Student Leaders Summit Info

Go to Uwsu.com
How to run an event
Fill out the event form.
Hideaway, undercroft or loft, book in advance 1 month
Add a note for a reoccurring booking
Loyalty card for committee members launching in October

Cash payments are illegal now
There will be a hub link on the uwsu site
Where we can see our members and can access our money
- write yourself a bio
- create a nice logo
- create fun content to share
Decide which platform to use
Give it personality but stick with the brand

S.cogswell@westminster.ac.uk

Risk assessment is like a theory test
We are responsible
Hazard is a danger or risk that could cause harm, danger or risk to someone
- loose cables
- food allergies
- broken furniture
- power cut
- overcrowding
- flood

Risk matrix - high - medium-low
Severity x likelihood = risk rating
Severity:
Minor injury - first aid on site (1)
Minor injury - treatment off-site (2)
Over 7-day injury (3)
Major injury (4)
Death (5)
Likelihood:
Certain (5)
Very likely (4)
Likely (3)
May happen (2)
Unlikely (1)
Risk assessment template, date of the event, assessed by has to be by the people attending the event
Members, general Students, staff, externals/ general public
For a weekly event, just one assessment, a different one for each different event

Green dot:
Everyone has at least 1 social media app on their phone
Green dots to counter red dots
Barriers:
Personal
Relationship
Organisational
Cultural
The 3 D's:
Direct
Delegate
Distract
Be proactive in preventing those who are caused harm

Creative Enterprise Centre:
Freelance projects to do alongside studies
Offer workshops
- public speaking
- networking
- marketing and media strategies
Engage
Westminster student enterprise journey
AG26 - office opposite the student shop
Possibility for using this to count as work experience but we need to inform beforehand
CEC Co-Creation Fund:
£3000 fund and dedicated support for societies
Initiatives that promote diversity, inclusion and impact
Encourages students from a wide range of backgrounds
Apply online
Lean canvas
We need to stand out
Marketing mix:
Product - price - place - promotion = target market
What does society deliver?
Understand the community
Members first
How to improve
Change what we have already done
Constantly improve and reimagine

Opportunity:
Getting a guest speaker, (voice actor/an animation lecturer) to inform our members of animation and working in the industry, the problem is getting them to Cavendish campus
Solution:
Give them clear directions to Cavendish
Arrange to meet them beforehand and travel with them to Cavendish
Give them a contact number if they wish to travel themselves

Externals:
Associate membership - alumni and external only
External attendees - remember 3 weeks notice, security guard and a risk assessment if over 30 people
£15 membership fee
External speakers - a minimum of 2 weeks notice
Coming along as just a casual friend, they don't need to pay, only if they are coming to help and be involved.
They still need to check with us.
Externals need to be mentioned to Sofia 48 hours in advance but mention if they are regulars.
If they are coming each week we either always send a guest list each week or they become an associate member.
If having a large event, we must ticket the event or use own budget. (£14 per hour for an extra guard)
14 days in advance for external speakers
Get consent they want to come and confirmation from them before the event.
Submit 3 weeks in advance for guest speakers
Give email, at least 3 websites about their achievements, description as to why they are appealing.
Have to balance out controversial guests

Finance:
Mira Petal
Treasurer - watchdog role
Responsibility for the money
Only the treasurer and president can submit expenses for repayment
Treasurer has to upload receipts and only the treasurer will be paid back
No cash payments, only ever will it be paid back in bank transfer
- no cash payments
- over £50 approved

All purchases have to be made on behalf of anime soc
Every purchase needs a receipt
Always check with Sofia

Expenses Process:
Costs incurred on behalf of society
All expenses claims can be done online
Once submitted it will be sent to approvers
Make sure you submit alongside receipts
Treasurer will be contacted if any missing info.
Payments will be made within 10 working days

Select student group
Personal details:
Name
Email
Contact number
Bank details - this will be encrypted

Notes
Mention what you are buying and what for
If multiple receipts, put a full breakdown

Always upload the receipts

Data is collected only to pay you back

Take pictures of the receipt, as soon as you get it
Ensure the date is visible, place of purchase, details and amount
Will not accept a bank statement

Bank details info:
6 digits sort code
8 digits account number
Do not provide long card number

May need to submit invoices, for payment on behalf of society
Same process as before
Remember to provide details of invoice
Supplier name
Date
Description
Amount
Bank details

Expenses:
First reminded - 2/12/19
Deadline - 9/12/19

First reminder - 09/04/20
Secondary reminder - 15/05/20
Deadline - 22/05/20

If the deadline is missed, expenses cannot be reclaimed

M.petal@westminster.ac.uk - finance related queries

Grant funding is for special one-off events or continued activity

Green impact - working on reducing carbon footprint

Wellbeing Wednesday's - exclusive workshops for us committee members for us to work on our CVs and to help future employment
Never share data
Shred any paperback data
Always use clean, non-virus computers
Report any issues regarding data leaks
Only send emails via the website interface