Decide whether you want to charge a membership fee in order to up your funds.
Find out who is available to man your stall throughout the day and ensure that no one is left there alone all day. Make sure your stall is always manned by a couple of enthusiastic members. Aim to do an hour each.
Make sure your stall stands out because you’ll have lots of stalls to compete with. Make it eye-catching and give out freebies (Sweets, cakes etc), if you have the funds to do so (Check with the SU about how much money is in your account).
What do new members need to know? (Training times, Social times, important dates etc.) The best way to do this is create flyers/posters students can take away with them. All of your promotion material should have a clear contact name and emails so they know who to get in touch with!
Make sure you have a meeting/event or social booked and planned so that you have an actual event to get people along to as soon as they have signed up. Or plan a free taster session so that people know what they are getting into.
Your clubs will be given individual Google form sign up links and Google spreadsheets (This will be explained in the committee training a week before the fresher’s fair) so you can sign members up on the day, this link can be used on phones, laptops, tablets so make sure you bring enough handheld devices. This will be easier than manually typing new members on a spreadsheet.
The new General Data Protection Regulation (GDPR) has changed the way we collect and process personal data, and, as a result, there are now very clear guidelines. Under the new GDPR we need to state clearly:
There are very severe consequences for breaching the GDPR code including large fines that TSDSU could be subject to if we breach the regulation - and this means that it is extremely important that you know and understand how to collect data.
The biggest implication for you as sport and societies representatives is that you can no longer collect data from your members via any other source than our website - this means no more paper lists containing any information must be kept. It cannot be stressed strongly enough that if you collect data informally on your club members you could be in breach of the new GDPR.
It is therefore important that you ask all your members to sign up to clubs and societies via the website at www.tsdsu.co.uk. All administration of your clubs will need to be done via the website, including emailing out to your members. You will receive training on how to administer your club or society via Union cloud in September. Today you will be asked to sign up to the website in preparation for the training and to ensure that we are collecting your data online with the new GDPR guidelines.
You can find out more about GDPR and its implications on the ICO website. https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/key-definitions/