Committee Resources

Here are all the links you need to facilitate activity as a society. If you have any questions or would like some help completing these forms please contact societies.su@coventry.ac.uk or your SU staff mentor.

Submit an Activity Request

Download the Risk assessment template

Submit a Guest Speaker application

Download the EDI Considerations Guide

Download the Food and Drink Guide

Student Group Finance:

We use the Student Group Finance system (also known as SGF) for you to request purchases or reimbursements. We have a tutorial video available on our training library.

To access SGF go to your society webpage admin tools and click on the finances option.

Funding:

Your Students’ Union also has a selection of funding available to you to apply for:

• Development Grant: up to £200 per academic year for society development e.g. resources
• Start-up fund: up to £50 for new societies (younger than 3 months) Applications close at 9am on the last Wednesday of every month and will be voted on at the Societies Executive meeting, then you will be notified of the results via email.

Sponsorships:

Alongside your funding options we always encourage societies to source a sponsorship, either short term or long term. You can contact potential sponsors directly and open negotiations for them to sponsor your society. Sponsorships can come in monetary format or as a “Value in kind” sponsorship where you may receive resources or spaces that offset the cost to your society.

Download the sponsorship template to begin writing out your sponsorship agreement. If you would like support with this, please speak to a member of SU staff.

Merchandise:

We encourage all our societies to develop their merchandise offering to members, this is a great way of sourcing income for your society. You must contact your SU staff mentor before purchasing merch so we can support you to build your society brand and process purchase requests. Consider what merchandise suppliers align with your society values, SU values and is within your price range. Merchandise could come in all shapes and sizes, from customised hoodies to branded equipment that’s used within your society.

Fundraising:

You can fundraise for UK charities at your society events, we must report on this so please inform your coordinator as soon as possible.

Find out more about fundraising guidelines in the NUS Student Fundraising Guide and the Gambling Commission’s Fundraising and Lotteries Information.

Find a registered charity number using the Charity Register.

The Society Executive Committee meet on the last Wednesday of every month. Make sure to send in any submissions or agenda items by 9am on the last Wednesday of the month for these to be presented in the meeting! you can submit agenda items for discussion, submit funding applications or nominate for awards, these are all voted on at the Society Executive Committee.

Visit the Soc Exec webpage for full details, minutes and to see if there are any vacancies.

Promoting your society is an opportunity for you to grow members and interest amongst students.

There are some techniques and opportunities you can use to promote your society.

• Schedule regular activity, this allows you to advertise future events (provided they have been approved) and allow students more time to consider their availability.

• Book a stall space on campus to promote yourselves

• Achieve society excellence awards

• Send your SU staff mentor some photos and suggested content to help them share to other staff, newsletters or social media.

• Tag @yoursu.london on Instagram, whilst we cannot share everything, we will try to reshare stories etc.

• Post in the Societies Microsoft Team, this is a great space to share your society information to likeminded students who may be able to support reaching a wider network.

• Post on your AULA spaces about your society.

• Got other ideas? Share them with us by emailing societies.su@coventry.ac.uk

If you plan to affiliate to any organisations outside of the students’ union, you must complete an external organisation agreement and submit to societies.su@coventry.ac.uk.

External organisations can be national bodies, local chapters, public organisations that your society would like to register with.

The external organisation form sets out what the agreement and expectations are of the partnership, what resources or support you expect of the external organisation and what they expect of you as a society.

All committee members must complete the mandatory online training.

This training is open to all so even if you have not started a committee role yet, you are welcome to complete the training to review the expectations of being on a committee.

Societies are also invited to set out their own development plan to work towards goals or objective you’ve set out within your society. Download a copy of the template development plan document.

You can visit our video training library online, please email societies.su@coventry.ac.uk if you would like an additional training or guidance

• Societies must show evidence of attempting to achieve the affiliation criteria.
• Committee members are expected to agree and abide by the code of conduct they agree to at the end of training.
• You are expected to adhere to all points within the guest speaker policy when hosting externals.
• You are expected to maintain good communication with SU staff throughout your time as a committee member
• You are expected to complete the appropriate handover process when requested by SU staff at the end of your time on committee