This page details key information, dates and updates for clubs and societies. 

President & Treasurer Training

In order to re-register your club or society with the Students’ Union, you must complete core training and annual registration documents on behalf of your club or society. We’ve developed a new online system for club and society training, which lets you complete your training from the comfort of your own home at a time that is convenient to you! You’ll also be able to track the completion of your training and registration documents on the Students’ Union website.

Core Training

All presidents and treasurers are expected to complete the following core training modules online:

  1. Intro to the Students' Union
  2. Democracy & Membership
  3. Finance
  4. Running Activities Safely
  5. Event Management
  6. Leadership

You can access these training modules by logging in to the Students’ Union website, clicking on ‘My Profile’ and going to ‘Courses & Training’. You can view training, and instructions for how to access the relevant modules on this page: https://studentsunionucl.org/club-society-committee-training-2021-22.

Annual Registration Documents

Presidents and treasurers are expected to complete the following annual registration documents on behalf of their club or society:

  1. Annual Registration Contract
  2. Core Risk Assessment
  3. Constitution

You are expected to upload these documents through the following webform: https://studentsunionucl.org/forms/club-society-registration-forms.

Please read through the instructions in the webform carefully. If your documents are not completed correctly, your submission will be rejected and you will be required to re-submit the form.

Core Risk Assessments

  • Before any club or society activity can take place, your core risk assessment must be approved. Details on how to complete your risk assessment are provided in the training and webform above.
  • You should not need to make many changes to your core risk assessment, but if you do we can provide you with further support. Societies should contact Carl ([email protected]), and sports clubs should contact Katie ([email protected]) for any queries relating to core risk assessments.
  • Please note that at this stage you are not required to consider any Covid-19 or social distancing related risks.
Welfare Officer Training

Welfare Officers are required to complete core training on behalf of your club or society. We've developed a new online system for club and society training, which lets you complete your training from the comfort of your own home at a time that is convenient to you! You’ll also be able to track the completion of your training on the Students’ Union website. 

Core Training

All welfare officers are expected to complete the following core training module online:

  1. Welfare Training

You can also optionally complete the following training module available online now:

  1. Active Bystander Training

You can access these training modules by logging in to the Students’ Union website, clicking on ‘My Profile’ and going to ‘Courses & Training’. You can view training, and instructions for how to access the relevant modules on this page: https://studentsunionucl.org/club-society-committee-training-2021-22.

You will also be required to complete a module on Mental Health Awareness later in the year. We will be in touch closer to the time once details have been confirmed.

Membership Products, Training Feedback & Mailing Lists

Membership Products

We’re pleased to confirm that we’ll be offering free remote memberships for all clubs and societies again for the 2021-22 academic year. Free remote memberships will allow students to stand and vote in club and society elections, but other than that it’s up to you what this membership gives access to.

If you would like to change your membership products, bearing in mind you will now have a free remote membership product, please fill in our webform below:

https://studentsunionucl.org/forms/club-society-membership-product-request-form

Please complete and submit this form by 10am Monday 23rd August.

If you do not want to make any changes to the membership products listed in your annual registration contract, you do not need to submit the webform above.

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Training Feedback

We would love to hear your feedback on the online training you’ve recently completed.

We’ve created a feedback form which allows you to give us feedback on individual training modules: https://studentsunionucl.org/forms/club-and-society-committee-training-feedback.

If you’d like to give us feedback on the Leadership training, please select ‘Leadership’ for question one (and so forth). You can submit this form as many times as you’d like.

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Mailing Lists

Please note, we have taken paid membership products for 2020-21 off sale. All groups still have their free remote membership on sale for any students wishing to join your activities over the summer. All memberships for this year will expire on the 31st August. Anyone who wishes to remain a member of your group next year will need to re-purchase their membership on the Students’ Union website.

Membership products for the 2021-22 academic year will be on sale at the beginning of September.

Any previous membership or mailing lists you hold should be securely deleted, so you can ensure you are only emailing current members about upcoming activities.

Over the welcome period, we recommend checking and updating your membership list each time you advertise your activities, to ensure no new members are being excluded.

All students must have the ability to unsubscribe from your mailing lists throughout the year.

Welcome 2021

We hope you’re having a great summer so far and are looking forward to what will be a much more ‘normal year’ as club and society leaders. We wanted to get in touch to update you on what we believe the welcome period and specifically Welcome Fair will look like this year.

We want to be completely open and honest with you and recognise there is some uncertainty about what the welcome period looks like due to a lack of clarity from the government. We are working closely with UCL and will keep you up to date as key decisions are made.

Currently, we are working to the following assumptions:

  • Welcome 2021 will have a substantial number of in person events, however digital events will also play a key role.
  • International arrivals may face quarantine periods that will prevent them attending activity in-person.
  • NHS COVID Pass or similar systems may be introduced by the government or Universities for various ‘larger’ events.
  • Although a large number of restrictions have been lifted, we should do all we can to minimise the transmission of coronavirus, and recognise that some individuals will feel nervous and concerned about being in large gatherings.
  • Outside is best - wherever possible we will run activities in outdoor settings.

It is important for us to make all welcome activities as accessible as possible to all incoming students, and so we will help clubs and societies to host a combination of in-person and digital activities during the welcome period.

We expect many international students will be required to quarantine after their arrival, and we recognise that many students may feel uncomfortable getting involved with in-person activities at the moment. We’re therefore considering focusing on a digital welcome in the week beginning 20th September, followed by a shift towards more in-person activity in week beginning 27th September.

Welcome Fair 2021

We’re planning for an in-person welcome fair which will provide opportunities for you to engage with new students. However, we’re going to have to do things a bit differently to manage the risks and, most importantly, make sure that everyone can feel comfortable at the event.

  • We are currently planning for a two-day Welcome Fair on the 2nd and 3rd October throughout the Bloomsbury campus - your club or society will be able to attend on one of these days.
  • On the day you are not on site we will be encouraging you to get involved with our digital welcome fair platform.

 

The good news is that this plan would allow us to give each club or society double the space you would normally have (you might remember those tiny little tables - well hopefully not this year).

We’re also aiming to arrange:

  • 3 performance stages across campus
  • A live broadcast showcasing your activities
  • Spaces available on the main quad for interactive demonstrations

These plans are by no means finalised as we see how the next few weeks pan out. We’re really keen to hear your thoughts and feedback so would encourage you to come along to one of our consultation sessions next week: 

 

Tuesday 10 August at 11.00

Wednesday 12 August at 17.00

In Person Activity Reminder

As you know the UK government has lifted the majority of legal Covid-19 restrictions and is focusing on encouraging everyone to take personal responsibility for protecting themselves and others. With this in mind please see our updated Covid-19 guidance here: https://studentsunionucl.org/students-union-ucl-clubs-and-societies-covid-19-secure-activity-guidance.

We will be running a number of workshops about running events in early September, but if you have any questions in the meantime don’t hesitate to get in touch.

Club & Society Memberships 21/22

We’re very pleased to confirm club and society memberships for 2021/22 are now live on our website: https://studentsunionucl.org/clubs-societies/directory

Please carefully check your membership products listed on the Students’ Union website as soon as you are able.

If there are any issues, respond to this email as soon as you can, detailing the amendments that need to be made. Please do not advertise your memberships until you have checked them carefully. If purchases are made before you are able to check the prices of your membership products we will not be able to make changes to the price of the product.

If you are happy with the membership products that have been set up for you, please purchase your own membership. All committee members (not just presidents and treasurers) must be members of their own club or society.

Anyone who was a member of your group last year is no longer a member. Students must re-purchase membership each academic year. You may notice on your club or society webpage, you no longer have a list of members. As soon as new members join your group, you will be able to see them here. Please delete any old membership or contact lists you have saved – you should only be contacting current members about your activities.

Remember we are continuing to offer free remote membership this year. These memberships entitle students to stand and vote in elections, and should include some basic access to online activities. Other than this, it’s up to you what your remote membership gives access to.

Welcome 2021 Update - Key Information

The Welcome period is fast approaching and there’s a lot going on, so we’ve compiled everything into one email to help you keep track of what you need to know. Please do read through this email carefully as it includes important information for your group

We’ll also be running drop-in information sessions in the week of 6 September, and we’ll email you details of these closer to the time.

Digital Welcome

Welcome 2021 will be taking place from 20 September, with the first week (20 Sep – 26 Sep) having a more digital focus, as we expect many international arrivals may need to isolate. We encourage you to host online events (live-streams, Teams, Zoom, IGTV) to get people interested in your club or society during this week. You can still hold in-person events if you’d like to, but we’d recommend doing this the following week for a higher turnout. We’d like to see each group hold at least an online meet and greet during the digital welcome period. The Digital Welcome Fair Platform will also be live from 20 September and we encourage you to make sure all your content on the platform is updated before this date (don’t worry, we’ll send you details of how to do this shortly!). Take a look at our online events guide for ideas and advice on running your digital events.

The following week (27 Sep - 2 Oct) will be focussed on in-person activity across campus and beyond for new and returning students to enjoy.

Welcome Fair 2021

The in-person fair will be taking place over the weekend of the 2 and 3 October across Bloomsbury campus. Clubs and societies will be invited to attend the fair in-person on ONE of the two days. You do not need to apply for a stall, we’ll contact you to let you know which day you’re invited to attend. The Fair will run between 10am and 6pm, with clubs and societies needing to arrive at 9am on your allocated day.

Welcome Fair Performance or Demonstration

You can apply for a performance slot on one of our stages, or a demonstration space on the Quad by submitting our webform online.

By reducing the number of stalls each day, we can make sure everyone has plenty of space, and help those attending feel more comfortable travelling around the Fair. The day you’re not attending in-person, we expect you to be active on the Digital Welcome Fair platform. Students will be able to interact with your club or society digital stall online; ask your committee questions live; and you’ll be able to link to your events and activities. We’ll also be running a live-stream of stage performances from the in-person Fair, along with interviews and other interactive content.

We’ve put together a brief calendar below of the events we’ve emailed you about so far, to help you keep track of all the opportunities we have available. This isn’t an exhaustive list of all welcome activity, but just the events we’re organising for you to take part in.

Rooms and Space

We’ll be sending out details of block room booking for clubs and societies in the next few weeks, so keep an eye on your emails. You’ll be able to request spaces for your regular activities, and we’ll do our best to provide you with the best space for your group. If you have any questions about room bookings in the meanwhile, you can email us at [email protected]

Please do get in touch if you’re looking to secure a space during the welcome period for an event. You can apply for a slot on the Wilkins Terrace or Quad Marquee during welcome using this form: https://studentsunionucl.org/forms/welcome-event-space-application-form-2021.

Remember to get all your welcome activities (both in-person and online) on to the What’s On Calendar as soon as you can, and tag them as“Welcome 2021 Events”(three separate words, no hashtag).

If you have any questions, please pop us an email and we’ll do our best to help!

Welcome Fair Demo and Performances

You still have time to secure a stage performance or demonstration space in the Main Quad at our Welcome Fair (on the 2nd and 3rd October).

This is one of the best ways to showcase your group and what you can offer new students. It gets you front of the crowd and could even get you on the radar of new members who hadn't previously considered joining your group! Whether you’re having an interactive demonstration like rowing machines or juggling, or want to get on stage to perform some traditional dance or upcoming show teasers – don’t miss out on getting involved.

All you need to do is fill out our online form with your idea and a member of our team will get in touch with you:

https://www7.studentsunionucl.org/forms/welcome-fair-2021-performance-and-demo-space-application

The deadline for submissions is 9am Monday 13th September.

If you’ve already made a submission, a member of our team will be in touch shortly. More information about your individual stalls at the Welcome Fair and what to expect on the day will be sent out in the next few weeks. We’re currently receiving a high volume of enquiries, so if you’ve already emailed us please do bear with us – we’re aiming to reply to you as quickly as we can.

Important Welcome Fair Update

In-Person Welcome Fair – 2 and 3 October 

As you know, this year the in-person Welcome Fair will be a little different, both so we can manage the risks and make sure everyone feels comfortable at the Fair. That’s why your club or society will have a stall on either Saturday or Sunday, and we’ll be ticketing the event with staggered arrivals. We know this isn’t the perfect solution, but after talking to you, we think it’s the best option in the current context. 

Every club and society has been allocated one day to attend the Fair. To find out which day you have been allocated please email [email protected]

The Welcome Fair will take place across UCL main campus, including the Refectory, Wilkins Terrace, JBR, Cloisters and Main Quad. Your stall will be in one of these locations, and we’ll let you know exactly where closer to the time.

Your stall will be two 1-metre tables side by side, and backing boards will be set up for you. You can use these backing boards to put up display items like posters. We’ll provide velcro so you can attach things to the board.

On the day you’re allocated please arrive at your stall by 9:00 to set up your displays and equipment. There will be a safety briefing at 9:30 you must attend. The Fair will officially open at 10:00.

A maximum of two committee members will be allowed for each club/society at any given time. We recommend organising a rota so you can swap out throughout the day. If your stall has more than two committee members in place you may be asked to leave the Fair. 

Remember the deadline to sign up for a performance or a demonstration space on the Main Quad is 9:00 Monday 13 September. We highly recommend putting your group forward, because if you get a slot you’ll also be featured in our live broadcasts (which last year had a whopping 18000 views). To request a slot fill in this form: https://www7.studentsunionucl.org/forms/welcome-fair-2021-performance-and-demo-space-application.

You will not be able to attend the Welcome Fair unless your club/society has submitted your annual registration documents to us. 

Welcome Back Briefings

All presidents and treasurers must attend one of our Welcome Back Briefings below. These sessions will be held on Teams, and will include important health and safety information you need to know ahead of the Fair. If you do not attend one of these briefings, your group will not be able to attend the Fair. 

Monday 20 September | 15:00 – 16:00 | Click here to join the meeting! 

Tuesday 21 September | 17.00 – 18.00 | Click here to join the meeting!

Wednesday 22 September | 9.30 – 10.30 | Click here to join the meeting!

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Digital Welcome Fair

We will be launching the Digital Welcome Fair on Wednesday 22 September. We have updated the platform we used last year to make it easier for you to edit your online stall and promote your events. All you need to do is update your club or society webpage on the Students’ Union website, and your updates will automatically pull through to your stall. 

You will need to follow the how-to-guide here, and update your content no later than midday 20 September

https://studentsunionucl.org/how-to/manage-club-society-stall-for-digital-fair

You will not be able to edit your club/society webpage unless you have completed training and registration. If you don’t have editing access for your club/society webpage, please let us know. 

We know that a number of students may be self-isolating, or unable to attend the in-person Welcome Fair for a variety of reasons, so providing a wide variety of online events is incredibly important. We’re expecting a high volume of traffic to the platform throughout the Fair, so please remember to: 

Add your events to the Students’ Union What’s On Calendar as soon as you can. If you don’t have access yet please let us know.

Run at least one meet and greet event (on the day you won’t be at the in-person Welcome Fair). We'll be directing students to these online events throughout the day in our live broadcasts.

Read our how-to-guide carefully, especially for specific instructions on how to add your ‘live events’ to the Digital Welcome Fair. 

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Showcasing Your Group

We’ve also got lots of other opportunities for you to showcase your activities on the Main Quad in Welcome Week…

Monday 27 September

Sustainability Fair

If your group has an interest in sustainability to secure a stall or a space on the main quad for an interactive activity complete the form here.

Tuesday 28 September

Cultural Societies Takeover

There are still some performance slots available on the main stage and space available on the main quad for demonstrations alongside our cultural food festival – secure a space here.

Wednesday 29 September

TeamUCL Campus Takeover

 It’s another great opportunity to showcase your club to prospective members, and there are still a handful of stall and stage spaces left available. If your club isn’t yet involved, please email [email protected].

Thursday 30 September

artsUCL Takeover 

There are a few performance spaces on the main stage left but you can request yours here.

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Covid-19 Guidance and Risk Assessments

Please make sure you all read and follow our updated Covid-19 Guidance here: https://studentsunionucl.org/articles/clubs-and-societies-covid-19-secure-activity-guidance.

Remember, if you are planning welcome events or activities not covered by your core risk assessment you must submit an additional risk assessment for approval – check out this how to guide for more information: https://studentsunionucl.org/how-to/how-to-create-risk-assessment.

We'll also be running event drop-in sessions next week so please do come along to one of these sessions for more information, ideas and support: 

Tuesday 14 September | 12.00 - 12.30 | Click here to join the meeting! 

Wednesday 15 September | 12.30 - 13.00 | Click here to join the meeting!

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We're really excited to kick this year off, and to support you in making the most of this year. If we can help with anything just let us know.