Top Tips for Avoiding a Festive Society Punch-Up

Ever heard of the November blues? Over the half way point of the first term, the excitement of welcome week seems like a distant memory, the Christmas still seems an age away and all too real is the essay deadline you've been putting off for the last three weeks.

This is about the time that you start getting a bit ratty about the fact that your housemate listens to ‘that dubstep remix’ on repeat when you are trying to sleep, that the guy who sits next to you in lectures never seems to make as many notes as you or do the reading but never fails to get a first and to top it all the president of the society you are a member for is really getting on your nerves. The kicker is that they’re all the same person and you spend most of your time around them.

This is when societies go into meltdown!

So here are some tips you might like to consider before you casually lace their morning brew with a dusting of constipation medicine sufficient in strength to drain the colour out of the boldest ox and sweat the bristles off a badger’s bum.

Have you read The Societies Handbook? It is available here kentunion.co.uk/societies/runsociety/societyforms/ to all societies and is packed full of useful information. It is a one-stop shop for basic queries and a great starting place for you to start if you need information.  

Have your committee attended societies training? A big training day is held at the beginning of the first term and at the end of the summer term. However, there will be some mini top-up training sessions organised throughout the year. If you are interested in attending one of these either because you missed the training at the beginning of the year or because you’re a new society then e-mail standout@kent.ac.uk to book your place on the course. If there is any additional training you feel would be useful then you can also send requests to the same address.

Are you struggling to organise an event? Remember that external organisations will want one point of contact between you and them. This helps the Union also. It’ll make things easier for you as everyone will be on the same page and have the same information.   

Plans scuppered by others? Although it can be difficult to do this try and plan as far in advance as possible. It takes 3 weeks to get permission for an external speaker, a week to book a room, three weeks to apply for a performance licence etc. The bigger the event and the more people involved the greater the chance that somewhere along the chain something will get delayed. Or lots of something’s.

Have you got written role descriptions for your committee members? This is something that can be very useful as the society can outline the voluntary role responsibilities in advance giving the committee something to refer to if allocated tasks are not being completed. You can even have individuals sign this when they ‘take office.’ If you would like to see a copy of a template try contacting Steph s.l.j.hughes@kent.ac.uk.

Delegation of tasks: This is an important tip for presidents. Trust your team! Sometimes entrusting a member of the team with a task can be very empowering, it also means that you don’t have all of the weight on your shoulders. Conversely, giving someone a task and then micro-managing them or not entrusting them with anything at all can be very dis empowering  This is a difficult technique to learn if you have had no previous managerial experience but it is key to maintaining a cohesive team and achieving great things. Don’t underestimate your volunteers; they can achieve incredible things with a little freedom and your presidential support.

Document your committee meetings. If something is agreed, get it in writing. This is the responsibility of the secretary to do.

Have you got an up-to date constitution? This isn’t something you should be having on every society committee meeting agenda, if you do then you’ve probably got other issues in the committee that need addressing. This is the document the committee, members, staff, myself and Union chair refer to when needing clarification or when things go wrong with elections or democracy within your society. Not having an up to date constitution means it’s difficult to get union support. I have about 40-50 digital constitutions. If you’re not sure if you’re one of the groups these belong to, contact us in the office.

Money worries? Read the handbook and find out what kind of support is available. Do you really know how much is in your account? Do you know how the grant system works and that you are entitled to more than meets the eye on your accounts? If you’re not sure... ask! One of the reasons the trustees struggle to justify more money for societies is that they never spend what they have.

Societies federation, Your Union zone and Union council and A.G.M. are your voice on campus not only as individuals but as societies. If you want to be represented and informed then you need to show up.  The most successful groups are the ones that keep abreast of the latest information and the ones leading the pack are the ones setting the trend. If you don’t know when, what or where the meetings are then ask!

Make friends with other societies. Many hands make light work, two heads are better than one etc. This is a great way to boost the membership of your society as well as pool resources, contacts and cash. This applies to KTV, CSR and Inquire as well. Nothing wrong with a bit of mutual back-scratching.

Are you on the KSCV scheme? If not, why not? As a society committee member you are a volunteer and this means that you are eligible for the KSCV. Contact Natalie n.tiu@kent.ac.uk if you want to know more or visit the website www.kentunion.co.uk/eandv As part of the scheme you are entitled to reviews with a member of staff where you can flag any concerns you have with your volunteering or society.   

Has it all just gone a bit Pete Tong? Want to come in and talk about it? If things have really gone ‘a tad bad’ then we can do mediation meetings with a staff member and officer and work out a way forward for your society.  

  

  

   

Popcorn, Websites and Scratching

One of the most rewarding areas of my Manifesto to work on has been the Gulbenkian 'complex'. Every meeting with the (fairly) new Gulbenkian team is positive and it feels like we are moving forwards, improving the engagement and dialogue between students and our on-campus arts facilities.

As with everything there are frustrating barriers to be overcome or worked around but in the last 18 months I've started to see real change. Attendance in the cinema is up to 30% students, which might not sound like a lot but outranks many on-campus cinemas around the country, the next target is the theatre. Other projects that I am working with the Gulbenkian to implement include a volunteer scheme which will support interested University of Kent students to experience technical  front of house and theatre marketing in a professional arts complex under the watchful eye of experienced theatre professionals. The value of this to students is unquestionable especially for those who which to enter into a career in the world of theatre. The Gulbenkian was my first experience of working in a professional theatre and I'm passionate to cement this scheme before it is time to 'shuffle off this representational coil.' Another fabulous opportunity available to students is the Gulbenkian feedback forum (which I informally call the G-spot) where everyone has the chance to offer their 'tuppence worth' as Grandpa would say and help to improve the Gulbenkian experience. 

I thought I'd include some of the Topics discussed in a Q+A style here for those who couldn't attend.

Q: What are the obstacles to the Cinema showing blockbusters in release week? If we could see the films that the Odeon shows, the Gulbenkian prices are much more student-friendly.

A: Film distributors often put caveats on cinemas getting the films such as 'x' number of showings in the first week. The Gulbenkian only has one screen and is heavily restricted as to when it can show films.

Q: Why can't the cinema be more flexible in its showing times in the week?

A: The cinema is not released from timetabling until 6pm. Until this time it is used as a lecture theatre. Low availability of lectures theatres means there is little flexibility here.

Q: What about Wednesdays?

A: On these afternoons the cinema is used for UCAS Days for potential future students.

Q: What don't you serve proper popcorn?

A: Some people think it goes against the 'arthouse vibe' of the cinema.

Q: Yeah but doesn't everybody love popcorn? Especially students?

A: We'll take your feedback onboard and look into buying a machine.  

Q: Can we take popcorn into the theatre?

A: It depends on the company, if its a quiet show possibly not. But for comedy, perhaps. 

Q: The Cafe seems really expensive which is why some students are put off from eating there. Why is this?

A: This is down to having to charge V.A.T to everyone when they eat (making it 20% more expensive for students but no more expensive to staff.) We're looking at ways to keep the price down for students and keep the quality high. 

Q: If we wanted to see a particular film or re-run would that be a possibility?

A: Absolutely! let us know about it. We already do this through the customer comments section but we're looking at whether we could have online polls where students could vote for films.  

Q: What's the chance of using the theatre if available for open rehearsals if we're drama students?

A: Talk to us. 

Q: How can we get involved?

A: Contact Kenny at the Union union-activities@kent.ac.uk or Jess at the Gulbenkian j.l.thomas@kent.ac.uk.

Hi everyone, 

I am currently participating in Movember as are my all male team of colleagues where we all grow and sport moustaches to raise money for prostate cancer research. 

I did this about two years ago as its something that has affected many people close to me  

The link to our team page is here - http://uk.movember.com/team/534917 where you can either make donations to the team as a whole or to individuals.

Update and Union Council Report

Vice-President (Activities)

Priority Campaign: The completion of the University commissioned feasibility study was completed giving us some concept designs to shape how the buildings might look and work. At this stage these are concepts and not architectural designs. We are campaigning for University investment in student facilities not specifically this design. Working closely with volunteers, staff and officers we have jointly lobbied senior university staff and are working to campaign deadlines successfully. My thanks go to everyone who supported the photoshoot outside the library. We aim to have the postcards signed by as many students as possible to deliver to the Vice Chancellor by Christmas. We are also investigating other sources of funding for the building.

National Demo:  I supported and attended the national demo taking 2 coachloads of students from Medway and Canterbury to the march. Although wet, people seemed to have an enjoyable time retuning on schedule with no injuries or incidents.

Refreshers Fayre: I have been working to arrange plans for the Refreshers’ fayre, date being February 7^th being primarily based in the Eliot Dining Hall. I will be working with marketing and the officers to draft a brief for future events to ensure that student groups get the maximum benefit from Welcome and refreshers Fayres given the targets for marketing sales at the events.

Worldfest: I’m currently working with the international development office to develop worldfest ‘bitesize’ which will celebrate annual cultural, international events. I am exploring the scope for student group involvement in this project and if anyone’s’ society has an annual event they celebrate please drop me an email at union-activities@kent.ac.uk The Union’s contribution, to the main Worldfest Event in February (a celebration of international culture) will be the international (talent) showcase. This will be the 6^th event I’ve been involved with being performed in the Gulbenkian theatre with cash prizes awarded to the top performing groups.

International Students: I’m working with staff and international development to implement the ‘Go Global award’ a funding award given to the best student international/cultural project proposed. My endeavours to have a regular international night on campus are ongoing.

Gulbenkian: The second feedback forum was 26^th November where students are able to give opinions on the running of the Gulbenkian and shows and films available. Development in the last year at the complex has been excellent although we still have a long way to go. Student attendance is at a record high this year and there is greater increased student programming.  I’m working with the Gulbenkian to pilot the technical, front of house and marketing work placement project which is the final strand of my Campaign to be completed.  

Societies: Societies have experienced massive growth over the last 18 months putting pressure on existing systems and available staff and volunteer time. Other than the priority campaign this has consumed the largest portion of my time and the activities team are hard put to deal with queries in a timely manner. I firmly believe that a significant investment in staff is needed, for sports and especially societies, a point I shall be making strongly at board level up until my last representational breath in June.  Staff and I have been developing a quality mark framework to help support society development and this has included mine and the Students with disabilities officer’s work on societies’ accessibility and inclusivity of disabled students. The societies and SLVG storage facility is continuing to be delayed whilst waiting for other building developments. I am assured the facility will be complete by Christmas but have not been given a fixed build completion date. The original deadline hoped for was April 2012. The Societies Stand-out Scheme has continued highly successfully this year and has put an estimated £2K in student groups’ accounts and developed approximately 200 students’ employability skills since May 2012. I’m continuing to work with VP (Sports) to develop a workable transport option that works for all our student groups although limited funding and staff changes have caused delays in this. I am working to develop a technology strategy to put our current paper systems online allowing for online viewing, allocating and planning of groups’ accounts. The ongoing implementation of this strategy will massively reduce paperwork, waiting time and free up more stafftime to deal with student queries. Societies are currently breaking all time membership figures for this time of year, so well done to all involved! Approximately £2k of development funding has been allocated to societies since September by societies federation committee.

Volunteering: Student Led Volunteer Groups have experienced growth, totalling about 15 groups with funding being allocated by volunteering committee. Employability and volunteering week is being planned for February with training, lectures and many opportunities to meet volunteer organisations.  Approx 30,000 volunteering hours have been logged so far this year.

Media: CSR was shortlisted for two National Student Radio Awards and although we didn’t win the catagories, a great evening was had by all attendees at the awards ceremony.  Sadly CSRs conference bid was unsuccessful but there is good chance we may win the bid next year as it was University facilities not our own that seemingly let us down. CSR, Inquire and KTV continue to output high quality work and are really building on their foundations this year. CSR continues to seek investment as a matter of priority as the project is expensive to run and may be at risk if an injection of funding is not found.

Zones: I have attended the zones, being impressed by the range of ideas and quality of debate. It has been great to see so many students involved in Union Policy making.

Medway:  I have been spending considerable time at the Medway campus, training and supporting Medway volunteering committee as well as U.M.S.As Societies Council and Committee. Kent Medway students have elected their Volunteering committee chair Harriet, who I am pleased to welcome to Union council today.

Ents Forum: This is ongoing and functional in its second year with useful feedback coming through to licensed trade from a range of different students meeting twice monthly.

Wifi: The Completion of WIFI in Woolf, a campaign priority highlighted by 500 Postgrads in my 2011 Survey ‘PG Tips’ has finally occurred. This has been extended to all colleges by lobbying from the Union president. Congratulations to Tom and Claire Powell (Kent Graduate Student Association chair) for their respective work in the lobbying for this achievement. It wasn’t easy.  

RAG: Engagement numbers are great and I’m very impressed with the team’s work which I know has not been without challenges this year. More detail will be covered in Nick Shields’ report.

Blog: www.buddblogging.blogspot.co.uk                               Twitter: @kbuddinyourface