Social Secretary and Events Officer Training

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• 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 SafetyAs 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 socguild@essex.ac.uk if:

• you are planning to provide food or drink• you think you may need First Aid cover

MarketingMake 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 emailed 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 email

socguild@essex.ac.uk – we’ll put you on a list and send out information for online course.

• 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 – email socguild@essex.ac.uk

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 - AlcoholIf 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)

http://www.essexstudent.com/activities/societies/help/

HELP (2)Societies Guild Conveners

Activities Nicole Tang tytang@essex.ac.ukArts Perry James paejam@essex.ac.ukCultural Saffy Roselan Johar sarose@essex.ac.ukDepartmental Rosie Redstone rredst@essex.ac.ukMusical Theodoros Lambrou tlambr@essex.ac.ukPolitical Kai Lim yklim@essex.ac.ukReligious Tosin Oshodi ooosho@essex.ac.uk

HELP (3)Societies Guild Officers

Treasurer Amanda Murray amurrac@essex.ac.ukSecretary Rosie Redstone rredst@essex.ac.ukEvents Kelly-Marie Holden kholde@essex.ac.ukCharity & Fundraising Poppy Nevin Adley pnevin@essex.ac.ukCommunity & Volunteering Nicolae Radulescu nradul@essex.ac.uk

HELP (4)

Ali Awil – vpactivities@essex.ac.uk

Societies Team –socguild@essex.ac.uk

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

• Email us