If you are a Student Activity (society, sports club, student group or network) committee member looking to host an event or activity, please read these FAQs to find out more about what type of events you should run and how the Union can support you with this.
If you have any questions, please get in touch with a member of the Union team (scroll down for contact information).
Events and Activities
What kind of events can Student Activities organise?
For Societies/Student Groups/Networks - Until further notice you should not make plans to host any physical events or activities, on or off campus. All activities should take place online. However, we will regularly review this process with the University as we receive further information regarding the phased opening of campus spaces. We will keep committee members regularly informed of any developments. Please contact a member of our team if you have any questions or special requests regarding this.
For Sports Clubs - Until further notice, clubs should not make plans to host any physical events, training or matches on, or off campus. Please speak to the appropriate club President or email firstname.lastname@example.org for more information
Does the Union have any guidance regarding the type of events that can take place online?
We suggest you think about the type of events you would usually host, can you transfer these to an online activity? If so, how? Will it be a live stream on social media? Could it be hosted as an interactive event on Microsoft Teams? A Q&A on Instagram Live? There are many creative ways of hosting a virtual event, some popular ideas include:
How do we publish events???
To have your activity included on the What’s on page of the Union’s website, please fill out the events form at www.rguunion.co.uk/whatson/submit. Any events submitted will be included in our listings as soon as the activity has been confirmed and approved.
How do students sign up to our society/student group?
All memberships will be processed through the Union website. Students will have two options;
to ‘note interest’ in a group, which is the digital equivalent of signing the sheet at your Freshers Fayre stall without paying for a membership; or
to purchase a full membership from the society page on the website.
How do students sign up to our sports clubs?
Students will have two options;
to contact a club directly to find more about sessions, events and activities before any obligation to join – see www.rguunion.co.uk/getinvolved/sport/a-z/ for all contact details.
to join a sports club?and participate in club activities, new students will be directed to the RGU SPORT website where they can sign up?and pay for memberships.
How do students sign up to our student networks?
In the first instance, students should contact the President (Education and Welfare) or the relevant Equality Champion or Network committee.
On Campus Activities
Can we book a space on campus?
For Societies/Student Groups/Networks - Until further notice you should not make plans to host any physical events, on or off campus. All activities should take place online. However, we will regularly review this process with the University as we receive further information regarding the phased opening of campus spaces. We will keep committee members regularly informed of any developments. Please contact a member of our team if you have any questions or special requests regarding this
For Sports Clubs - Until further notice, clubs should not make plans to host any physical events on, or off campus. Sports club training will be co-ordinated by President (Sport & Physical Activity) and RGU SPORT.
Are committee members expected to be on Campus?
Any Union-led training, induction or committee support activities will take place online. We will not require you to be physically present on campus.
How do we use Microsoft Teams?
The Union will provide each society, student group and sports club with its own dedicated area on the Microsoft Teams platform. Our staff will set this up for you and have produced a training session for committee members to show you how to make the most out of Teams and its various features. You can access Teams by going to www.rguunion.co.uk/teams and logging in with your RGU username and password.
Do we need to do a risk assessment for online activities?
The Union will provide you with a template risk assessment for standard online risks. You should evaluate if there is a risk for your event that has not been covered by that and provide documentation as appropriate.
Will Societies and Sports Forums still take place?
Yes, Societies and Sports Forums will take place as scheduled throughout the year. As with all Union democratic events, these will be hosted online via Microsoft Teams until further notice. Joining instructions will be provided to relevant committee members prior to the Forum.
What other Union events will take place?
Union democratic events, forums and committee meetings will take place online hosted via Microsoft Teams until further notice
However, we also understand how important social events, networking opportunities and community-building activities are to your student experience, so our team will work hard to provide opportunities to take part in a variety of events and activities throughout the year. In the first instance these will also be hosted online, however as guidance and restrictions are relaxed, we will aim to re-introduce physical events to our calendar, but only when safe to do so.
The best way to find out about our latest events is through the Union website at?www.rguunion.co.uk?and across our social media profiles @rguunion. If you have an idea for an event and would like the Union’s support, get in touch and we will try our best to help.
Who/how should we contact for more information?
The first point of contact for Student Activities should be the relevant Student President:
Societies and Student Groups: President (Communication and Democracy)
Sports Clubs: President (Sport and Physical Activity)
Networks: President (Education and Welfare)
The Union points of contact are:
Will the Union office be open?
Union staff and Student Presidents are predominantly working remotely during office hours. The easiest way to contact a member of the Union team is via email.
What expectations does the Union have of Student Activities?
The Union expects our Activities to continue with their excellent work and efforts by providing a welcoming experience for new and existing student members, as they always have done. We expect each society to continue offering opportunities for student to engage with them and other students who share interests.
What support will we get for fundraising?
We will look to support you with fundraising wherever possible, and our team are working hard to identify a preferred digital fundraising solution which can assist with this process. We will inform society committee members of any progress.
How do we access our finances remotely?
The Union has invested in?a new online finance module that will allow Societies to process expenses through our website. Details of this will be available once the module launches towards the middle of semester two. Direct bank transfers are now the preferred way for the Union to pay back your expenses claims.