To

1
Welcome

• To
• UCC Societies Guild
• Training Seminars 07/08

2
A short introduction

• With Olga Seleznova
• Societies President

3
Societies Guild

• Not to be confused with Executive Committee
• Who are the members of the Guild?

4
Constitution says

• Membership  3.1 Each registered Society of UCC
  shall be a member of the Societies Guild.
    3.2 To be a registered Society, the Society
  needs to have been passed by both the Societies
  Guild Executive and The Joint Board for Student
  Affairs, with the relevant information which
  shall be laid out in the rules of the Societies
  Guild Executive, which shall be available with
  this constitution.  

5
SG Executive Committee

• 6.1 The day to day running of the Societies
  Guild shall be vested in a committee entitled the
  Societies Guild Executive.  
• 6.2 This body shall be responsible for the making
  of policy and rules for the fair and equal
  running of Societies.  
• 6.3 It shall also make policy within the autonomy
  granted to it by the Student Rules of UCC and the
  rules of the Joint Board for Student Affairs,
  which shall be available with this constitution.
    

6
SG Executive Committee

• The Societies Guild
• - Shall distribute monies allocated by the
  college.  
• Shall act on behalf of Societies as required.  
• Shall act to co-ordinate activities as required.
   
• Shall be empowered to make recommendations to The
  Joint Board for Student Affairs concerning
  proposed or existing Societies.  
• Shall supervise and make available Guild
  resources and equipment.  
• Shall resolve inter-society disputes.  
• Shall make policy for the good running of
  Societies in UCC.
• Shall be empowered to establish and grant awards.
   
• Shall be empowered to take such action or make
  such policy as is necessary for the good running
  of the organisation unless such action or such
  policy be explicitly prohibited by this
  Constitution. 

7
SG Executive Committee

• The Guild is administrated by an executive
  committee comprising of the following members
• Societies Guild President
• Six students elected by the Societies at the AGM
• An appointee of the outgoing Guild Committee
  selected from its executive members (Diarmuid
  Angland)
• Students Union Representative (David Frisby)
• SU Administrative Officer (Denis Macdonald)
• Ass. ASA officer (David OLeary)
• ASA officer (Maura ONeill)

8
Societies President

• Olga Seleznova
• 7.1 The President shall be the chair of all
  meetings of the Societies Guild, both Executive
  and all others. S/he shall oversee the good
  running of the organisation. S/he shall be the
  spokesperson for UCC student Societies on the
  various committees to which the Societies Guild
  has representation on
• Tel [phone]
• Email SocietiesPresident_at_Societies.ucc.ie

9
Societies Vice President

• Brendan Hayes SocietiesVP_at_societies.ucc.ie
• The Vice-President will take the place of the
  President if the President is unable to carry out
  their duties or is unavailable. In conjunction
  with the President the Vice-President sets the
  agenda for meetings. The Vice - President takes
  minutes of all Executive meetings. S/He is
  responsible for the records of the Societies
  Guild Executive Committee.
• Guild Rep for Academic/Departmental Societies
  Maths, FECCP, BIS, Commerce, Acc Fin, Management
  Marketing, Economics, Hispanic, German, French,
  Science, Engineering, Food Science, Chinese
• Tel [phone]

10
Societies Finance

• Michelle Cremin - SocietiesFinance_at_Societies.ucc.i
  e
• The Finance Officer is the point contact for all
  financial related queries and questions. S/he
  sits on the Finance sub-committee of the
  Executive as Secretary. S/he in conjunction with
  the president is the lead on financial policy
  formulation. S/he is responsible for financial
  records of the Societies Guild Executive.
• Guild Rep for Creative Arts Societies English
  Lit, Capriccio, An Chullacht, Craft, Cumann D,
  DJ, Dramat, Film, Journo, Live Music, Photo,
  Trad, Comedy and Visual Arts
• Tel [phone]

11
Societies PRO

• Gwen Boyle SocietiesPR_at_societies.ucc.ie
• The Public Relations Officer takes a lead
  in promoting societies and Societies Guild
  activities, and is the editor of the Societies
  Guide.
• Guild Rep for Social Student Support Societies
  and Gaming Role Play Societies Sci-FI,
  Post-grad, LGBT, Irish Sign, Macra, Poker,
  International Students, FLAC, Networking, Mature,
  Pirate, WARPS, Med and Ren, and Reserve Defence.
• Tel [phone]

12
Societies Entertainments

• Dan Ahern - SocietiesEnts_at_Societies.ucc.ie
• The Social and Entertainments Officer is the
  person responsible for all entertainments and
  social events run by the Societies Guild
  Executive. S/he is the lead on all entertainment
  information for societies.
• Guild Rep for Political and Debating Societies
  Classic, Psychological, Fianna Fail, Labour,
  Greens, International Relations, Law, Philosoph,
  Politics, Sinn Fein, Students for Life, Young
  Fine Gael and Archaeological
• Tel [phone]

13
Societies Training

• David Coughlan - SocietiesTraining_at_Societies.ucc.i
  e
• The Training and Development Officer is the
  person who organises training seminars. S/he is a
  lead on all training information for societies
  who which to develop there societies.
• Guild Rep for Charitible and Religious
  Appreciation Societies Amnesty, Bahai,
  Childrens Aid, Christian Union, DWB, Iona,
  Muslim, One World, SvDP, Simon, Suas and Surgeon
  Noonan
• Tel [phone]

14
Societies Projects and Alumni

• Stephen Behane - SocietiesProjects_at_societies.ucc.i
  e
• The Projects Officer executes various projects of
  the Societies Guild Executive. S/he assists with
  the running of special events of the Societies
  Guild. He is also responsible for the formulation
  and administration of the new Alumni scheme of
  the Societies Guild Executive.
• Guild Rep for Academic/Departmental Societies
  Historical, Surgical, Pharmacy, Nursing, Medical,
  Dental, Clinical Therapies, Chemical, BioChem,
  Genetics, PhysicsAstronomy, Environmental and
  Geology
• Tel [phone]

15
The ASA

• The Accommodation Student Activities Office

College Road UCC, Cork, Ireland Tel (021) 490
2276 Fax [phone] Email asa_at_ucc.ie
16
The HUB

• Societies Resource Centre
• Open daily 9-5
• fax
• mailboxes
• computers
• photocopier
• scanner 
• printers

17
Joint Board for Student Affairs
Membership College Registrar College Finance
Officer Academic Council Representative
Governing Body Representative 4 Student Union
Sabbatical Representatives Societies Guild
President Clubs Exec President Administrator of
the Students Union Administrator Societies Guild
Administrator Clubs Executive
18
Insurance

• All Societies are insured through the Guild for
  the following
• Accidental damage to or loss of Society
  equipment
• Liability (i.e. injury or damage to people or
  property)
• However - its past 12,000e.
• Its a complex issue, contact the Guild if you
  have a problem.

19
Awards
Accreditation   Whilst the Societies Guild gives
out general society awards, these are only
recognized by the Societies Guild. There are
however a number of awards which have been deemed
outstanding as to merit UCC recognition on your
academic transcript (your permanent
University record). These are, Society Person of
the Year Award, Bene Merenti and Society
Achievement Awards.   
20
Award winners
Society Person of the Year Ian Power (Journo and
Choral) Society Bene Merenti Diarmuid Early
(Philsoph) Hannah Daly (Mathsoc) Mark Collins
(LawSoc) Paul Crossan (DJ) Michelle Cremin
(Choral) Stephen Crowley (Chemistry) Society
Achievement Award 4 winners  
21
The Basics Of Society Entertainments

• How to be a good social secretary
• With
• Daniel Ahern
• Social Entertainments

22
Presentation Summary

• Purpose of society social events
• Being a good social secretary
• Types of events
• Venues
• Alcohol

23
Purpose of society socials

• Good society atmosphere keeping the existing
  members happy
• Enticing the new members
• Having fun

24
Being a good social secretary

• Friendly
• Responsible
• Organised

25
Types of events

• Night out after the meeting
• Pubs, clubs, late bars, bowling, etc.
• Themed nights
• Karaoke, fancy dress, (insert something
  imaginative here), etc.
• Mystery Tours
• Self explanatory
• Charity Fudraisers
• Quizzes, auctions, speed dating, etc.

26
Venues

• There are plenty
• Take the time to visit a few and speak to the
  managers
• Professionalism
• Negotiate deals
• Dont make promises you cant keep
• Maintain active relationship
• Written Commitment
• Good when they dont deliver
• Bad when you dont deliver

27
Our friend ALCOHOL

• DONT
• Advertise
• Spend Grant money
• DO
• Spend Sponsored/Fundraised money
• Give a maximum of 2 drinks per person (Drinks and
  Litter Monitoring Group rules)

28
Booking A Room

• General Services, not Room Bookings
• Filling in a Form
• The concept of Block Booking

29
Meetings

• Basic Society Events
• What equipment do you need?
• Where can you get equipment if required?

30
Seminars

• Primarily Departmental Societies
• Education/Career Evenings
• Workshops

31
Conferences

• Viability Study
• The Scope of Membership/Interest
• The quality of Speaker or events
• Getting other 3rd levels involved?

32
Conferences

• They dont always make a loss
• Charging People and all that entails
• Sponsor the Event
• Publicise the Event
• Generate interest for further conferences

33
Inter - Varsitys

• Already established or creating a new one based
  on common interest
• How many days?
• Registration Fee
• Sponsorship
• Viability

34
Financing

• We do not finance a loss
• Special App Internal
• Submit applications early

35
U.C.C. Venues

• Student Centre
• Honan Chapel
• The Aula
• Brookfield
• Granary Theatre

36
Health, Safety Disability

• Make sure the venue is safe
• Wheel Chair Accessibility
• Duty of Care Liability

37
Food

• Klyemore cheer
• The Home-made Approach
• Food health safety and regulations

38
How to organise a ball

• With
• Olga Seleznova
• Societies President

39
Aims of Presentation

• How to organise a ball successfully
• How to make it fun for everyone
• How to successfully manage the financial aspects
  of the event

40
Three Ws

• Why?
• When?
• Where?

41
Event Core Elements

• Venue
• Meal
• Band
• DJ
• Bus
• Security

42
Event Non-Core elements

• Pre Ball Reception
• Buses
• Balloons
• Chocolates
• Baileys Reception
• Wine
• Cloak Room
• String Quartet
• Pianist
• Dancers
• Photographer
• Post Ball Breakfast

43
Sponsorship Advertising

• Sponsorship (Cash)
• Sponsorship (Benefit in Kind)
• Advertising Opportunities (Tickets Posters)

44
Event Sample Revenue/Expenditure
45
Afters

• 100 Tickets _at_ 15 1500
• Full Ball Profit 232
• Overall Profit 1732

46
Dos and Donts

• Do record everything such as deals with hotels,
  security, bands, DJs, etc. Put EVERYTHING on
  paper.
• Do present accounts to David OLeary, Assistant
  Accommodation Student Activities Officer.
• Dont book anything without having the quality of
  the service checked by Other people/societies.
• Dont give out too many comps.
• DONT EVER SETUP BAR OR ROOM TABS (CASH ONLY).