1. New Exec Welcome 2015 What?When?Where? The Exec Essentials3.00pm-3.50pmGeorge Fox LT 1 Break LUSU Meet and Greet4.00pm-4.50pmGeorge Fox Foyer Break “Use the Force, Groups!” – Make your year the best it can be 5.00pm-6.00pmGeorge Fox LT 5 Exec Admin Drop-in (optional) 5.00pm-6.00pmManagement School A001c Comp Lab

2. What do you want to know? We’re here to help! Ask us anything. The Exec Essentials

3. 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 Ennis Activities Manager Salman Rukhsar Vice President of Activities Ann Jones Societies Coordinator Claire Place Sports England Coordinator Danielle Nash Sports Development Manager Dani Cleeland Activities Intern

4. Exec Essentials Clubs and Societies Exec Pages http://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

5. Managing your Members 1.Update your Club or Society’s database account at student.lusu.co.ukstudent.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!

6. Managing Your Members Add your exec Add your members Ann Jones Societies Coordinator can help with this!

7. Managing Your Members Edit your LUSU website entryLUSU website entry Edit group contact info Send emails to everyone Ann Jones Societies Coordinator can help with this!

8. Sugarhouse Guestlist Sign up on Sugarhouse FacebookSugarhouse Facebook Confirmation email to the group’s email address Sugarhouse use this member list for the Guestlist Ann Jones Societies Coordinator can help with this!

9. 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 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 formAnn Jones Societies Coordinator can help with this!

10. Room Booking To book rooms on campus visit timetabling.lancs.ac.uktimetabling.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 Jones Societies Coordinator can help with this!

11. 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 Jones Societies Coordinator can help with this!

12. 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 NewsletterActivities Newsletter Ann Jones Societies Coordinator can help with this!

13. 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 Jones Societies Coordinator can help with this!

14. 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 PagesClubs and Societies Exec Pages Cas Jenkinson Sports Coordinator can help with this!

15. 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 NewsletterActivities Newsletter Martin Ennis Activities Manager can help with this!

16. Safety Training Food Hygiene Training Email Ann Jones with your name and groupAnn Jones 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 ideaAnn Jones Free First Aid Training Dates advertised on the Clubs and Societies Exec PagesClubs 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 Jones Societies Coordinator can help with this!

17. Events Please 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 PagesClubs and Societies Exec Pages Finances Draw up a budget Apply for funding Ticket sales Marketing Plan your publicity Ann Jones Societies Coordinator can help with this!

18. Marketing and Publicity LUSU Media LUSU Website LUSU Facebook & Twitter Squeak -Send entries to help@lusu.co.ukhelp@lusu.co.uk Activities Newsletter -Send entries via the Clubs and Societies Exec PagesClubs and Societies Exec Pages Student Media SCAN, LA1:TV and Bailrigg FM Posters Ann Jones Societies Coordinator can help with this!

19. 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 Jones Societies Coordinator can help with this!

20. Funding Applying for LUSU Activities Funding 1.Meeting with Ann Jones for adviceAnn Jones 2.Funding info and application forms on Clubs and Societies Exec PagesClubs and Societies Exec Pages 3.Send application electronically 4.Submit 2 weeks in advance to event/project or deadline Ann Jones Societies Coordinator can help with this!

21. Where to Find Money Sponsorship Knowing your value Book meeting with Stu PowersStu Powers Guidance forms and contract template on Clubs and Societies Exec Pages Fundraising External funding –Arts Council –Sport England Alumni Crowdsourcing Stu Powers Commercial Marketing Manager can help with this!

22. Student Led Innovation Josh Dean Innovation Coordinator can 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 got And 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.mini-site launches Josh Dean

23. Expand your Horizons Schools: inspire children with your hobbies/skills/passionsSchools Community: over 60 organisations and charities to work withCommunity Green Lancaster: become an environmentally friendly club or societyGreen Lancaster Overseas Programmes: Lancaster Summer ProgrammeOverseas Programmes Just play: spread your sporting and wellbeing interests furtherJust play Each area can provide support for your ideas and there is scope for funding these projects

24. 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. Clubs and Societies Exec Pages 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

25. 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