Social Secretary and Events Officer Training Picture?

Social events are a great way to get the whole society together, to share a common interest or just to enjoy yourself. Successful events will provide members with something in return for their membership, and are important if you want to be a successful society.

Health and Safety As the organiser, you are liable for the health and safety of everyone who could reasonably be affected by your event, and you must complete a risk assessment beforehand. Please contact if: you are planning to provide food or drink you think you may need First Aid cover

Marketing Make sure everyone in your society knows about your event by using: Posters & flyers - maybe book a table on Square 3 Social media – and don’t forget to schedule in reminders Electric noticeboards – but Marketing need plenty of notice Keep your Convenor and the Societies Team informed – we can publicise it on our calendar and elsewhere Don’t advertise rival venues on campus, and only put posters in authorised locations – estates will charge for removing them and for any damage caused.

Budget Always OVERESTIMATE your costs (Don’t go crazy but if you think it might cost up to £10 but could be £8 – go with £10!) Don’t forget about VAT – if you aim to break even by charging £30 for a ticket you will make a loss when you receive only £25 Make a spreadsheet of incomes and outgoings (get your treasurer to help with this) Make sure ALL incoming money goes into your SOCIETY ACCOUNT

Event Forms Can be downloaded from essex.su/socshelp Must be handed into SU reception 2 weeks in advance! Attach risk assessments – a guide one can be downloaded at essex.su/sochelp Once handed into reception – Rae/Olga will review and sign within 48 hours Pick up form from reception and take to Estates Helpdesk You will be ed to confirm whether event has been improved Music can only be played in the squares 12-2pm and from 5pm

Food Hygiene 1 Every society should have at least 1 executive member in charge of food hygiene To get a food hygiene qualification you should – we’ll put you on a list and send out information for online To qualify for a food hygiene qualification you should be a second year executive committee member. YOU WILL NOT BE ABLE TO PREPARE FOOD WITHOUT COMPLETING THIS QUALIFICATION

Food Hygiene 2 Food hygiene qualification last 3 years Online test – takes approx 1-2hours to complete If you do not complete a test in advance of food preparation you cannot serve food If you society allows a course to expire without competition your club fund will be fined £15 per test.

Food Hygiene 3 You must complete a ‘Food and Drink Agreement’ This should be submitted a minimum of 5 working days in advance (Not on the day!) A list of ingredients and allergens must be displayed when serving/selling food and drink THIS IS A LEGAL REQUIREMENT You must keep food above or below required temperatures – if you don’t, we will need to throw away! – Slow cookers & Bain marie can be borrowed from the Societies team –

Your First Social The aim is to get everyone talking to each other – keep it relaxed and structured, so that it is easy to join in. Ice breaker games are a good idea Encourage different year groups to mix, avoiding cliques Think about fun, off-campus events - Go Bananas, Rollerworld, Laserquest, Bounce etc.

Socials - Alcohol If alcohol is being consumed ALWAYS make sure that no one is pressured into drinking – people sometimes lack confidence to say ‘no’, especially if they are new alcohol-free alternatives are available someone is able to take responsibility for those drinking. Always arrange some alcohol-free socials

Make sure you read the SU’s Alcohol Policy – this can be found on the Societies Help Page: Essex.su/sochelp

Trips 1 You are responsible for everyone who accompanies you on a trip – always organise a contact number, and consider t-shirts to help people find each other easily Complete a risk assessment in plenty of time – the Societies Team can help with this When collecting in money, give members an earlier deadline than your own – people will inevitably be late.

Trips 2 Package deals – Complicated with VAT – We recommend going with a tour operator such as I Love Tour Coaches – with driver (VAT Exempt – cant claim back) Coaches – you drive (has VAT – can claim back) DON’T KEEP CASH! Risk assess trips before you go

Tips for Social Secretaries Be organised – get everything ready well in advance Be flexible – expect the unexpected, and always consider worse case scenarios Ask for help, if you need it – your fellow execs are there to support you Ask your members what they want to do – they will help you to be creative, and are more likely to join in if they ‘own’ the idea

HELP (1) activities/societies/help/

HELP (2) Societies Guild Conveners ActivitiesNicole ArtsPerry CulturalSaffy Roselan DepartmentalRosie MusicalTheodoros PoliticalKai ReligiousTosin

HELP (3) Societies Guild Officers TreasurerAmanda SecretaryRosie EventsKelly-Marie Charity & FundraisingPoppy Nevin Community & VolunteeringNicolae

HELP (4) Ali Awil – Societies Team

Activity Plan your first social of the year

Any Questions? Ask now Complete an enquiry form – at the front of the room – post into Societies Guild enquiry box in LTB foyer us