Running a Club, Society, SLS or Association can be a scary thing, and often a very daunting challenge. But fear not; support is at hand to help you manage and run successful Student Groups.
This is your online resource on everything you may need to know, from how to upload a finance request, to publicising that big event. If you do need more information, some help or just someone to chat an idea through with then please do give one of the Activities Team an email or call.
Annual General Meeting
An AGM doesn't sound like the msot exciting of events, so think about how you're going to encourage people to attend. At least 50 percent of your overall membership should be in attendance for your AGM to be valid. Some groups order in pizza, some hold their AGM during one of their events. What will work for you?
Student Groups should include the following in their AGM. Remember, EGMs do not require a financial or annual report.
Annual Report
A review of the last year, highlighting the group's main achievements, the issues that the committee have faced, and anything else worth noting. Allow members to ask questions before a vote to accept of reject the report.
An example report can be found here.
Financial Report
The Treasurer should review the finances for the last academic year. A financial report should include the following.
Balances for all accounts at the beginning of the year
Current account balances
Income from membership fees, sponsorships, etc.,
Any grants awarded by the Student's Union and how these were spent
Expenditure for key events or trips
Any other information you think is important
Allow members to ask questions before a vote to accept or reject the Financial Report.
An example report can be found here
Constitutional Amendments
Members can propose an amendment to a group’s constitution, which must be passed at an AGM or EGM. Proposals should be submitted to the committe in advance of the meeting, but you can take proposals during the meeting if you wish.
A discussion of proposals should include the following.
Introductory speech from the proposer of the action
Speech against the motion, if someone wants to speak against it
Further rounds of speeches, at the discretion of the chair
Questions and discussion amongst members
Vote through simple raising of hands
You must check that any successfull proposals are valid– contact the SU if you need this checking.
Approving the Constitution
Your constitution is the agreement your group makes when they affiliate to the SU. Without this, you cannot be an affiliated group and therefore would fold. Make sure at the end of your AGM you vote whether to approve the updated constitution or not. If approved, submit this as part of your handover
Any Other Business
Any other business–AOB– allows members to have their say on any issues relating to the group. You should allow time for this at the end of your AGM.
Afterwards, the Student’s Union needs a copy of your updated constitution. Let us know if anything needs updating, e.g., group name change, or roles added.
Committee Elections Guideline
Committee members are elected by your members to lead the group, arrange activities, and represent the group’s needs. All Student Groups must run their elections through our website– this allows your members the opportunity to run for a committee position and vote for who they want to lead the group. Find ut more about running an election here.
Committee Elections Guidelines
Groups should follow the below procedure to set up and run their elections. You can also find a step–by–step guide in the committee handbook , which all groups should follow. From 2025, there are regulations for both societies and sports clubs to follow. You can see the committee elections guidelines here.
The Nominations Period
When setting up your election, the nomination period should last a minimum of
one week. This gives all members time to consider running in the election. If there s someone who you think would be a great committee member, tell them. Your encouragement could persuade someone to run.
Elections appear on your group s webpage. Contact your coordinator if you can t find your election. Share the links to your social media and in emails to all members so that everyone hears about the election.
The Candidates
When nominations close, you need to approve the candidates list before voting can open. Head over to the Elections Admin to do this. Make sure you leave enough time between nominations closing and voting oepning to do this.
When setting up your election, you can allow candidates to submit manifestos, pictures and slogans to help with their campaign.
Only those with a standard membership can run and vote in the election, but they can join your group at any point in the year. Committee members can upload candidates if they are unable to do so themselves. This cannot be used to avoid paying membership fees, however.
The Voting Period
The voting period should last at least
one week and you should share the election link on your social media, and via email during this period. Don t forget to remind people to vote during events.
Election Results
Email your coordinator to get your election results. These will be emailed out for you to announce as you wish.
By–Elections
Sometimes you need to hold a by-election during the year if you were unable to elect certain positions– if you have not elected a full core committee, you will need to hold a by–election ASAP. You can also hold a by–election after an EGM if you create a new position. By–elections are run the same way. Please note that all groups must have filled the three core committee roles–
President, Secretary and Treasurer.
Committee Handover
A good Handover can make all the difference for a new committee coming in. It can support them as they learn how to complete their new roles and ensures knowledge that you have learnt over your time on committee isn't lost at the end of the year. This page will help you to build a strong handover.
Handover Document
Creating a Handover Document is a great way to support new committee members long after you have left the committee. It is a record of the things that you have done throughout the year and reviews what worked and what didn’t. It means committee members don’t start from scratch and can learn from your experiences.
You can create your Handover Document however you like, although we recommend using a Google Document as multiple people can access and edit the document at the same time and can be easily updated passed over each year.
Things to include in a Handover Document:
- Descriptions of each role and their responsibilities
- Key Contacts in the SU and University and for sponsors, venues, coaches, etc.
- List of events you have run, descriptions of how they were organised, what went well and what didn’t
- Usernames and passwords for social media and other accounts
- Group-specific information
Shadowing
New committee members officially take over your Society on 1st August, although they may be given access slightly earlier to start making arrangements for the new academic year. Once elected, new committee members can start shadowing the current committee and start learning how to do their new roles.
Things you can do during shadowing include:
- Invite new committee members to Committee Meetings and other meetings
- Include new committee members in organising events and activities
- Support new committee members to lead regular sessions or activities
- Allow new Treasurer to help submit finance requests – these must still be signed off by the current Treasurer!
- Introduce new committee members to SU Staff, University Staff, sponsors, venues, coaches, etc.
Core Documents
Your handover must include the following three core documents. The templates for these can be found on the Committee Resources home page.
Constitution
This is the agreement made between your group and the SU when affiliated, which needs to be updated each year at an AGM. New committee members should familiarise themselves with this, as it gives information about group aims and objectives, committee strcutures, etc. This document must be passed down to new committees, and groups shoud avoid creating new documents each year.
Guild of Societies Constitution Template - ENG
Athletic Union Constitution Template - ENG
Equipment Inventory
A list of all equipment owned by the group, including time of purchase, value and location. All equipment owned by the group is also owned by the Student’s Union, meaning it can be covered by our insurance. The inventory helps us monitor this and also helps new committee members track their equipment. Use our template to create your inventory. If your group own's no equipment, we will need a blank copy of the template with your group's name.
Risk Assesment
This risk assessment should cover all of the activities which your group will be planning to do on a regular basis. All group activity needs to have been risk assessed, so having one thorough document for regular activities means that they are all covered. The more detailed and thorough your general risk assessment, the less work you have to do in the future. Use our template to complete this.
More Hints and Tips
Here are some more ideas for Handover:
Hold one–to–one meetings or discussions for each committee role– allow the incoming committee member the chance to ask questions
For Societies– encourage them to create a Development Planand give ideas about how to achieve their targets
Advise them on how to run a committee meeting
Remind all committee members to purchase their membership when it comes on sale– they’ll be removed otherwise!
Below are a selection of resources aiming to help you design and plan your event with Venues as independently as possible. Please ensure an Event Proposal Form is completed to the Activities Department before discussing your event with the Venues Department
Spaces
Y Plas
Included:
- Cafe style tables and chairs
- Plug and play screen
Optional Additions:
- Technical Crew for audio and lighting
- Bar
- Specific Furniture, such as round tables. Setup and packdown staff are compulsory
- Technical Equipment, such as microphones, wedges, staging, etc
Best For:
- Showcases, Balls, Small dance competitions, Awards, Talks, Live Music
Capacities:
- 150 attendees maximum seated
- 500 attendees maximum standing
The Great Hall
Included:
- Empty room
Optional Additions:
- Technical Crew for audio and lighting
- Bar
- Any furniture. Setup and packdown staff compulsory
- Technical Equipment, such as microphones, wedges, staging, etc
- Screen. The Great Hall does not have one as standard
Best For:
- Large dance competitions
- Large awards, balls, functions or dinners
Capacities:
- 250 attendees maximum seated
- 600 attendees maximum standing
Other
The Lodge and The Globe Room
- Plug and play screen
- Standard furniture for 30 attendees
Services
Below are some of the event types we offer, with resource booking suggestions based on each event.
Event Types
Showcases, Awards, Competitions, Balls, Live Music:
It is recommended that technical crew are booked, as audio and lighting support is not possible without them. Seating can be custom within the limitations of each venue, however if certain setups are required, setup and packdown staff are chargeable. In Y Plas, use of the screen is included however in The Great Hall any screens must be hired in. Stages can be built within certain restrictions, with labour chargeable.
For Live Music, Showcases and Competitions where there is a performance element, a soundcheck is compulsory and should be factored into any event planning for at least an hour longer than the performance time
Additional Services
Advertising and Promotional Support:
We have multiple stairwell screens across the building that can support and promote student activity. In partnership with the Activities Department, we can help you promote your event within the building
One week notice is required
Table Dressing:
Awards and Balls only
We have a small selection of centrepieces in house for awards and balls. We can also source fresh flowers at an additional cost. Table numbers, table number holders and placecards can be provided for free. Table and chair linens have a small fee to cover laundry costs
One week notice is required
Resources
Furniture
Free:
Trestle tables x 5
Folding chairs x 120
Y Plas cafe style furniture (if using Y Plas)
Chargeable:
Round tables x 20 (setup and packdown staff are compulsory)
Banquet chairs x 70 (setup and packdown staff are compulsory)
Table linens
Hireable:
Extra folding chairs
Bingo tables
Extra trestle tables
Technical
Free (in combination with technical crew:
Wireless microphones x3
PA/Audio support
Y Plas screen
TV on wheels
Lighting support
Chargeable:
Wedges and subs
Stage (basic and specialist)
Stage hands for large production events
DJ Kit
Risers
Rigging
Hireable:
Great Hall screens
Stage ramp
Stage handrail
Livestream cameras and operators
Photographers
Staff
Bar Staff: Required to have the bar open. Alcoholic and soft-drink bar service available
Security: Automatically booked if the bar is open, event is high risk, or over 120 attendees are registered for fire safety and crowd management
Security Supervisor: Booked at the discretion of Venues Department
Box Office: Required if you want support checking tickets
Setup/Packdown Staff: Required if you have certain furniture
Catering Staff: Required if you have catering
Technical Crew: Required if you have any event needing audio, lighting, microphones etc
Medics: Private medical provision for sporting or high risk events. Booked at the discretion of the Duty Manager
Duty Manager: Venue Manager, providing Fire Warden and First Aid duties, in charge of venue, event and building
Expected Use
Furniture
Chairs:
If you put them out yourselves, you should stack them away neatly and safely at the end of the event. Chairs should be clipped together with provided clips. Any litter or personal effects should be removed
Tables:
If moved from their original position, should be returned to their original position
Must not block any fire exits or doors, and must be used for their intended purpose
Should not be used for painting or creative projects without permission
Should not be removed from the room they belong in. This includes moving tables around floors of the building
Venue:
Should be left tidy and litter free at the end of the event. All barriers and no-entry signs must be respected by all patrons. All venue areas including toilets and smoking areas should be found damage free. All personal effects/group effects should be removed
Technical
Stage:
Should only be accessed by those who require it, and must not be stood on by more than 10 people at a time. No tape, blu tac or adhesive are to be adhered to it
Microphones:
Should only be used by the speaker, and returned to technical crew when not in use
Audio:
Audio files should be supplied in advance, and in accessible files with access permitted
Instruments must be declared as early as possible in booking
Staff
Bar and Box Office:
Refusals of service and entry are to be respected. Banned individuals will not be permitted entry. Challenge 25 is in place on all bars.
Security:
Bag searches are mandatory. Groups found bringing external alcohol will be referred to the Activities Dept. post event.
Duty Management:
The Duty Manager has the final say over when the event starts, ends, and all issues concerning the event and venue
Abuse of any staff will not be tolerated
Deposit
A 30% deposit will be taken from the group when booking resources within the venue. If the venue is not found in a safe, tidy and respected manner, the deposit will be lost.
Costs
Basic event costs and pricing can be found here, allowing you to budget ahead of your event and prevent financial surprises
Costs and Pricing
An example of our catering costs can be found below (please note these prices are subject to change)
Catering Pack
House Rules
Behaviour Expectations
Code of Conduct & Activities Laws:
At all times, members of a student activity group, including its committee members are deemed to be subject to the Cardiff University Student Code of Behaviour as can been seen in the Student Handbook.
Within each student activity group, members should be aware that they are subject to the following terms of good order and that an alleged contravention of this terms shall initiate a student activity group discipline hearing.
The following actions shall be deemed as breaches of good order
- behaviour causing or likely to cause physical harm to others
- harassment, unlawful discrimination or bullying of members or Union staff
- drunken and disorderly behaviour
- possession or sale of illegal drugs
- bringing the Union or University into disrepute
- theft or fraud
- deliberate damage to property
- breach of any Policies or Bye-Laws of the Union
Venue Expectations
Using Union venues is a privilege. It is expected that the following is adhered to, and any instances will be reported to both Venues and Activities Departments:
โข No cooking. This includes the use of oil, chafing gels, microwaves, and heating on site
โข No external alcohol. Security reserve the right to conduct bag searches and patdowns as a condition of entry.
โข Entry to any event can be refused without refund, at the discretion of the Duty Manager
โข Groups that have consistent or particular behavioural instances may have their access to bookings with Venues restricted or cancelled
โข Security bookings are made at the discretion of Venues, and will be booked in accordance with event expectations, capacity, historic behaviour, perceived event risk etc
โข A late fee will be applied if you run over your Event Finish Time
โข Any instruments brought without warning will not be subject to technical support
โข All equipment brought by the group must be PAT tested/risk assessed
โข Damage to the venue/equipment will be charged to the group
โข Any overnight storage must be pre-agreed to in writing
โข The venue must be left in the condition you find it in. This includes putting furniture away and tidying up litter
House Rules
โข All attendees to carry their student ID and government ID at all times
โข Pick up after yourselves! Ensure all litter goes in the bin
โข Be nice to the staff! Our staff are all your fellow students
โข Send over any content for screens or audio 1 week ahead of your event
Timings Expectations
Ensure your proposed event timings are accurate โ overrunning will result in sanctions and overtime costs
Inform Venues of your expected venue arrival / load in time. There is no Venues support until 9am unless specified and requested in advance
What you need to provide
A clear event plan
To help us make your event as accurate to your requests as possible, we request a clear event plan submitted at least 2 weeks before the event. Below is a list of what you should consider before confirming an event with Venues
- Operational requirements
- Logistics (furniture needs, your promotional timelines, ticketing etc)
- Timings (take your time here as these must be accurate and cannot be changed at short notice)
- Venue limitations (if you have requests outside of the standard rate card/venue offerings, please consult Venues before pursuing)
Event content
At least 1 week prior to the event, the below must be sent to Venues if relevant
Running order, Audio files, Stage plot, Technical specifications, Lighting and audio requests, Screencontent, Timings, Furniture layout
Catering Information
If you have requested catering for your event, we will require the following information 3 weeks before your event
- Confirmed attendees
- Catering specifications
- Confirmation of service time
- Allergens and dietary requirements
Details of allergens can be found in the catering pack
Technical Specification
If you have a band/live instruments, a full technical spec if required
The template below can be used as a guide
Tech Spec Template
Timing Expectations
Venues must be notified of the below at least 1 month in advance of your event
Promotion of event via venue screens
- Booking and cancellation of staff
- Confirmation of event
- Booking of stage
- Provision of content (audio tracks, screen content, seating plans, furniture plots, running orders)
- Catering information
FAQs
How do I pay?
Post event, Venues will send the final invoice to Finance to process internally from your Society/Club account, taking into account any additional charges accrued during the event. You donโt need to action anything
How do I leave the room after I found it?
As you found it! If you asked for chairs, put them away yourselves. If you see staff packing away for you, offer to help
How much will it cost?
All baseline costs are set out in the Costs area above. Any specialist, unusual or curated requests will be quoted on a request basis. You can request a copy of the invoice in progress from Venues at any time
Is there medical cover?
Duty Managers, Event Security and Building Security are all first aiders. Medics can be booked at request for sporting events, live music events etc.
Do I pay VAT?
Yes
Why has Venues changed what room I booked?
Sometimes events are best suited to a different room than you have picked, the room has some maintenance occurring, or there are restrictions on the room due to other events in the building. This will be communicated to you as early as possible
Why havenโt we had our deposit back?
Deposits are held to ensure the venue and itโs resources are looked after during your event. If the venue is damaged, untidy or furniture is not put back, the deposit (entire or part) will formally processed as a cost
Can I make changes on the day?
Whilst we endeavour to be as flexible as possible, it is not normally possible to make changes on the day, as most events are prepped for the previous day. Technical changes may be possible however may be subject to additional charges
Iโve already told Societies/AU about my event, why do I need to repeat myself?
Activities and Venues operate as independent departments with different internal systems. Providing your information again allows us to confirm your event
Booking
1. Proposal Form
Complete the form from the Activities Department and return it to your coordinator alongside any risk assessments and PAT tests. Ensure your event is as planned as possible before doing this
2. Booking your Space
When your Activities Coordinator has approved your proposal form, they will book out your requested space for you if it is available
If it is not available, your Coordinator will liase with Venues to find an alternative date
If there are conflicts with other building activity, your event is particularly complex or uses multiple venues, your booking will not be confirmed until a Requirement Form is completed
3. Requirement Form
Venues Requirement Form. Complete this form to book a commercial venue and request additional requirement such as technical crew. This form will be used to generate your quote.
Ensure you have a prospective running order before completing this
Do not promote your event to members or prospective attendees before Venues confirm the event
4. Deposit
Venues will take a 30% deposit from your group account
This is to ensure the venue and its' resources are returned to their original states
Failure to return the venue in a useable state will result in loss of your deposit
5. Plan
Communicate with the Venues Dept. to confirm details of your event
It is critical that you are monitoring and responding to emails during this time so all your resources have time to be booked correctly
6. Event
Run your event!
Familiarise yourself with what you have booked โ some โon the dayโ requests cannot be supported
7. Payment
Post-event, Venues will arrange an internal transfer with the Finance team
This means that Venues will send your invoice to the Finance department, who will move the funds from your groups account to Venuesโ account. You don't need to do anything!