This page details key information, dates and updates for clubs and societies.
- President & Treasurer Training
In order to re-register your club or society with the Students’ Union, you must complete core training and annual registration documents on behalf of your club or society. We’ve developed an online system for club and society training, which lets you complete your training from the comfort of your own home at a time that is convenient to you! You’ll also be able to track the completion of your training and registration documents on the Students’ Union website.
All presidents and treasurers are expected to complete the following core training modules online:
You can access these training modules by logging in to the Students’ Union website, clicking on ‘My Profile’ and going to ‘Courses & Training’. You can view training, and instructions for how to access the relevant modules on this page: https://studentsunionucl.org/club-society-committee-training.
You must complete these training modules by 5.00pm, Friday 1st July.
- Annual Registration Documents
Presidents and treasurers are expected to complete the following annual registration documents on behalf of their club or society:
1. Annual Registration Contract
2. Core Risk Assessment
You are expected to upload these documents through the following webform: https://studentsunionucl.org/forms/club-society-registration-forms-new.
Please read through the instructions in the webform carefully. If your documents are not completed correctly, your submission will be rejected and you will be required to re-submit the form.
Before any club or society activity can take place, your core risk assessment must be approved. Details on how to complete your risk assessment are provided in the training and webform above.
You should not need to make many changes to your core risk assessment, but if you do we can provide you with further support. Please contact us at firstname.lastname@example.org for any queries relating to core risk assessments.
You must also submit your annual registration documents by 5.00pm, Friday 1st July. You should complete your training before you complete your registration documents, as the training we provide will help you to complete your registration documents correctly.
We know you’re keen to get going but it’s really important to take a little time to go through your core training first. Being part of the Students’ Union gives you access to loads of dedicated resources which will help you run your club or society, but to make sure we can help you as quickly and easily as possible, you’ll need to familiarise yourself with and follow our procedures. Taking some time out to read through the training now will save you loads of time during the year! As a democratic membership led organisation, and as a registered charity, we have rules and regulations we need to follow to ensure we’re being transparent and working for our members. This training will help you learn more about those rules and regulations.
- Welfare Training
Welfare Officers are required to complete core training on behalf of your club or society. We’ve developed an online system for club and society training, which lets you complete your training from the comfort of your own home at a time that is convenient to you! You’ll also be able to track the completion of your training on the Students’ Union website.
All welfare officers are expected to complete the following core training module online:
We will send details on Active Bystander training in another email at a later date.
You can access these training modules by logging in to the Students’ Union website, clicking on ‘My Profile’ and going to ‘Courses & Training’. You can view training, and instructions for how to access the relevant modules on this page: https://studentsunionucl.org/course/welfare-officer-2022-23.
You must complete these training modules by 5.00pm, Friday 1st July.
You will also be required to complete a module on Mental Health Awareness later in the year. We will be in touch closer to the time once details have been confirmed.
- Membership Prices & Welcome Fair
Annual Registration Forms
We are working through the Annual Registration Forms we have received and processing submissions as quickly as we can. Please keep an eye on your emails – you will either receive an email notification letting you know your documents have been approved, or a notification letting you know your forms have been rejected and need to be amended. As long as you’ve completed training, as soon as your annual registration forms are approved, you’ll be able to start putting events on the What’s On Calendar!
As part of your Annual Registration Forms, you will have notified us what membership products you would like for the 22/23 academic year. If you would like to change any of the membership products you have requested, please submit the following webform:
This webform must be submitted no later than midday Wednesday 24th August. Please follow the instructions on the webform carefully.
Our Welcome Fair is back and better than ever – we’ll be taking over Bloomsbury campus for the whole weekend on the 1st and 2nd October.
Your club or society will have a stall on ONE of the two days. You do not need to apply for a stall, we’ll contact you to let you know which day you’re invited to attend. The Fair will run from 10am to 6pm, but clubs and societies will need to arrive at 9am on your allocated day.
You can also apply for a performance slot on one of our stages, or a demonstration space on the Main Quad during the Welcome Fair by submitting our webform below.
International Welcome & Welcome Week
International students will begin arriving on the 19th September, so think about what events and activities you can host for early arrivals. This will be a great week to boost your membership, so we recommend putting on a social or welcome event.
Our ‘official’ Welcome Week is from the 26th September to the 2nd October – this is when you can expect all students to be on campus and looking to join your groups. Make sure you have at least one event or activity in this week, and ideally a couple of opportunities to get involved.
Just like last year, we’ll be running “mini fairs” throughout Welcome Week – sign up to take part using the webforms below. These are a brilliant opportunity to showcase your activity and get new members before Welcome Fair, so sign up early to secure your spot!
We’ve put together a brief calendar below of the events we’ve emailed you about so far, to help you keep track of everything. This isn’t an exhaustive list of all welcome activity, but just the events we’re organising for you to take part in. (Check out the What’s On Calendar for a full list of events and activities…)
A Level results day is on Thursday 18th August, so if you have website access get your welcome events and activities up on the What’s On Calendar before then. Don’t forget to tag everything you add to the What’s On Calendar with “Welcome”.
If you need any help planning welcome events, get in touch with Dan and D’arcy by emailing email@example.com. We’ll be able to help you come up with ideas or get your activities off the ground – if you’re not sure, just get in touch!
If you’re not sure what the ‘Hey Team’ is, it’s the amazing group of UCL students you would have met in your first week, helping you find your way around our welcome events (in very bright t-shirts). It’s a brilliant opportunity to get involved with welcome – so please do share this link with your members. The Hey Team will be based around the main campus from the 19th September to meet and greet new students, answer questions and help out at our events. If you join the Hey Team, you’ll get training from the Union before starting the role, so you don’t need any experience to get involved.
Apply online now: https://studentsunionucl.org/hey-team.
Our Finance Team are currently wrapping things up for the last financial year, and so we can’t provide financial statements for the 2022-23 year just yet! This means for some groups the website says no transactions have been made, but you don’t need to worry. If you’d like a financial breakdown of your club or society finances, please email firstname.lastname@example.org, including your 3-letter finance code. This breakdown will include all transactions from the 2021-22 year. If you have any questions at all, just let us know.
Room Bookings & Storage Access
We’ve not yet been allocated our rooms for the 22/23 academic year by UCL, but as soon as these details are confirmed we will be able to open room bookings for clubs and societies! You can apply for a slot on the Wilkins Terrace over the welcome period by submitting our webform: https://studentsunionucl.org/webform/-welcome-2022-wilkins-terrace-ev. Spaces are limited, so please provide as much detail as you can.
We’ll also be able to confirm access to storage spaces in September – thank you for your patience while we get back to you.
- Welcome Events
We are pleased to have access to a number of spaces across the UCL campus during International Arrivals Week (19 September – 25 September) and Welcome Week (26 September – 2 October) and we want to fill these spaces with your activities.
- Wilkins Terrace
- Japanese Garden
- Main Quad Marquee (International Arrivals Week Only)
- North Cloisters
- Roberts Building Foyer
If you would like to request a slot for your group in one of these spaces, please submit the following webform:
We expect demand for these spaces to be incredibly high so please apply for a space as soon as possible. We strongly encourage you to consider planning events for International Arrivals Week in addition to Welcome Week – there will be thousands of international students on campus that week and it would be a great way for your society to reach new members from the start of the Welcome period.
We have outlined the different event spaces available below – find out where they are and why they would be a great place to run your event!
The Wilkins Terrace is an outdoor space between the North Cloisters and the Bloomsbury Theatre. It’s one of our larger event spaces and will be covered by a stretch tent and have a stage facility so can facilitate a wide range of different events. It’s location at the centre of UCL main campus means your event will be easy to find, accessible for all students, and may even attract passers-by.
The Japanese Garden is a beautiful outdoor location behind the Student Centre, capable of hosting mid-sized events. The sculpture and greenery make it a very attractive venue and it’s one of the main thoroughfares on UCL main campus, so your event would see a lot of foot traffic. It does not have as large and flat open area as the Wilkins Terrace but is very suited to events with multiple smaller ‘stations’.
Main Quad Marquee (International Arrivals Week Only)
The Main Quad Marquee is a large, enclosed space that will be set up on the grass area of the main quad next to the North-West Wing. It’s central location in front of the Portico means it attracts a lot of attention from new students, as well as being easy to find and fully accessible for all. The space can be used for a wide variety of large-scale events that need to be held indoors. The Main Quad Marquee is only available in International Arrivals Week for club and society events.
The North Cloisters are a mid-sized indoor space, located in the Wilkins Building right at the heart of UCL main campus. They are great for most kinds of activity and will attract a lot of attention from new students and passers-by as they are of one of UCL’s main thoroughfares. However, due to their proximity to the UCL Main Library they cannot host events with excessive noise.
Roberts Building Foyer
The Roberts Foyer is located on the ground floor of the Roberts Building (home to several departments within the UCL Faculty of Engineering). This is an excellent space capable of hosting mid to large scale events. It’s a prime location next to the one of the busiest entrances to UCL main campus, Malet Place. It sees a lot of footfall and the venue is visible from street level on Torrington Place, meaning many more students will have a chance to see you event in action and pop in! The Roberts Foyer is suitable for lots of different types of events, but would work best for more relaxed social events, rather than high level activity.
If you have any questions or need help planning Welcome events, please email email@example.com. Dan and D’arcy will be able to help you come up with ideas and get your activities off the ground.
Please continue to keep an eye on your emails for further information about Welcome 2022 and the new academic year.
- Membership Products
We’re very pleased to confirm club and society memberships for 2022/23 are now live on our website: https://studentsunionucl.org/clubs-societies.
Please carefully check your membership products listed on the Students’ Union website as soon as you are able.
If there are any issues, respond to this email as soon as you can, detailing the amendments that need to be made. Please do not advertise your memberships until you have checked them carefully. If purchases are made before you are able to check the prices of your membership products, we will not be able to make changes to the price of the product.
If you are happy with the membership products that have been set up for you, please purchase your own membership. All committee members (not just presidents and treasurers) must be members of their own club or society.
Anyone who was a member of your group last year is no longer a member. Students must re-purchase membership each academic year. You may notice you no longer have a list of members on your club or society webpage. As soon as new members join your group, you will be able to see them here. You must delete any old membership or contact lists you have saved – you should only be contacting current members about your activities.
As mentioned previously, we are offering free taster membership for all clubs and societies this year. This replaces free remote membership. Taster memberships will allow students to safely get involved with your welcome events before committing to paid membership. Taster membership will allow students to stand and vote in club and society elections. Other than this, it’s up to you what taster membership gives access to.
- Garage Theatre Bids
Term 1 bids for performances in the Bloomsbury Studio are now open and will close on 1 October.
The Bloomsbury Studio is a professional Blackbox theatre space on campus that is fully equipped to house a variety of different productions ranging from musicals to recitals and many in between! It is an ideal space for smaller scale performances, with a seating capacity of around 60.
There are two performance weeks you can apply for using the form below:
Week commencing 24 October
Week commencing 31 October
Applications are then reviewed by a panel of Union staff, student representatives and theatre staff, before offers are made.
If you have any questions, please contact Darcy Mcguinness (firstname.lastname@example.org).