New Exec Welcome 2015What? When? Where?

The Exec Essentials 3.00pm-3.50pm George Fox LT 1

Break

LUSU Meet and Greet 4.00pm-4.50pm George Fox Foyer

Break

“Use the Force, Groups!” – Make your year the best it can be

5.00pm-6.00pm George Fox LT 5

Exec Admin Drop-in (optional)

5.00pm-6.00pm Management School A001c Comp Lab

What do you want to know?

We’re here to help!

Ask us anything.

The Exec Essentials

LUSU Activities

What do we do?

Who do you need to know?

•Clubs and Societies •Development•Support your projects and events •Run large campus events

Cas Jenkinson Sports

Coordinator

Martin EnnisActivities Manager

Salman RukhsarVice President of Activities

Ann JonesSocieties

Coordinator

Claire PlaceSports England Coordinator

Danielle NashSports Development Manager

Dani CleelandActivities Intern

Exec Essentials

Clubs and Societies

Exec Pageshttp://lusu.co.uk/my-union/clubs-societies-exec/

LUSU Activities Newsletter

• Tuesday in odd weeks

• Sent to your personal email

• Important sign-ups, exclusive

opportunities and training

Events

Managing your Members

1. Update your Club or Society’s database account at student.lusu.co.uk

2. Enter the account using your personal LUSU number and associated password

3. You will need to Add members Add your exec Ann Jones

Societies Coordinator

can help with this!

Managing Your Members

• Add your exec • Add your members

Ann JonesSocieties

Coordinatorcan help with this!

Managing Your Members

• Edit your LUSU website entry

• Edit group contact info

• Send emails to everyone

Ann JonesSocieties

Coordinatorcan help with this!

Sugarhouse Guestlist

• Sign up on Sugarhouse Facebook• Confirmation email to the group’s email address

• Sugarhouse use this member list for the Guestlist

Ann JonesSocieties

Coordinatorcan help with this!

Emails

• Most of you will have a Club or Society Lancaster email account

• If you have forgotten the account details for this email

1) Proof of exec: make sure you’re an exec member on student.lusu.co.uk

2) Ask ISS for the email account info

iss@lancaster.ac.uk

• If you do not have a Lancaster email account, ask Ann Jones for an email application form

Ann JonesSocieties

Coordinatorcan help with this!

Room Booking

• To book rooms on campus visit timetabling.lancs.ac.uk

• Enter using your Club or Society Lancaster email account’s

Username and Password

Spaces: Lecture theatres and seminar rooms

Times: Weekdays after 6pm, anytime on weekends

-Must book before 12pm for the same day

Confirmation: Confirmed only when a confirmation email is received

Ann JonesSocieties

Coordinatorcan help with this!

Room Booking

Tips and Hints

• Guest Speakers: Submit guest speaker form available on the

Clubs and Societies exec pages

-1 weeks notice needed• Sleepovers: Can be organised under certain circumstances.

-1 months notice needed

• Responsible room usage:

-No food or alcohol (bottled water is allowed)

-Must be put back to its original layout

-No rubbish left behind

Ann JonesSocieties

Coordinatorcan help with this!

Flat Floor Space

• Space suitable for dance, martial arts, performance practise and other physical activities

• Weekly sessions available

Playroom

Brandrigg room

George Fox Foyer

Minor Hall and

County South LT

• Sign up form in the end of term Activities Newsletter

Ann JonesSocieties

Coordinatorcan help with this!

Finance

Bank Account• Community/society account• 3 signatories required to manage account

President/Captain,Treasurer and Secretary or equivalent

Bank Account Hand Over• New exec need to take over the rights of the account• New and old exec go into the bank together

Managing Finances• Keep receipts and invoices• Keep an annual budget• Project and event budgets• We offer support and Guidance

Ann JonesSocieties

Coordinatorcan help with this!

Transport

Minibus Hire• 9-17 seaters• LUSU minibus £30 (only 3 available) • Marshal’s Minibus £75-£90• You will need a minibus driver

Minibus Driver Assessment• 21+ and full clean license• 2 years driving experience• Register driver with LUSU

Coach Hire• Choose your company independently• Usually require direct payment

Using your own car Licence MOT Certificate Insurance Tax Disc

All registration online on the Clubs and Societies Exec Pages

Cas JenkinsonSports Coordinatorcan help with this!

Health and Safety

Do you know what risk level your group is?

Low risk groups: President responsible for health and safety of group

Medium & high risks groups: Must have a Health & Safety officer

Duty of Care Training (DOC)• The Health and Safety essentials to running your group• Presidents/Captains and Health & Safety officers must attend• Michaelmas term• Sign up in the Activities Newsletter

Martin EnnisActivities Managercan help with this!

Safety Training

Food Hygiene Training• Email Ann Jones with your name and group• Free and certificate valid for 3 years

Safeguarding Training • For working with children or vulnerable people• Email Ann Jones with your name, group and project idea• Free

First Aid Training• Dates advertised on the Clubs and Societies Exec Pages• Take your payment to the LUSU Reception to sign up• Cost associated and certificate valid for 3 years

– £60 per exec– £40 for medium and high risk exec

Ann JonesSocieties

Coordinatorcan help with this!

EventsPlease bare with us!

Planning• Event plan• 2 weeks notice minimum (sometimes 1 month)• Risk assessment

Bookings• Flat Floor space for rehearsals • Room bookings on campus

• Guest Speaker Request Forms• PA Kits• Marquees

-Book on Clubs and Societies Exec Pages

Finances• Draw up a budget• Apply for funding• Ticket sales

Marketing• Plan your publicity

Ann JonesSocieties

Coordinatorcan help with this!

Marketing and Publicity

LUSU Media• LUSU Website • LUSU Facebook & Twitter• Squeak

-Send entries to help@lusu.co.uk

• Activities Newsletter

-Send entries via the Clubs and Societies Exec Pages

Student Media • SCAN, LA1:TV and Bailrigg FM• Posters

Ann JonesSocieties

Coordinatorcan help with this!

Funding

LUSU Activities Funding

• Projects and Events• Equipment• Transport Up to 50% of costs• Coaching and Instructing Up to £20 per week• Competitions Up to 50% of costs

We do not fund• Food• Donations to charities• International travel• Accommodation• Retrospective applications

Ann JonesSocieties

Coordinatorcan help with this!

Funding

Applying for LUSU Activities Funding

1. Meeting with Ann Jones for advice

2. Funding info and application forms on Clubs and Societies Exec Pages

3. Send application electronically

4. Submit 2 weeks in advance to event/project or deadline

Ann JonesSocieties

Coordinatorcan help with this!

Where to Find Money

Sponsorship• Knowing your value• Book meeting with Stu Powers• Guidance forms and contract template on

Clubs and Societies Exec Pages

• Fundraising• External funding

– Arts Council– Sport England

• Alumni• Crowdsourcing

Stu PowersCommercial

Marketing Manager can help with this!

Student Led Innovation

Josh DeanInnovation

Coordinatorcan help with this!

We want you to change (and break) things!What?

• Student Led Projects – New and ground breaking ideas• Social Action – Use your skills to empower the community• Entrepreneurial – From being more sustainable to making more out of

what you’ve gotAnd much more…

How?• Our new mini-site launches next week, but in the mean time, email

Josh Dean or pop in the office for a chat.

Expand your Horizons

• Schools: inspire children with your hobbies/skills/passions• Community: over 60 organisations and charities to work with• Green Lancaster: become an environmentally friendly club or society • Overseas Programmes: Lancaster Summer Programme• Just play: spread your sporting and wellbeing interests further

Each area can provide support for your ideas and there is scope for funding these projects

Skills Sessions

We’re holding lots of useful skills sessions over the year, check out the Clubs and Societies Exec Pages for more info and to sign up.

Events and Projects

How to get Activities Funding

Social Media to Raise Profile and Engage Students

Sustainability, Budgeting and Finding Money

and lots more!

Sign up now!

http://lusu.co.uk/my-union/clubs-societies-exec/activities-training/#SkillsSessions

Keep in Touch

Stay in contact and tell about your projects, ideas, problems or just for a chat! We love hearing from you.

One last thing….• Correct contact details• Exec registration (Budget and constitution) Michaelmas Term• Regularly check your club or society post

-kept in the red pigeon holes at the LUSU office