How To Directory
- 1. How to Run a Club or Society
- a. How can members join/register for your society?
- b. Code of Conduct
- c. Writing a Constitution
- d. Adding/changing committee members and positions
- e. Creating a society email account
- f. Getting SUSU website hosting
- g. Sending a mass email to group members
- h. Receiving paper mail for your group
- i. Running your Annual General Meeting (AGM)
- j. Handing over to a new committee
- k. Terminating your Student Group
- 2. How to Make Your Society Inclusive
- 3. How to Organise Events
- a. Creating a balanced programme of events
- b. Getting people to your event
- c. Considering Health & Safety for your event
- d. Running an event outside SUSU premises
- d. Running an internal or external event
- e. Running an event on SUSU premises
- e. Running your own charity event through RAG
- f. Involving external speakers
- 4. How to Promote Your Group
- 5. How to Book Facilities and Transport
- 6. How to Manage Your Money
- 7. How to Manage Equipment
- 8. How to Manage Health & Safety
- a. Making a Health & Safety policy for your group
- b. Important SUSU and University regulations you need to know
- c. Ensuring you are covered by insurance
- d. Complying with SUSU data protection policy
- e. Electing a Health & Safety Officer for your committee
- f. Completing a risk assessment
- g. Safeguarding your members
- h. Ensuring your Group's safety when manual handling
- i. Preparing and supplying food
- j. Dealing with incidents
- 9. How to Run a Sports Club
Using different media to promote your student group
Media offers all student groups with a highly effective method of marketing themselves and their events. You don’t have to be an absolute pro to use them, just check out our guide to some of the best platforms and channels below. If you need any more advice on how to use them, just pop into our Operations department located on level 2 of Building 40 (above Stags) or email email@example.com.
Creating your artwork is sometimes the best place to start, as it will help the transition from concept to implementation. Once this has been created it can be tweaked and changed so it will fit in as a poster, on Facebook, as a leaflet etc. As a rule, try to create the first piece of artwork as an A4 poster, then once your team are happy with the design, tweak the elements to fit in to other channels.
There are a range of poster sites available to you around the Students' Union. Please note that all posters put up around the Union will need to be stamped by the Union. This can be easily done in the Activities Office, located on level 2 of building 42 (in the Sabbatical Office). Any posters not stamped will be taken down.
Once you have your posters stamped, the Activities team can let you know where out notice boards are to add your posters! Note: this is for the Union building only (Building 40 & 42). To add posters to University buildings will require separate permission from the University. This can usually be done by talking to the reception of individual buildings.
As an affiliated society to SUSU, you can advertise your event(s) or campaign(s) on the screens in SUSU buildings free of charge. We can play your static image or video (without sound) for your chosen duration. Email firstname.lastname@example.org for more information.
Facebook - free
One of the most powerful online tools available to you is Facebook. It is also very cost effective - Free in most instances for event page information, groups, fan pages etc. You must consider your tone of voice, the frequency of your messages, and how to attract your audience. Within Facebook, the most powerful functionality can be creating an Event, allowing you to invite all of your friends and share on your own profile or page.
Facebook - paid
Facebook advertising is also an effective way to reach an audience. You can promote posts, create display adverts and even more than that. As a rule, CPC (cost per click) advertising is much better than CPM (Cost per Mille, or Thousand Impressions) as you only pay for people who have clicked on your advert. Theoretically, if your advert has been marketed correctly, you should only have people clicking your advert who will be genuinely interested. Be sure to think properly about your target audience and most importantly budget before submitting an advertisement on post boost on Facebook. Our Activities or Marketing & Comms team are always happy to offer advice on this!
Unlike Facebook it is much more appropriate to have a higher frequency of messages on Twitter. It is more of a constant conversation forum, so the more messages the better (within reason!). Use images and links wherever possible to engage your audience, as well as your hashtag whenever appropriate.
Twitter has a character limit, so think of your tone of voice for any tweets. For instance, you may choose to be more informal via Twitter than other social media platforms.
Hootsuite is an excellent platform to use for Twitter, as it allows you to schedule tweets, and analyse the success of your tweets. Always use the Hootsuite link shrink as this will allow you to assess your tweets. Alternatively, you can use TweetDeck for scheduling tweets and managing multiple Twitter accounts.
Leaflets can be a great way to create buzz and awareness around your campaign, especially when distributing in busy places. However, be sure that you are in the right place when distributing and that you are targeting the right audience. Leaflets should be concise and clear with a call to action; a place to find out more information or buy tickets – such as a link! It works well to use the leaflet as a voucher, so the audience has to retain the information, therefore creating a higher dwell time on messaging. Leaflets aren’t the most sustainable form of advertisement so before printing, try to determine whether this is the right form of advertising for your event. Such influences of this decision could be whether the money may be better spent elsewhere such as social media.
Websites can be time consuming to produce, however if you have the resources/ time to produce one, this can be hosted on the main SUSU website with its own link. If this is something you would like further information on, please contact email@example.com.
Events can be advertised on the calendar on the susu.org homepage. This can be done via your groups admin page or alternatively you can email firstname.lastname@example.org.
There are also available slots to advertise on the main SUSU website. This is a great area to develop a message as it gets a high number of impressions each month from a large student audience.
Student publications offer a great way to drive awareness. The Union has two official publications, Wessex Scene and The Edge, who offer multiple options including print and online advertising. Check with the publications for more information on cost and what options are available to you. They can be contacted on email@example.com and firstname.lastname@example.org.
Each publication has its own remit which would influence their ability to advertise your event or campaign. There are typically as follows:
Wessex Scene: Lifestyle, Politics, Sport, Opinion, Science & Technology, Travel, Campus & University News, Current Affairs
The Edge: Culture, Film, Music, Art, Theatre, Television, Literature, Video Games, Showbiz
Surge Radio has advertising slots running each day, and with many of the shows being broadcast in high footfall areas, such as out on the redbrick, concourse and Winchester School of Art Café, it serves as a great way to verbally inform your audience. To explore marketing opportunities with Surge Radio contact email@example.com
SUSU TV have a wide range of services and technical equipment to use, and can help with producing video content for your student group. This can take the form of event highlights, sporting coverage, membership videos etc. for information on how you can work with SUSU TV, contact firstname.lastname@example.org.
Union Films can run your advert as a still screen image or trailer during their cinema nights. Trailers can be screened at a cost of £10.00 for one film or £25.00 for three films (equal to one week’s worth of films). Still screen images can be displayed for £5.00 for one film or £10.00 for three films. For more information, please email email@example.com.
SUSU has a Society Spotlight series whereby we celebrate and showcase a society’s regular activity and/or events via our social media channels and main website blog (http://susu.org) which also usually includes quotes from a committee member. To find out how to be involved, email firstname.lastname@example.org / email@example.com
If you are using any SUSU branding in any of your marketing, it is important that you follow our branding guidelines. Please email firstname.lastname@example.org for more information.