Committees Hub
Access all the training, tips, resources and information you need to be a successful committee.
Need more help?
Contact your Clubs and Societies Officer for 1:1 support - studentsunion@hartpury.ac.uk
Annual Essentials
Committee Training
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.
C&S Procedures
A comprehensive document that details step-by-step instructions on how to approach every responsibility, from events, to under 18s, to AGMs, and much more.
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 planning 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 a 'social'. Official SU 'events' will often require you to seek permission for funding or hiring out spaces.​​
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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.
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Once complete, please send to studentsunion@hartpury.ac.uk at least 4 weeks before the event. ​
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:
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.
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You can submit their name/website/ social media via email in advance so we can begin background checks ASAP.
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Refer to the external speakers policy in advance:​
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 a general SU Risk Assessment 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.​
7/ Promoting the Event
We're here to support you with event promotion! We can:
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Promote via social media - tag us or request to collaborate
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Promote via the SU website events page - send us the title, date, time, location, photo (or your logo) and short description, and we'll upload it
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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
Committees of Clubs and Societies with members who are under the age of 18 are required to adhere to the our U18s procedures. Before an U18 student can sign up or participate in any activity, their guardians must complete the consent form.
Finance
When planning anything related to club/soc finances, the first step is to contact the SU. We can let you know how much is in your account and help with planning. Most importantly, any use of finances must be approved in advance by the SU budget holder. This can take a couple of weeks.
finance Policy
Make sure you're up to date with our financial policy.
Expenses claim
Remember - all expenses must be approved in advance. Use our simple form to claim back expenses. Remember to attached your receipts to the email alongside the form.
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.
All sponsorships and affiliations must be applied for are receive approval in advance. We have a joint sponsorship/affiliation application for, just fill out the sections relevant to you:
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Tip: find externals that are relevant to your club / society (not offering random or 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:
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A club promotes a company by tagging them on social media in exchange for items to support a one-off event
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A club arranges for a company logo to be embroidered onto clothing in exchange for money to support the club
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Got one in mind? Submit an application form to your C&S Officer.​
Affiliations
Your club or society can become affiliated with external organisations, even if they do not ‘sponsor’ you. This could be:
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A venue you regularly use for training sessions
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A charity that provides resources for you to share
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An organisation that delivers regular (e.g. weekly) sessions for your members
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Affiliations vary depending on your activities.
Donations
A donation is a gift of money or item(s) to the club or society from an organisation or individual. The club do not provide anything in return and do not use any facilities or resources.
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This can sometimes come from committee family or friends, or individuals who strongly support the work / aims of the club.
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.
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To help you maintain a positive and professional image, we've put together some guides:
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Annual General Meetings
It's that time of year again already?! Hold your AGM to reflect on the year, make plans for next year, and elect your new committee!
