Committees Hub

First things first, if you missed the in-person training, make sure you look through the pre-recorded training presentation to get up to speed with everything you need to know. You'll also need to read and sign the volunteer agreement.

Committee Training Recording

Committee Training Slides

*NEW* Video Guides

We're launching a new range of video guides for each topic - talking you through everything you need to know for each area! Watch this space...

Events

Including External Speakers and Fundraising

All documents must be submitted to the Clubs and Socs Officer 4 weeks before the event takes place. The event cannot go ahead until you gain approval. View our events flow chart here as a starting point.

1. Events vs Socials

The first thing to do is figure out if you're planning an 'event' or just a social. Official SU 'events' will often require you to seek permission for funding or hiring out spaces.

A low-key trip to the park or into town with a group is likely a social, whereas, hosting a movie night would be classed as an official 'event'.

You should always email the SU to let us know your plans and we can help you figure out if the formal events process needs to be followed.

2. Planning your event

Use the event form to help you plan out your event. You'll need to provide us with all the details (date, time, activity, itinerary etc.). For bigger events (e.g. if you're hosting a party), you should submit a detailed plan on a separate document alongside the form.

DOWNLOAD THE EVENT FORM HERE

3. Fundraising

An awesome way to enhance the longevity of the club, have fun, support charities and engage members! It is important to be aware of rules and regulations around fundraising.

If you are planning a fundraising event, you should refer to our Fundraising guide (download).

4. External Speakers

An external speaker is anyone that is not a member of staff or student at Hartpury who interacts with your members in any way - this could include demonstrations, practicals, guest talks or anything else.

It is important that you gain approval BEFORE you invite any quest speakers.

View the following documents before you begin planning:

External speakers procedure (download)

External speakers policy (download)

You can submit their name and website / social media via email in advance of completing the full events form, so we can begin background checks as ASAP.

5. Health and Safety

It is crucial that you ensure all events and activities are run safely. Therefore, you are required to identify potential risks and control measures to keep everyone safe.

We've created an SU Risk Assessment (view below) which encompasses most activity - so check there first. If your event involves unusual, high-risk or offsite activity, you'll need to produce your own risk assessment, using the template provided (view below).

6. The Finer Details

Be sure to consider all aspects of your event to ensure it runs smoothly. This could include...

Transport:

Transport options overview

Transport request form

Recurring transport request form

Booking campus spaces:

Booking a room

Hartpury building contacts

7. Promoting the Event

We're here to support you with event promotion! We can:

Promote via social media - tag us or request to collaborate
Promote via the SU website events page - send us the title, date, time, location, photo (or your logo) and short description
Monthly newsletters - we'll need the info by the 20th of the month (to go out just before the start of the next month)

Under 18s processes

Committees of Clubs and Societies with members who are under the age of 18 are required to adhere to the following additional guidance. Before an U18 student can sign up, their guardians must complete the consent form.

risk assessments

Producing a good risk assessment is a big part of almost all activities you plan. We've created an overarching risk assessment which covres a wide range of 'typical' SU activity - check if you're activity is already covered before you create your own. If not, use that one as a guide alongside the template to get started. Remember to include additional safeguarding measures if you have U18 members.

SU Activity Risk Assessment

Risk Assessment Template

Financial Processes

Finance Guide

Make sure you're up to date with our finance processes.

Read the finance guide here.

Budgeting Tool

Treasurers - use this budgeting tool to help you keep track of income and expenditure throughout the year.

Budgeting tool

Online shop request

Looking to update your membership fees or add a new item to the online shop? Complete the request form and send to your clubs and socs officer.

Online shop request form

Remember - all expenses must be approved in advance. Use our simple form to claim back expenses.

Expenses claim form

Need to create an invoice? use our invoice template as guide.

Invoice template

Sponsorships, Affiliations and Donations

Teaming up with external organisations and individuals can benefit your club, your members and the external! Win, win, win. This section explains the difference between sponsorships, affiliations and donations, and how to set them up for your club.

Tip: find externals that are relevant to your club / society (not offering random / irrelevant products)

Sponsorships

A sponsorship is a formal agreement with an external organisation in exchange for goods, services or promotion which benefits both parties. Examples include:

A club promotes a company by tagging them on social media in exchange for items to support a one-off event
A club arranges for a company logo to be embroidered onto clothing in exchange for money to support the club

Got one in mind? Submit an application form to your C&S Officer.

Affiliations

Add a short bio for each team member. Make it brief and informative to keep visitors engaged.

Donations

Add a short bio for each team member. Make it brief and informative to keep visitors engaged.

Brand, Marketing, Merch and Social Media

The way you present your club / society is super important - it creates first impressions for students (your potential members!) and reflects Hartpury SU and Hartpury College and University.

You'll need permission to use Hartpury and Hartpury SU logos.

To help you maintain a positive and professional image, we've put together some guides:

General marketing and logo use guide

Social media guide

Social media top tips

Creating your club logo guide

Setting up merch guide

AGM and Handover

It's that time of year again already?! Handover your club to the new / returning committee for next year...

Behavioural Expectations

Governing documents

As volunteers of Hartpury Students' Union, you are required to follow our behavioural expectations and ensure compliance with our policies and regulations, as outlined in the following:

Hartpury SU Code of Conduct

Volunteer Agreement

Hartpury SU Constitution and Schedules

Committees Hub

Need more help?

Committee Training

Events

Under 18s processes