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Club’s Academy 2015 - Planning your year

Club’s Academy 2015 - Planning your year. Learning Outcomes. Understanding of the Year cycle and how/when to prepare for different activities Reflect on previous year(s) Set targets Start Planning to achieve targets Identify resources needed. The Year Cycle. Planning for the year

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Club’s Academy 2015 - Planning your year

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  1. Club’s Academy 2015 -Planning your year

  2. Learning Outcomes • Understanding of the Year cycle and how/when to prepare for different activities • Reflect on previous year(s) • Set targets • Start Planning to achieve targets • Identify resources needed

  3. The Year Cycle • Planning for the year • Recruitment & Affiliation • Fresher’s week • Give it a Go Week • Autumn semester Activities • Further Recruitment • Re-Fresher's Week • Give it a Go Week • Spring semester Activities • Blues and colours Awards - Other awards presented at Sports Ball • AGMs and elections • Clubs Academy & Handover

  4. Planning • April – AGM – Submit committee list, new membership fee and AGM minutes to the Union • May – equipment inventory • May - Submit Annual Budget request • June/July – training times • July – Fixtures list • Possibility of booking pre-season training • July/August – Book slot for Sports Union Bazaar • July/August – Plan Give it a Go activity • August/Sept – Recruitment materials and publicity

  5. Recruitment • Fresher’s Week! • Give it a Go Weeks – Details needed August and January • Re-Fresher’s Week • Publicity & printing • How will you keep recruitment ongoing? • Recruitment videos • Notice board, atrium stalls

  6. Affiliation • Membership (10 members)- online • Membership fees – minimum £20 • Equipment Inventories – before summer • Committee List – before summer • Risk Assessment Form Send all forms in electronic format to theunion@stir.ac.uk

  7. Autumn Semester • Recruitment (SU Bazaar, Give it a Go) • BUCS Affiliation • National Governing Body affiliation • Start planning for tour (Deposits due November/December) • Ongoing BUCS Fixtures/national events entries • Christmas socials

  8. Spring Semester • BUCS/SSS national events or entries • Further tour payments • Play-offs / knockouts • Blues & Colours / Trophies, SU Ball • AGM, Elections & Handover • End of year celebrations

  9. Fundraising • Key to the sustainability of your club – plan this • Sponsorship - bars and nightclubs - sponsorship • Events - Tournaments - Bake sales - bag-packing

  10. Zone Meetings Sports Zone meetings • Once per month • To give feedback and provide input in decisions we need to make • Announce events and opportunities • Compulsory attendance for committee members Sports Zone Executive Committee • Aim for once a month during semester • Funding approval panel • Blues & Colours Awards Panel • Approve changes to club constitutions

  11. AGM & Meetings Club AGM • Set membership fee for the coming year • Elect your new committee • President’s report & Treasurer’s report • Vote on any changes to the clubs constitution (following membership vote it must be sent to Jess, Scott or Jill for approval at SU Exec committee)

  12. Mind map your Club • Create a mind map of everything that happens within your club – including recruitment, socials, activities, dinners, committee meetings, etc. 10 minutes

  13. SWOT Analysis From the mind map identify : • what you’re great at, • what you do well and • what you could improve. List 3 items in each group. 10 minutes

  14. Set your Targets Take each point/area you’d like to improve: • What would success look like? • What can we do to make this a reality? • What resources do we need to achieve this? (People, funds, time, etc.) • Create a Timeline

  15. Set your Targets - Example Area – club does not provide enough social activity: • What would success look like? • Club holds at least 1 social per week, with over 50% members participating. • What can we do to make this a reality? • Ask members what kind of socials they would enjoy • Hold social event after weekly club meeting • Publicise at start of semester/recruitment

  16. Set your Targets - Example • What do we need to achieve this? • Member’s input/buy-in • Calendar of events and publicity /promotion (FB, email, etc.) • Social secretary • Create a Timeline • AGM – Ask members input on socials • Summer - Plan events (Social Sec) • September – Create calendar of events (Social Sec) • Autumn semester – publicise through email, Facebook page and word of mouth • End of Autumn sem - Collect feedback from members • Do it all again in Spring semester!

  17. So.. Make an Annual Plan • Look at Annual Cycle key events • Look at your priorities / goals • Include Fundraising • Who will deliver each aspect, when and how?

  18. And finally… • Talk to the Staff at the Students Union. • Jess Morris is your Sabbatical contact. She is your first point of call. • Scott Chaplain is there specifically to help you plan, organise, facilitate and with any advice. • Jill Lowe is the Sports Union Administrator. She will help with all admin, transport, fixtures and claims etc. • Nick Manton and Lauren Kirk will help you organising and promoting events & publicity.

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