1.1 welcome… but from who?

Societies Convention 2007

Grab a seat, we’ll start soon.


1.1 Welcome… but from who?• We are the Societies Federation Committee!

Chair Panayiotis EllinasSSDO Tom Lindsay

Committee members Abbas AlamdarZayna AliSyed AsadCatriona ElliotAndy White

Societies Administrator Pam Walker


1.2 What do we do?• The Societies Federation is the organisation that

supports, develops and looks after all societies.– It recognises new societies– It allocates budgets to societies each year– Looks after the rules governing societies– It gives you access to all sorts of facilities (such as the

Resources Room!)• The Socs Fed Committee is the team that organises

all of the business for Societies Federation.


2. Societies Fair!• Wed 3rd, Thurs 4th, Fri 5th October• Times:

– 10am – 4pm– Arrive from 7.30am– Packed down by 4.30pm

• Floorplans– Here, at the fairs, or online:

www.warwicksu.com/societies/fair


2. Societies Fair cont…• Noticeboards

– Collect from Marketplace and set up– Set yours down at the end of the day– £3 per ½ board

• Get electrical equipment tested at SF stall• Memberships

– Can be bought online or at the tills– Barcodes and shopping cards given out on the day


2. Even more Socs Fair…• ‘How to Get It Right’ guides at the front

– Arrive early! Any time from 8am (if you’re keen!)– Tidy up afterwards – out by 4.30pm– Careful with posters and flyers

• The Societies Federation is there each day to help you out if you need

Any questions?


3. Presidents’ Meetings• When?

– Four times a year (two in T1, one each in T2 & T3)– Dates and times to be arranged

• Why?– To give you crucial information at that time– Allow societies to interact & combine forces– Union South Redevelopment

• To keep you informed• To help you out with your requirements and desires

(Not with George Washington)


4. Impact Training• Details of courses online:

– Societies Exec Section Impact Training• Compulsory Courses:

– Duty of Care– Equal Opportunities– Managing Your Money– First Aid (for trips)– Event Planning (for ALL events)


5. Event Planning• In order to put on an event (including balls,

tours, trips, theatre productions etc.):

1. Have one of your exec attend Event Planning Impact Training

2. Complete an Event Planning Pack EARLY3. Attend an Event Planning Meeting to discuss

your proposal and sort out any concerns4. If approved, go have an awesome event!


5. Event Planning

• Don’t book anything until you’ve had it passed by the Event Planning Committee!

Otherwise you may end up personally liable for the costs.


6. The website


6. The website• Hopefully a much clearer laid out ‘Exec Section’:• Divided into:

• Things You Must Do• Things You Should Know• Money• Things You Might Want To Know• Help!


6. The Website• New bits and pieces:

– The Basics• How to check your emails• How to send emails to exec members and all members• How to check your finances

– Your Corner• How to edit your ‘Public Notice Board’• How to edit your society website

– Legal Info (coming soon)


7. Finances• Look after the interests of your society

– Remember the future generations!• You have control

– Flexibility vs responsibility– Don’t forget the rules!

• Plan ahead, know your financial situation• Help and guidelines on the website

– With more coming soon

Tom Lindsay

Remember that there will be countless execs after you that have to deal with the financial situation you leave them in.


8. Charity Collections• Collecting for charity is great

– There are associated rules – don’t keep £300 in a bucket at your house!

• You must go through Charity Assistance Panel– Email [email protected]– Buckets, money bags, safe and

more available


9. Win money!• Societies Federation is sponsored by KPMG• KPMG Press Portfolio Competition

– The society that uses the KPMG logo and Societies Federation logo the most wins a cash prize.

– Exposure is what they’re after!• More info in the Exec Section on the website


10. Festivals• One World Week 2008

– The world’s largest student-run event– [email protected]– www.oneworldweek.net

• Warwick Student Arts Festival 2008– T3 Week 10– Get your society involved!– Co-ordinator post open – email me for more info!


11. Share Your Passion• Warwick Volunteers can help your society to run projects or

events in the community, eg.– Presentations in schools (Street Law, Unicef, People & Planet)– Workshops (Streetvibe, Big Band)

• We will help by– Publicising your idea to local schools/youth groups– Providing training & advice in working with young people– Paying your expenses– Arranging Criminal Records (CRB) checks

• Contact [email protected] for more info• You could win the Societies Community Award, worth £200


12. Societies Night• Term 2 – date and venue to be confirmed

• Society Awards

• Not just the Society Awards – entertainment!– A chance to showcase your society– If you want to take part (e.g. play music, dance, or anything

you want), email me and say what you want to do

• Let’s make it bigger and better than last year!


13. Equipment• Societies Federation has equipment that you

can borrow from the Resources Room:– Digital camera– Video camera– CD player– Megaphone

• Keep us informed of the equipment you own so we can insure it! Complete your yearly inventory


14. Storage and Office Space• Tidy and organise your storage or office space

– There are 210 societies and some don’t have any– Think about how much you truly need– You’re lucky to have it at all!– Cleaning costs are around £10/hr– You will be charged directly if necessary.

• In Term 1 I’ll be assessing who’s got what and if it’s in use

• Be sensible and reasonable


15. Miscellaneous• Union North notice boards

– If you want one, let me know– General Information space– I’m making space for society event publicity!

• Printing Cap (£15)– Anything over £15 gets charged to the society (and will be checked)

• Parking Permits– Available for campus residents using cars for society stuff– Deadline Friday week 2

• Fairtrade clothing policy – ADM (who are at the fairs)• Bursary! – look out for emails


16. Memberships• All society memberships from before 10th Sept 2007

expired last night• Anyone that has not joined since then is not a

member of the society – and therefore won’t be receiving emails.

• Exec memberships have also expired– These are being worked on bit by bit– Submit your exec sheet!– Let us know if you’re desperate for exec privileges– This does not affect access to society inboxes


17. Questions

• Any questions?


18. Closing• Make sure you’ve signed the register so we

know you’ve turned up!

• Good luck at Societies Fair

• Thanks for listening

• Come to Top B!

1.1 welcome… but from who?

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