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Guide to

Running a Society

Year 2016-2017

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Introduction

Running a Society is a time consuming and challenging task.

This guide, along with the training sessions, will help you manage and run your

Society effectively.

There are many things you will need to consider when running your Society.

This guide will cover the following things:

Societies Code of Conduct

The role of the Committee and its members

Core Committee Members

Non-core Committee Members

Core Society Documents

Mission Statement

Development Plan

Constitution

Risk Assessment

Budget Request

Equipment List

Tiers System

How the Tier system works

Health and Safety

Why Health and Safety is important to us

This could never happen to us…

Duty of Care

Food Safety

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Event Planning

Online Event Planner

Attendance Registers

Overseas trips

Transport

Finances

The Students Union Finance Office

Completing Financial Request Forms

VAT

Generating Income

Marketing

Bathstudent.com

Society Kit and Equipment

Ordering Kit for Resale

Recommended Kit Companies

Key Students’ Union contacts

Activities Office

Marketing Office

Finance Office

Transport Office

SU Officers

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Code of Conduct

All Societies are required to abide by the Societies Code of Conduct. Any Societies in

breach of the Code can be disciplined.

The Societies Code of Conduct can be found here:

http://www.bathstudent.com/pageassets/socs/committeehub/policy/Societies-Constitution-10-03-

2015-1.pdf

The role of the Committee and its members

The Core Committee of any Society is the Chair, Treasurer and Secretary. Without these

three Committee members the Society cannot run. A Society may have more committee

members if necessary, extra committee roles may include Social Secretary, Webmaster, and

Publicity Officer.

The Committee must ensure they are working in the best interests of the Society and its

members at all times. To do this the committee must work together in a professional and

responsible manner.

The Society Committee as a whole is responsible for ensuring the following actions are

completed by the deadlines set:

1. Complete the Society Development Plan which includes the Society Mission Statement

2. Complete the Society Risk Assessment to cover all standard activities as well as any other

events or activities in the Development Plan.

3. Complete the Society Constitution.

4. Complete the Society Finance Plan for the year ahead.

5. Complete the Society Equipment List, even if the Society does not own any equipment.

The Core Committee are also responsible for meeting all core requirements as outlined in

the Societies Code of Conduct.

This includes:

Ensuring at least one Core Committee member attends 1:1 sessions held with the

Activities Officer or Area Rep during the year

Ensuring a representative from the Society will attend ALL General Meetings, or sending

appropriate apologies sent in advance.

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Core Committee Members

Committee Chair

The Chair is responsible for the overall running of the Society. The Chair must have an up to

date knowledge of the Society’s finances as well and having full knowledge of any events or

and activities planned.

It is the Chairs responsibility to ensure good communication with Students’ Union, Executive

Committee and University staff.

Key responsibilities include:

Liaising with all Societies area staff, Activities Officer, Executive committee and university

staff.

Responding to any requests and providing up to date information on society activities.

Attending specific, relevant training sessions.

Call and chair regular society and committee meetings.

Producing an annual development plan and to help treasurer with the budget request

Having up to date knowledge of the society’s financial situation.

Ensuring an effective handover is carried out with the succeeding chair.

Attending Societies General Meetings or ensuring another committee member attends.

Working with equipment officer (if applicable) to produce an annual equipment inventory

Working with other Committee members to produce an annual Generic Risk Assessment

for the society as well as specific Risk Assessments for events or trips as necessary.

Completing Event Planners or ensuring another relevant committee member will do so.

Committee Treasurer

The Society Treasurer is in charge of the Societies financial circumstances. It is the

responsibility of the Treasurer to ensure Chair and other Committee members are kept up to

date with income and expenditure.

Key responsibilities include:

Liaising with and maintaining a working relationship with all Societies area staff, Activities

Officer, Executive committee and Finance Office staff.

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Maintaining an up to date knowledge of the society’s financial situation by keeping detailed

records where necessary.

Attending specific, relevant training sessions.

Authorising any Society expenditure, bearing in mind it is your responsibility to keep the

society in credit.

Work with the chair and liaise with the incoming committee to produce an annual budget

request.

Ensuring all Society members have paid up.

Committee Secretary

The Secretary of the Committee is generally, the link between the committee and the Society

members. The Secretary must ensure communication with members is frequent and

informative. It is also the Secretary’s responsibility to arrange and minute any committee and

Society meetings.

Key responsibilities include:

Liaising with all Societies area staff, Activities Officer, Executive committee and university

staff where necessary.

Organising Committee meetings.

Organising Society meetings.

Taking minutes of meetings, distributing these to members as well as placing them

online and sending a copy to the Activities Office.

Attending specific, relevant training sessions.

Checking Society mail shelf and distributing post.

Ensuring all members receive frequent and informative communication from the

committee, the Students Union, and any outside parties.

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Non-core Committee Members

There can be any number of non-core Committee members. However each member must

be democratically elected and have a specific role within the committee. Some examples of

non-core Committee positions are below, these positions should be adapted to meet the

Society’s needs.

Webmaster

Key responsibilities include:

Ensure the Society’s bathstudent.com page is kept up to date and in line with the

Societies Code of Conduct.

Submitting “External Website Request” if the Society requires website capability beyond

that of bathstudent.com. Please contact suweb@bath.ac.uk Tel: 01225 38 4700

Setting up and managing the online elections process.

Social Secretary

Key Responsibilities include:

Organising and be responsible for the Society’s social programme.

Ensuring all events are inclusive and are safe for those participating.

Ensuring that the appropriate risk assessments and trip lists are completed on time.

Booking appropriate transport where necessary

Liaising with the Chair and other committee members as to what events and dates are

appropriate.

Publicity Officer

Key responsibilities include:

Effectively publicise the Society and its activities.

Liaising with the IT officer and other committee members in order to produce appropriate

literature for publicity material.

Co-ordinating the Activities Fair stand

Ensuring any promotional material abides by the Students’ Union rules and is

appropriately stamped or authorised as needed.

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Core Society Practise

Every society

Constitution

Finance Request

Development Plan and Mission statement

Equipment List

Risk Assessment

Tier System

Constitution

The Societies Constitution governs the way in which the society’s area is run and the rules

by which committees should abide.

Budget Request

Your Society Budget for the coming year will be based on the information supplied on this form. You will need to think about your request carefully. The more detail you provide the more likely you are to receive the amount requested. The Societies Area receives a limited amount of funds each year and that this must be split between 85 societies.

What is a mission statement and why do I need one?

A mission statement, which will be found in your development plan and constitution, ensures

some transparency for members and potential members so they can have some confidence

as to the purpose of the Society. A mission statement is also designed to ensure everyone

understands and can be focused on the same goals and objectives. When someone reads a

mission statement they are looking to get a feel for the range of events and activities that

your Society will focus on, in other words its core purpose is and what it stands for.

An effective mission statement should be concise enough for you to describe your Society‘s

purpose and ideals in less than 30 seconds.

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How do I create a mission statement?

Your Society mission statement should be written by the Committee as a whole. It should not

just be something written by the Chair and then circulated to everyone. The aim is to create

a succinct and truthful definition that people can relate to.

Your mission statement should say what your Society is, what it does, what it stands for and

why it does it.

Don’t “box” yourself in.

Your mission statement should be able to withstand the changes that come up over time.

For example, a cardboard box company isn’t in the business of making cardboard boxes; it’s

in the business of providing protection for items that need to be stored or shipped.

Broader understanding helps them see the big picture.

Keep your mission statement short. The best mission statements tend to be three to four

sentences long.

Run your mission statement draft by your members. Is it clear and easily understood?

Development Plan

Each year the Activities Area will set development targets which all Societies must aim to

achieve.

Meeting these key targets set will help the Societies Area, Activities Area and Students’

Union meet their development targets.

Your Society development plan should outline key aims, objectives and targets and should

be read, reviewed and updated annually, by the whole Committee and should remain a

constant point of reference throughout the year. This is so potential and current members

can see what direction you wish to take the Society in and how you intend to achieve this.

Your Society development plan must always remain true to the Society’s mission statement.

All points within your Society development plan should be SMART

Specific

Measurable

Attainable

Relevant

Timely

You should also consider what impact this will have on your Society and the Students’ Union

as a whole.

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Example

Target:

Increase the number of female members in the society by 3% on year 2015-2016 by the end

of Refresh Week 2017.

Impact:

Society - Increased number of females in the Society.

Union - Increased number of females involved in Societies as a whole.

All targets must fit within the development plan template.

Equipment List

Each Society will regularly maintain equipment and take equipment audits once or twice a

year if applicable. An equipment list will also need to be submitted with full details of

equipment and costings. If a society does not have any equipment they will still need to

send in this form and enter zero costings as a reference.

Risk Assessment

A Risk Assessment is nothing more than a careful examination of what could cause harm to

people (or property) involved. The process is much easier than most people imagine. There

are many ways to portray the information but it is important that the process is kept simple

and the ‘whole picture’ is taken into account.

The Activities Area has created a standard risk assessment which includes basic risks and

hazards associated with Societies, their events and activities. This must be updated to

include all risks and hazards specific to your Society and its activities.

This document should be reviewed and updated at the start of each academic year and as

and when required, i.e. when another event or activity is planned or previous risks and

hazards change.

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Tier System

Bath SU supports up to 85 student lead Societies. These Societies come in all different

shapes and sizes, providing fantastic opportunities to their members and enhancing the

student experience. Societies at Bath are split into 5 areas:

Arts – for students who want to perform, rehearse, create, or appreciate arts

Departmental – for enhancing the student experience within an academic

department

Ethical & Political – for students wanting to discuss, campaign or learn about ethical

and political issues

Faith & Cultural – providing a network for students to share and experience different

faiths and cultures

Recreational – for students with a shared interest in an activity

This wonderful diversity in Societies is precisely what makes the area so great. We know

that every Society has different needs, so we have developed a tailored support scheme to

ensure you are getting the level of support that best suits you.

We have developed 3 packages for you to select from that work on one year cycles.

Check them out at:

Link: http://www.bathstudent.com/pageassets/socs/committeehub/Tiers-ribbons-2015-

2.pdf

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Health and Safety

Why Health and Safety is important to us

There are three main reasons for being concerned with safety, health and welfare.

1. Legal considerations

There is a need to comply with health and safety legislation – sometimes laid down by the

UK Parliament but also nowadays by the European Parliament.

2. Moral considerations

Anyone for whom we are responsible, whoever they are – students, staff, spectators,

members of the public – should leave in the same state of health that they arrived in.

3. Financial considerations

Accidents and ill health cost money. Resources should not be wasted or lost due to a poor

safety performance and, of course, negligence can lead to huge claims in the event of

successful litigation.

In the event of a serious accident or an accident when a claim is made, it is very unpleasant

to be put on the spot when the representative from the insurance company (who will

inevitably visit) interviews all those involved and scrutinises all procedures even if you feel

confident that everything is in order

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This could never happen to us…

Accidents have happened and continue to happen, not just broken bones but accidents

which result in fatality or life altering injuries. You may have heard about some of them:

In 1993, 4 teenagers died in a canoeing accident off Lyme Regis. The activity was

organised by a company supposedly professional and proficient in organising such

activities. The managing director of the parent company was successfully prosecuted

because, actually, it wasn’t.

In 1994, Colette Fleetwood was blown to her death from Cwm Glas in Snowdonia. She

was a student at UWE and was on a trip with the SU Fell Walking Club. Again, the

weather conditions were so dreadful; the experience of many of the participants was

so little and the clothing and equipment so inadequate, that the trip should never

have taken place.

In 2000 two teenagers died after being swept away by a flooded stream as they walked

at the edge of the water with a school party. The conditions were so appalling they

should never have been there in the first place.

In 2007 a student from Edgehill College Devon died when she was swept away in a

swollen river while on a training expedition on Dartmoor.

These tragedies and others like them have resulted in changes in legislation but you can see

that despite the fourteen years between the first example and the last, and despite

legislation change, accidents which should not happen still do.

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Duty of Care

Deliberately causing injury to others is a criminal offence ordinarily resulting in punishment of

the perpetrator.

Some injuries are accidental i.e. the circumstances giving rise to them are wholly

unforeseeable, therefore no one is responsible and no compensation is payable.

In between these two situations are ‘negligent acts’ i.e. they are not deliberate but the injury

was foreseeable. The negligent person will not be punished; however, the injured party may

seek financial compensation as a result. The compensation is paid by the individual who has

caused the loss and could amount to millions of pounds.

Responsibility for your members’ health, safety and welfare and that of others lies not only

with the organisation i.e. the University and Students’ Union but with yourselves as Society

Committee members.

Each of us owes a ‘duty of care’ to our ‘neighbours’ not to cause them injury by our negligent

acts and omissions. In order to satisfy or discharge this duty of care you must behave as a

‘reasonable person’ would, taking into account your specific skills, knowledge and

experience.

The duty of care requires you to consider the consequences of your acts and omissions and

to ensure that they do not give rise to a foreseeable risk of injury to any other person.

As Committee members of your society you have accepted responsibility and your duty of

care is greater than your Society members. For example, if you agreed to be the equipment

officer you must take reasonable inspections of the equipment to see that it is reasonably

safe. The same applies to events or activities organisers. Furthermore, on any outing where

no group leader has actually been appointed the most experienced and or qualified person

there ought reasonably to intervene and at least advise if a foreseeable risk of injury arises.

You cannot say, ‘It wasn’t my responsibility’.

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Food Safety

Everyone who prepares food needs to make sure they follow good food hygiene to ensure that the food they serve is safe to eat. And it makes sense too, because good hygiene prevents food poisoning, protects your reputation with customers and helps you comply with the law.

When preparing or serving food you should always abide by the

‘Students’ Union Guide to Food Safety’.

If you are planning to use a catering or other food business, you must ensure they are registered with and approved by the environmental health service (EHS) at BANES Council.

If you are planning on organising a BBQ, the BBQ Health & Safety form will need to

be submitted with your event planner at the same time.

The Activities Office and staff can provide you with the Students’ Union Guide to

Food Safety.

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Event Planning

All Societies must run a variety of events and activities throughout the year. These events

may be on or off campus, a trip within the UK or abroad or just a Social into Bath.

If your trip is not covered by your Society Risk Assessment this document must be updated

and sent to the Activities office.

In order to promote your event it must not take place on an evening that clashes with a

Students’ Union event. i.e. Score on a Wednesday or Klass on a Saturday.

Online Event Planner

It is vital you make the Activities Staff aware of all events you are planning by completing the

Online Event Planner so any health and safety, financial, External Speakers and

organisational issues can be dealt with before the event.

If your event includes speakers then make sure you have filled in the External Speakers

Form with your planner, then submit them to Carmela for approval from the University with a

good amount of notice and before you sell your tickets (If it is a highly controversial speaker

then a couple of months is recommended).

The Event Planner must be completed for all events and activities that you are organising as

a Society and that do not fall within the Society’s usual activity.

Nothing can be signed off or paid for until the Online Event Planner has been approved.

Failure to inform the Activities Office of your activities and events may result in disciplinary

action in line with the Societies Code of Conduct.

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Timelines

Activity or Event Submit Event Planner….

On campus activity or event

3 weeks in advance

Off campus activity or event

(no contract to be signed)

3 weeks in advance

BBQs

3 weeks in advance

BBQ health & safety form must be

submitted at the same time

Off campus activity or event

(contract to sign)

6 weeks in advance

External Speakers

At least 6 –8 Weeks in advance

External Speakers forms must be

submitted at the same time

Overseas trip

At least 6 –8 Weeks in advance

Please submit your event planners to c.lear@bath.ac.uk Activities Co-ordinator

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Attendance Registers

You MUST complete an Attendance /Trip register for all trips; activities and events which

take place off-campus whether you are using Union transport, coaches and flights.

The attendance register must be submitted to the Activities Coordinator c.lear@bath.ac.uk

As you will appreciate, if there were to be an accident, the Students’ Union do not want to be

in the position of having to say to the University, parents and the press that we don’t know

who was on the trip.

Overseas Trips

The Trip Organiser for any activity that will occur outside mainland Britain, including

Southern Ireland, must also submit an Event Planner at least 6—8 weeks before the trip is

due to take place.

We have a very good relationship with the STA - Student Travel in Bath. When you are

organising a trip aboard, please contact Katrina Malley katrina.malley@statravel.com

She will help you organise your trip and give you a very competitive price.

If you intend to use a Union vehicle, you must speak to the Transport Administrator at least

two months in advance of the trip’s departure as permission for the vehicle to go abroad has

to be sought.

Trip Organisers should advise every individual on the trip to purchase personal insurance

cover for both activities and travel.

In case of emergency Trip Organisers are also advised to obtain Next of Kin details to all

those attending. This information should be submitted on the Overseas Trip List to the

Students’ Union Activities Coordinator prior to departure.

If you have to contact any of the emergency services whilst you are on your trip, you MUST

immediately contact the Activities Office to inform them.

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Transport

Students’ Union Transport Office

The Students’ Union Transport Office provides vehicles for BUSU use, including minibuses

and large MPVs, to students and staff.

The Office also trains and assesses drivers (MiDAS/MEEP) and promotes safe driving.

For more information on MiDAS/MEEP tests and vehicle hire please visit:

www.bathstudent.com/transport/

Hiring Coaches

If you are planning a trip outside bath you may want to hire a coach. Coaches are available

in a variety of sizes to suit your needs.

Most reputable coach hire companies will be happy to give you a quote and will agree to

accept payment after the event providing the Students’ Union will provide them with a

Purchase Order number, which you can obtain form the Activities Office.

For more information on hiring coaches please come and speak to the staff in the Activities

Office.

Recommended Coach Companies

The Students’ Union use and recommend the following companies:

Centurion Travel

Website: www.centuriontravel.co.uk

Phone: 01761 471 392

Berkeley Coach Travel

Website: www.berkeleycoachandtravel.co.uk

Phone: 01761 413 196

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Finances

Students’ Union Finance Office

The Students’ Union Finance office is available to give you financial support with all your

Students' Union Activities, this includes the following:

Make payments via BACS Transfer, Cheque, Foreign money transfer, Petty cash

reimbursements and Credit Card.

Collection of Income via our counter service, invoicing and reconciliation of online sales.

Supply you with a Cash box and a float if you wish to sell items such as social tickets on

the parade.

Provide you with purchase order numbers for items you wish to purchase.

Supply you with a letter to go to Bookers Wholesalers (Cash & Carry in Bath).

Provide Chairpersons and Treasurers with club / society accounts.

Authorise University print unit requests.

Change money into smaller or larger denominations.

For help and advice please check the Finance Office pages of bathstudent.com

LINK: http://www.bathstudent.com/finance/

Alternative go and visit the office which is located next to the Advice and Representation

Centre

on Level 3 of the Student Centre.

Completing Financial Request Forms

The guide for completing Financial Request Forms can be found here

www.bathstudent.com/pageassets/finance/howto/example-financial-request.pdf

VAT

The Students’ Union is VAT registered which means we must abide by the rules of HMRC.

The rules differ slightly depending which department you are claiming from, and for which

activity. The current VAT rate is 20%.

Arts and societies expenditure is classed as liable to VAT. This means VAT will be deducted

from all income paid into your club account i.e. if you pay £10 in your club will receive £8.33

with £1.67 being paid into a vat account.

For any purchases made you will be charged the net amount on the invoice with the vat

being paid out of our vat account. i.e. if you have an invoice for £10.00 only £8.33 will come

out of your account. Please note you must provide a valid vat receipt or invoice.

The main exception to this is when you organise a trip involving coach hire or train tickets

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which are zero rated.

Tour Operators Margin Scheme (TOMS)

If a society is running a trip and is only recovering the cost paid out for the coach and

entrance tickets, then it can be dealt with under the Tour Operators Margin Scheme (TOMS).

Under TOMS the SU does not recover any of the VAT charged to it on the purchase of the

tickets (the coach is classed as zero rated), and will recharge the total gross cost incurred to

the society.

For Example:

Coach Hire £300 + £0 vat

Tickets £200 + £40 vat

Total costs including vat £540

Charge to society £540

The Society should pay in income of £540 which will have no deduction for vat made.

Therefore cost of trip is fully recovered.

If a society is running a similar trip and is expecting to make a profit, the VAT has to be

accounted for on the margin. Using the above example, if the Society pays in income of

£640 then VAT will be deducted from the £100 profit i.e. £16.67 (20%).

The Society will need to speak to the finance office before any transactions are done to

agree how and when the money will be paid in.

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Generating Income

Sponsorship

The Students Union Marketing Department offers a mentoring process to guide students

who wish to seek sponsorship for their Society.

For more information please visit www.bathstudent.com/marketing/internal/sponsorship/

Alumni Grants

All clubs and societies can bid to the Alumni fund for grants. If you would like to make a bid

please speak to the Activities Officer, who will be able to offer you support and advice when

completing your application.

If you are successful in being awarded a grant you will receive an email confirmation from

the Alumni department. They will then transfer the money into the central Students’ Union

account.

Once you have confirmation you can proceed in ordering your goods in line with our usual

procedures. Once the invoice is received it should not be coded to your club account but

have ‘Alumni funded’ written on it. It needs to be authorised in the usual way. This will then

be paid out of the same account the grant is in. None of the transactions will go through your

Society account.

Special Request Fund

The Special Request Fund is run and managed by the Societies Executive Committee.

Money from this fund can be requested under exceptional and unusual circumstances. For

example, if a bit of equipment breaks and your Society cannot afford to replace it.

In order to apply for assistance from the Special Request Fund you will need fill in the SRF

form and submit it to the Activities Officer who will discuss your application with the Societies

Executives. The Executive Treasurer will then contact your chair.

The Edge Development Fund

This fund is available to any Society, Group or Individual that wants to arrange an artistic

project, workshop or event.

For more information please visit www.bath.ac.uk/icia/student/funding.php

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Marketing

The Marketing office can help you promote your event / society across campus and within

the local community. There are a variety of marketing methods available to societies

completely free of charge. Please note there are strict rules about where things can and

cannot be promoted on campus, this rules are set by the University and all societies must

abide by them.

For full details on all marketing options, rules and regulations, specification and contact

details visit www.BathStudent.com/marketing/internal

The Marketing Office can also provide advice on designing and printing any promotional

material.

Bathstudent.com

As well as using your own pages within BathStudent.com to promote your society or an

event you can also have promote through the main homepage. There are options to have a

feature box, a news story, an event listing or a banner advert. For full details on how this

works visit

www.BathStudent.com.marketing/internal

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Society Kit

Ordering Kit for Resale

Many Societies will order hoodies or t-shirts etc for their members to wear.

Decide what clothing/equipment you wish to order and from which company.

Obtain a quote or a price list and work out your clubs requirements.

Send your design and quote to the SU Activities Officer or Polly Hawker for design

authorisation before you purchase any goods.

Fill out an orange Purchase Order Request Form, which you can obtain either from the

Students Union Finance Office or from the finance pages on Bathstudent.com.

Attach any backup paperwork (a quote, pricelist or completed order form) and have the

Purchase Order Request form signed by your Society Chair or Treasurer and by the

Societies Executive Treasurer or Activities Officer.

Work out the individual cost to your members, making sure that if the price quoted does not

include VAT you add in 20% before dividing it. Bear in mind that any income paid in for

clothing/equipment for resale will be net of VAT (less 20%).

Your members need to pay for the clothing/equipment by paying into the Society account.

The best way to do this is to set up products online. If you would like to do this please

complete the Online Product Request Form available here:

www.bathstudent.com/socs/yoursociety/policiestraininginfo/societyforms/

Once your Purchase Order Request Form has been authorised, bring it to the SU Finance

Office and we will write out a purchase order for you. This will give you a Purchase Order

number which you can give to your supplier. They will need to send their invoice to the SU

Finance office. Address:

Student Union Finance

The Finance Office

Level 3, The Student Centre

University of Bath

Claverton Down

Bath

BA2 7AY

Recommended Companies

JMS Stitch and Print Uni Clothing store

Website: http://www.jmsstitchandprint.co.uk/ Website: http://www.uniclothingstore.com/

Phone: 01225 472 888 Phone: 0800 373 503

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Training

Skills Training offers students at Bath University training sessions to develop transferable

skills to improve employment prospects. Training sessions are delivered by external

organisations, University staff and specially recruited student trainers.

To find out more please pick up a Skills Training Booklet, available from the Library and

Skills Training office (1E 3.11) or you can view it online here at: su-training@bath.ac.uk

Event Scenarios to help you plan your events

Event Scenario 1

Your Society would like to organise a Social in Bath for members only. You will need to note

the following:

The club require payment for entry in advance (they will invoice you for this)

You will need to sell tickets to your event

There will be members of the public at the venue

You will need to consider any hazards and risks associated with your event and complete

a risk assessment as necessary

Event Scenario 2

Your Society would like to organise a formal dinner to be held in the Pavilion. Members and

non-members may attend. You will need to note the following:

In order for your booking to be accepted you will need to sign a hire contract, the SU

Activities Officer will need to look over this and authorise it

You will need to speak to the Activities Coordinator to go over your details

The Pavilion will need to be paid in advance

You will need to sell tickets to your event

You will be having a sit down meal – those attending will need to select what they would

like to eat before the event

You would like to arrange sponsorship

You will need to promote your event on campus

You will need to consider any hazards and risks associated with your event and complete

a risk assessment as necessary

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Event Scenario 3

Your Society would like to organise a trip to Alton Towers. You will need to note the

following:

You will need to arrange transport

The transport costs need to be paid in advance by members

You are able to pay for tickets before you arrive at Alton Towers

You will need to promote your event on campus

You would like to buy t-shirts for the trip

You would like to arrange sponsorship to pay for the t-shirts

You will need to decide if you are inviting members and non-members or members only.

You will need to consider any hazards and risks associated with your event and complete

a risk assessment as necessary

Event Scenario 4

Your Society would like to organise a trip to Paris to go sightseeing. Whilst there those

attending will also have free time to do what they want. You will need to note the following:

Contact STA - Student Travel in Bath. When you are organising a trip aboard, Katrina

Malley katrina.malley@statravel.com

You will need to arrange transport

The transport costs need to be paid in advance

You will need to arrange accommodation

The accommodation costs need to be paid in advance

You will need to promote your event on campus

Your members will to need to purchase travel insurance if they do not have any.

You will need to think about the exchange rate.

You will need to consider any hazards and risks associated with your event and

complete a risk assessment as necessary.

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Event Scenario 5

Your Society would like to arrange to hold a BBQ with a marquee by the lake to fundraise for

charity. You will need to note the following:

Fill in the online event planner

Estates will need to be made aware of your plans to erect a marquee

Security will need to be made aware of your plans to have a BBQ – The Activities

Coordinator will contact security for authorisation

You will need to confirm how food/drink will be paid for and who will be responsible

for the money

Food will need to be paid for in advance by the Society

You will need to advertise your BBQ as a fundraiser

You will need to speak to RAG, Marketing and the Finance Office regarding the

fundraising and how it should be publicised.

The marquee will need to be paid for in advance

You will need to promote your event on campus

You will need to consider any hazards and risks associated with your event and

complete a risk assessment as necessary.

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Key Students’ Union Contacts

Activities Office

Polly Hawker - Activities Manager Carmela Lear – Activities Co-ordinator

Email: p.hawker@bath.ac.uk Email: Email: c.lear@bath.ac.uk

Phone: 01225 38 3994 Phone: 01225 38 4860

Hannah Tyre – Activities Administrator

Email: h.l.tyre@bath.ac.uk

Phone: 01225 38 6329

Marketing Office

Helen Freeman Matthew Parsons

Marketing and Promotions Co-ordinator Digital Media Assistant

Email: h.freeman@bath.ac.uk Email: suweb@bath.ac.uk

Phone: 01225 38 6806 Phone: 01225 38 4700

Finance Office

Helen McHenry - Assistant Accountant Geraldine Humpage - Finance Officer

Email: sufinance@bath.ac.uk Email: sufinance@bath.ac.uk

Phone: 01225 38 6903 Phone: 01225 385061/6613

Transport Office

Paul Brooks - Transport and Central Services Administrator

Email: p.brooks@bath.ac.uk

Phone: 01225 38 3800

Skills training (Student Training)

Email: su-training@bath.ac.uk

Phone: 01225 383403

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Your Officers (suofficers@bath.ac.uk)

SU President

Lucy Woodcock

Email: supresident@bath.ac.uk

Phone: 01225 38 3073

Activities Officer Sport Officer

Katherine Moynihan Will Galloway

Email: suactivities@bath.ac.uk Email: susport@bath.ac.uk

Phone: 01225 38 3667 Phone: 01225 38 4092

Community Officer Postgraduate Officer

Matt Humberstone Adam Kearns

Email: sucommunity@bath.ac.uk Email:supostgrad@bath.ac.uk

Phone: 01225 38 5064 Phone: 01225 38 5572

Education Officer

Ben Davies

Email: sueducation@bath.ac.uk

Phone: 01225 38 5084

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