The Guild is here to encourage and support societies and student activity. To ensure all societies have easy access to information please take a look at the HOW TO GUIDE below, However if you do have any questions or are wanting to register a new society then please contact  Rupal Maru Rmaru@liv.ac.uk, Societies Coordinator.                                                       Back to Activity Groups

Contents

Please click the following links to learn more...

AGMs

Registration -

Categories

Induction Training Session

Membership

Finances

Project Funding

Fundraise for your society or a charity

Room Bookings

Events

Your Meetings

Forum Meetings

Transport

Health and Safety

Minisite Information 

Marketing

Posters

Plasma Screen Ads

Initiations Code of Conduct

Ticket Printing

Film Showings 

AGMs

The Activity Group year runs from May 1 each year, giving you chance to fully prepare for the year ahead before the summer break. Below are brief guidelines to running an Annual General Meeting (AGM), which will ensure successful continuation of your activities.

Click here for a guide on running an AGM

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Registering an Activity Group

An Activity Group can register with LGoS at any time during the year, although groups are required to re-register following an Annual General Meeting each year in time for May 7.

The Activity Group registration form for 2012/2013 is now available. http://lgos.org/files/activity-registration-pack-2012-2013.doc to download a registration pack, which includes details for where and when to return it.

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Categories

All activity groups are split into 7 categories, once registered you’ll be allocated a category. Activity groups are placed into categories based on their similar methods of working or areas of interest. All groups are listed in their categories at lgos.org/activitygroups.

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Induction Training Session

Societies are required to attend training at the beggining of the academic year to help support their activities. This is compulsory and the dates for Sept 2012 will be announced very soon.The training includes everything you need to know about seeting up and running a society:

• introduction to LGoS;
• information and guidance on running an activity group;
• update on developments for the year ahead;
• marketing tools & tips;
• category-specific development sessions.

For those who were unable to attend, Society Surgeries are held every Tuesday and Thursday from 12-2pm, where any queries or questions about society activity can be answered.

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Membership

All Activity Group memberships need to be completed online at www.lgos.org/membership  

We have worked with our web providers to make the sign-up procedure as straightforward as possible.

This enables students to sign-up online, making the process of joining an Activity Group smoother, for you and your members. Membership can be paid for online (includes a booking fee) or in person at The Base, in the LGoS building.

You can download a guide to signing-up, for you to pass on to your members, by clicking here.

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Finances

Activity Groups automatically get two finance accounts: reserve / income (Account no. 2110/xxx) and grant / project (Account no. 2112/xxx) accounts

Statements for each account are available at any time by visiting the Reception.

If claiming back money that you have spent on your society, you need to complete a Payment Voucher (PV). These are available (and should be returned to) The Reception. Click here to view an example of a completed PV. Please find below some guidelines when filling and handing in Payment vouchers.

• Receipts- To get reimbursed please ensure the receipts are valid company receipts with their address, total amount, and itemised bill to show what has been purchased. Card payment receipts should also list the items bought
Hand written receipts will not be accepted (apart from Taxi receipts)

• Invoices- We cannot pay an external body without a valid Invoice, please ensure the invoice has the following details on it before it is handed it- tax registration number or tax exemption declaration stating that the company deals with its own taxes. It should have the company address and the Guild address along with an itemised invoice.
Again hand written invoices or invoices without this information can’t be processed.

• Card Payments/Direct Debit payments- If you need to make card payments (Easy Jet, equipment) we have the facilities for you to come and use the Guild card to do this, if you would like more information please contact me.
We cannot put large sums of money into student accounts.

• Floats- If your society needs an advanced float we can help you with this just come and have a quick chat with me.

If you have any questions about finances, please visit the reception or e-mail:  Rmaru@liv.ac.uk

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Project Funding

LGoS have a Project Funding that societies can apply for can apply for there is no deadline for applciations, but you should apply in plenty of time before the funding is needed. There is certain criteria when applying so polease have a look at the Guidance document before applying.

For information, please view the Project Funding application guidance document.

Once you have read and considered that document, you may apply for funding by completing the online request form at: www.lgos.org/activityfunding

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Room Bookings

The LGoS building has a number of meeting rooms available for Activity Groups to book for meetings, workshops, events, etc.

If you would like to enquire about any rooms within LGoS, simply visit www.lgos.org/roombookings and complete all information as fully as possible

You will receive a reply to your request e-mail within 2 working days. It's therefore important to ensure you send your requests in advance of any bookings you would like to make.

If you would like to hold an event in the Guild (ball, party, theatre perfromance, large lecture, etc.) you will need to complete a separate event enquiry form. Please click here to download the form, and return it to guildroombookings@liv.ac.uk   [Also see Events section below]

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Events

Would your activity group like to put on an event here in the Guild? If so, there are a few things you will need to consider.

-Planning

-Budget/costs

-Health and Safety/Risk asessments

-Number of paid members you have signed up

-Promotion

-Catering

-Layout/setup

-Tech

Once you have decided on your event you must complete an event enquiry form. To ensure that the Guild can provide your event with best service, please complete the form with as much detail as possible including a thorough description of the event, any technical specifications, numbers of tables and chairs, and include a floor plan (if appropriate). Once completed, please submit the form to guildroombookings@liv.ac.uk

If you would like food to be served at your event, the Guild can provide you with a low-cost catering service. Please click here to see our catering menu. Please see some Guidlines below about catering.

Events Catering Guidelines

• External Food- Please note no External food or Drink is allowed to be brought into the Guild building, this includes snacks and cold food at meetings. All food has to be bought from the Guild, if the food cannot be provided by us, a valid food hygiene certificate and original copy of public liability insurance would need to be handed in. Failure to do so may result in ,meetings or events being closed down. (If you would like more information on what we can offer this please email Rmaru@liv.ac.uk)

• Cake Sales/Krispy cremes- If you would like to hold a cake sale this can be done on the Guild walk way or the University Square outside the Guild only. No stalls can be held inside the Guild. A Risk assessment and valid food Hygiene of the cake handler would need to be sent to the University at least 2 weeks in advance. Please email Rupal Maru for more information.

• Confectionary- Certain sweets, cakes, desserts and snacks can be ordered in advanced for meetings and events from the Guild.

• Drinks- All drinks need to be ordered from the Guild, we can order upon request.

*Please note all the above are subject to availability and the order does need to be made 2 weeks in advance

If you have any questions or queries please contact-Societies Coordinator Rupal Maru at Rmaru@liv.ac.uk

Following your submission, you will receive a reply to your request e-mail. All enquiries should be made at least 2 weeks in advance of your requested date.

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Your Meetings

All groups need to hold meetings, whether it’s a committee meeting, a group meeting or your annual general meeting this is your chance to discuss the general running or overarching future of your group. Your AGM is also the chance for you to hold your elections. Meetings can be run in any way you see fit, there will be more about meetings soon.

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Forum Meetings

We hold regular forums for each of our categories, this is our chance to keep you updated on guild developments, but more importantly to take your feedback so that you can help us to develop our methods and structures. Look out for the next forum dates, if you have any questions in the meantime please contact Rmaru@liv.ac.uk.

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Transport

Coaches:

The Guild does not have a ‘recommended supplier’ agreement with any coach companies, as prices and availability can vary so widely.

We know however, that some Groups have had good contacts with the following in the past:

• Student Coach Company (North Wales) - www.thestudentcoachcompany.com - 01244 534880
• Al’s Coaches (Wirral) - 0151 653 00 53
• Balmoral Coaches (Liverpool) - 0151 922 3100

If you are thinking of booking a coach, you should get at least 2 different quotes as prices can vary massively.

Most coach companies will accept payment via. invoice (i.e. they write to the Guild and request money from your account, rather than you having to deal with cash payments). If invoicing, companies may need a Purchase Order number first - please come and see Elaine Ansell in The Base to arrange.

Minibuses:

LGoS recommends contacting the following regarding minibus hire:

• Maincrest – 0151 545 5300
• Ken Stevens – 0151 709 9544

You are also welcome to use your own contacts.

One of the key issues when booking a self-drive minibus is to arrange insurance.

There are a number of rules regarding minibus insurance, so if you are thinking of hiring a minibus, please speaking to Elaine Ansell in the Base first of all – ansell@liv.ac.uk – 0151 794 6868

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Health and Safety

Click here to view the 'Safety in Activities' presentation slides.

Click here  to download the Activity Groups  Risk Assessment forrm

Click here to download the Activtiy Group Trip Registration Form

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Minisite Information

Upon registration, you are provided with your own website on which your activity group can provide any information about your group including contact details, news on events and you can even sell tickets to events. if you would like to set this up, please regsiter your details on the website then send your login details to Shaun our Digital and Design Coordinator to shaunche@liv.ac.uk he can then set it up for you.

To see an illustrated Minisite Guide and learn more about your minisite how to make it work for you, please click here

Marketing

There are so many ways to market your group to the students of Liverpool, the list is endless. Marketing deserves an entire section will be up shortly, but fundementally it's up to you. If you can think of a new method then this could give you an advantage over your fellow groups.

For a detailed Print & Design guide click here.

Also, at the Activity Group induction training, LGoS' Marekting Manager, Ben Hau, ran a presentation on key Marketing tips and tools. You can the slides from the session day by clicking the links below:

Promoting Your Activity Session - Presentation

Promoting Your Activity Session - Slides Handout

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Posters

The LGoS building has limited space for publicity, and it is not to the advantage of anyone to have messages spread everywhere. Therefore, please take note of the following rules for putting up posters in the LGoS building:

• All posters should be put on noticeborads ONLY
• Within the Courtyard, you may only put posters in the recess areas next to the shop
• Nothing can be put in any bars, in the main entrance to the LGoS building, or on glass doors
• Posters do not need to be stamped, but should clearly indicate they are Activity Group posters
• If holding an event at an external venue, the poster may mention this, but that should not be the predominant point on the poster

We have no jurisdiction for posters outside of the LGoS building, but encourage you to be respectful when publicising yourselves.

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Plasma Screen Ads

You can publicise your activities, campaigns or events on the plasma screens in The Base and the Sub TV system in the Courtyard and the Saro Wiwa.

If you have access to Photoshop or a similar graphics programme, please save your art as JPEGs to the following dimensions:

Full Screen advert
856 pixels wide x 480 pixels high

Sidebar advert
216 pixels wide x 480 pixels high

If you don’t have access to Photoshop, please CLICK HERE for a Powerpoint template, and remember to save as a JPEG.

Send finished artwork to Shaun

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 Initiations Code of Conduct

The Guild takes the issue of 'Initiation' events extremely seriously, and has a Code of Conduct which all Activity Groups must adhere to.

You can download a copy of that Code by clicking here

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Ticket Printing

 The Guild has recently acquired a PVS Licence, which covers Activity Group film showings within the Guild building.

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