKSHOP

JOIN A SOCIETY

TRIPS

It is important to let the people know where you are going and also to inform them of what you intend on doing. Brighton Students’ Union has introduced the Activity/ Trip Registration Policy, which is required for all Students’ Union society activities. This is vital in order to deal with any incident on the trip.

The trip form can be filled out below or downloaded here.. If choosing to download and fill in by hand, please remember to email it when completed to bsusocieties@brighton.ac.uk

HOW MUCH NOTICE DO WE NEED TO GIVE

For single day trips with no nights away, forms need to be submitted at least 24 hours before the event.

For Trips of 1 or more nights away, >forms need to be submitted at least 5 working days before the event.

For Trips abroad (Outside of the UK), forms need to be submitted at least 1 calendar month before departure.

Forms submitted after these deadlines cannot be processed in time, therefore the trip/activity will not be allowed to go ahead as planned unless otherwise agreed by the Student Groups Manager.

WHAT ACTIVITIES NEED TO BE REGISTERED?

‘Society activities’ are...

  • Any activity that is being conducted under the name of the Brighton Students’ Union
  • Any activity publicised at Society meetings.
  • Any activity publicised on Society web sites, journals, leaflets,notice boards etc
  • Any activity funded in any way by the University of Brighton Students’ Union, University or the Society.
  • Any activity requiring the use of equipment owned by the University of Brighton Students’ Union, University or the Society
  • Any activity requiring the use of transport or facilities booked through the University of Brighton Students’ Union or University

All Clubs that are going away must complete an Activity/ Trip Registration Form except where the Society is carrying out its regular activities at the normal location/facility within the owns/city of the University Campuses.

FILL IN YOUR TRIP & ACTIVITY FORM BELOW

FOOD HANDLING

Most societies see this as a quick and easy way to raise funds for their groups. Please ensure you follow these guidelines to ensure everyone can enjoy the food on offer.

HOT FOOD

The sale and preparation of all hot and cold food is now prohibited (except Bake Sales) by the university.

Food can only be sold at the licenced outlets such as on sight cafes, by qualified staff with Food Hygiene & Safety Certificates.

CAKE SALES

Bake Sales are allowed but please bear in mind that they come with strict guidelines!

Remember these 6 in your baking mix…

  1. Designated areas – You can only hold a bake sale in one of the designated areas listed in Table 2. This must be booked at least 2-3 WEEKS in advance at your local campus admin office.
  2. Suggested Donation - When raising funds for charity, food cannot be a fixed price, only a 'suggested donation', technically someone could donate 1p for a cake if that's all they think it's worth, but most of the time people are more generous than that! Any price labels must say ‘suggested donation’ and you must say this when you tell people the price.
  3. Display the charity/society name for which funds are being raised.
  4. Allergens! List ALL ingredients for each batch on a sign in front of each plate of cakes/biscuits so people know exactly what’s in them. By law, failure to list items containing any of the declarable allergens (Milk/Lactose, Eggs, Wheat/Gluten, Peanuts/Tree Nuts or Soy) is a legal offence! Please refer to the full list of ingredients containing these products here.
  5. Hygiene - If you only remember one thing when in a kitchen remember this…WASH YOUR HANDS! Before doing any food prep, after going to the toilet, after touching a bin! Germs spread easily and contaminate, washing your hands significantly helps to reduce the spread of harmful bacteria such as E. coli and salmonella - Using anti-bacterial hand washes and wipes make a real difference in hand and kitchen hygiene.
  6. Allergy free bakesAvoid cross contamination!

Preparing a range of allergy free bakes is a great way to cater for people with food allergies, however, be careful – DO NOT cross contaminate! Prepare allergy-free foods completely separate from other foods and clean all equipment, utensils, and surfaces thoroughly before use with hot, soapy water. Even the slightest trace can cause reactions in people with food allergies!

Whilst we have covered the main 6 we recommend you refer to the University’s full comprehensive guide to Cake sales. Please Note: You MUST fill in both the 'Bake Sale Notification Form' and 'Event Safety Checklist' here in order for your Cake Sale to be approved by the University.

This will ensure your cake sale goes ahead, is a success and that and no cookie gets left behind!

MARKETING

As a society you need to ensure members join and take part in your activities, collaborate and reach out to other societies and continually try and get other students to join in. All of these require student engagement which relies on marketing and communication.

USING FACEBOOK, TWITTER, INSTAGRAM & SNAPCHAT

Social media is a great platform for passively advertising and promoting. People use social media everyday and you can put information in front of people without them having to actively seek it; it’s a great way to spread awareness of your activities and your society as a whole.

We have put together some tips and advice for each of the main 4 social media platforms; Facebook, Twitter, Instagram & Snapchat to help you get started. Please remember though that you are representing Brighton Students' Union and all interactions with both students and non-students must remain professional and polite.

In addition to your own social media platforms, Brighton Students' Union are able to promote what you're up to.

SOCIAL MEDIA TRAINING

We can provide you with training opportunities through Brighton Students’ Union. Our Marketing and Communications team host a number of sessions throughout the year that range in levels of knowledge surrounding social media. Examples of this training include: Social Media for Beginners, How to get the best engagement on Social Media and Analytics and Reporting: is your social media working for you?

To receive this training contact Claire at c.cross2@brighton.ac.uk to register your interest.

USING OUR BRAND

We want to ensure that people are aware that you are part of Brighton Students' Union. There are many positive reasons in doing this for you and your society, such as official recognition, so we therefore ask that you state that you are part of Brighton SU in all promotional material. There are a few things when doing this to remember:

  • We are Brighton Students' Union – please use our full name or Brighton SU. Please do not use 'UOBSU' or 'University of Brighton' as we do not have rights to use them.
  • Please put our logo on all marketing materials. Please use the standard teal logo where possible, or one of our alternative logos specified in our brand guidelines.
  • Please do not:
    • Distort the logo or chance it’s dimensions
    • Edit the logo
    • Cram it in. Give it space around it.

You can download our official brand guidelines here

POSTERS & PLASMAS ON CAMPUS

We have spaces to display posters and plasma screens that can advertise your digital artwork across all campuses.

We do have a communications team that can support you with any design that you need, please bear in mind that we need at least 4 weeks in advance to look at your work properly.

We also ask that if you’re using our logo it is kept in it’s original shape and “Brighton Students’ Union” is completely visible.

If you’d like advice about design or Brighton SU to promote your artwork, email Cassie at c.thornton@brighton.ac.uk.

COMPANIES FOR PRINT

We use a number of companies for print, you can use any company that works for you however here are some of our recommendations:

BRIGHTON DESIGN COLLECTIVE; GRAPHIC DESIGN, PROP MAKING ETC

We have student graphic designers and a prop maker that are freelance (paid at £10 an hour) as part of Brighton Design Collective and can be used for your design and prop needs. Please contact Cassie at studentdesignagency@brighton.ac.uk with your idea to see if its something the collective can create.

SOCIETIES CALENDAR

DATA PROTECTION

Societies are no longer allowed to create and maintain their own contact list of members, this is due to new legislation making it against the law to do so.

Everyone interested in a society must JOIN through the website. Click here for instructions how. (Log-in using the same login details used for Student Central).

Students belonging to our Partner Colleges can join societies too, but will need to create an account on our website. Instruction on how to do this can be found here.

Students belonging to other colleges and Universities can join societies too, but will need to create a guest account on our website. Instruction on how to do this can be found here.

The SU retains all society membership lists and the committee are able to message the whole group through the SU website. This will ensure that the SU is responsible for holding the data securely.

Providing contact list to an external organisation

If a society is asked to provide their membership list to an external organisation, this can only be done with the agreement of each person on the list. Students have the right to say NO to share their details with third parties.

EMAIL MEMBERS

It's great having all these members, but now you need to contact them! Follow our steps below to send an email on behalf of your society to all or some of your members:
Don't forget to log in!

INSTAGRAM

Please note that we have very specific social media policies and guidelines at Brighton Students’ Union. As a society, you are representing BSU when posting online – please remember this and refrain from posting anything inappropriate or offensive. Failure to do so will lead to your account being taken down and in extreme circumstances, further punishments.

SET UP

When setting up your Instagram account all that you need to do is input your username (please make this recognisable and clear, for example: a good username for RaG could be “BSURaGSociety”.

After entering your username, input a committee member’s email address, full name and password and you’re good to go!

We recommend making your account a business account, doing this will give you a number of benefits. You will be able to attach an email address to the account so that it’s easy for users to contact you. You can also see a range of insights so that you will be able to see the people you are targeting and whether your content is getting a good response from your audience.

In order to set up a business account you have to set up a regular account and then go to “Settings” and scroll to “Switch to business account” Please note that you have to link your business account to a Facebook page so this will have to be set up in advance.

From here, you can start posting and sharing content whilst monitoring your analytics. If you would like to know more about analytics and monitoring success we have a training session centered around this. Please contact c.cross2@brighton.ac.uk if you would like to find out more about this.

SHARE YOUR PASSWORD CAREFULLY

It’s your choice whether one person runs your account or a number of people from the committee get involved. We urge that you share your password carefully and exclusively amongst committee members for the best interest of your society. If you are posting as a group, ensure that you’re all posting with the same tone and theme so that your account isn’t confusing and mismatched. Once again, if you would like to learn more about this, contact c.cross2@brighton.ac.uk to find out about training opportunities.

FOLLOW @SUBRIGHTON AND TAG US

Don’t forget to follow us here when your account is set up and tag us in your posts, this way we can see what you’re up to and add information to our own communications.

SEND US YOUR CONTENT

We prefer to have one central account for all BSU communications, for this reason there is no societies specific account. If you would like to be featured on our account for further exposure for your society – please contact c.cross2@brighton.ac.uk or message us personally on our Instagram account.

If we are unable to feature you in our feed, we will fit you into our stories.

USE HASHTAGS

Remember to use hashtags to increase engagement. Our personal hashtags are: #brightonsu #hellobrighton #bsusocieties

We will monitor these hashtags and share content where possible.

STORIES

Remember to utilise stories and use all features of your account for maximum engagement. Once again, if you would like to know more about engagement and driving traffic to your account – please contact us at c.cross2@brighton.ac.uk or message the SUBrighton Instagram page to find out more about training opportunities.