Congratulations on taking the lead with a new student group or stepping into an executive role! Wondering what to do next?
Engaging with STU through a club or society is a fantastic way to dive into university life, connect with people across different programs, and make meaningful friendships. You’ll have the chance to shape the campus experience by organizing events that matter to students, leaving a lasting impact.
This section of the STUSU website is here to equip you with all the tools and knowledge you need to run a successful student group. From getting your group ratified to finding funding, planning events, and more, you'll find everything you need here.
The STUSU is dedicated to supporting you and ensuring that your group thrives. We are all about giving students a platform and ensuring you have the resources to create the best possible experience on campus. I hope you find this guide helpful as you embark on this exciting journey!
Activities and Operations Common to Student Groups at STUSU
TYPICAL TIMELINE
Acquire an Email List or Social Media Platform: Start by collecting contact information for all interested students. This can be done at the Clubs & Societies Fairs or through personal connections and outreach on social media.
Hold an Info Session: Invite interested members to an introductory meeting where you can present your club’s mandate and strategic plan for the year. Use an engaging PowerPoint and don’t forget to provide some snacks to keep everyone happy!
Determine a Meeting Schedule: Decide on a regular meeting schedule that suits all members (weekly, bi-weekly, or monthly) and book appropriate meeting locations. Assign a member to create and distribute agendas before each meeting ( usually the secretary of the club).
Hold Regular Meetings: During meetings, provide updates from executives and ordinary members, reflect on past events or initiatives, and plan for upcoming ones. Designate someone to take minutes and keep track of assigned action items to ensure accountability ( usually the secretary).
Annual General Meeting: Hold an AGM to present the group's progress, review membership and finances, and discuss the vision for the upcoming year, this would be a great time to pass down transition documents.
Engage with University Committees: Get your members involved in relevant university-wide committees or student consultation groups. For academic societies, contact your faculty Dean, and for recreational groups, reach out to Experential Learning or Student Services to explore involvement opportunities.
Hold Elections for New Executives: As the academic year ends, conduct elections for new executive members. Ensure current executives write transition reports detailing their roles, responsibilities, and tips for smooth operations.
Host Special Celebrations: Celebrate the year’s achievements with end-of-year gatherings or banquets to recognize members' contributions and foster a sense of community.
TYPICAL EXECUTIVE OFFICER POSITIONS
Each group has unique needs and objectives, so executive positions should reflect these. Here’s a breakdown of typical roles, with flexibility to adjust as your group evolves:
President/Co-Presidents: Lead the group by setting the vision and mission, acting as the spokesperson, and overseeing other members to ensure they fulfill their duties.
Vice-President: Step in for the President when needed, monitor the progress of events and initiatives, and organize the annual general meeting.
Treasurer: Manage the group’s finances, present accounts to members, enforce financial policies, and oversee the budget. In some groups, there may also be a Sponsorship Officer to handle funding.
Secretary: Prepare meeting agendas, record minutes, and maintain important documents such as the constitution and membership list.
Marketing/Communications Officer/ Public Relations Officer: Handle social media content, maintain branding guidelines, and respond to inquiries on social media platforms.
Events Director/Fundraising Officer: Oversee the organization and execution of large-scale events, including writing risk management plans, booking spaces, and selecting themes and decorations.
How to Request Funding
Funding Application Process
Clubs and societies do not receive a predetermined amount of funding from STUSU each year. Instead, funding is administered on an application basis for specific events and initiatives. To request funding, you must complete a Funding Request Form, which needs to be submitted at least two weeks before the funds are needed.
The amount of funding granted is determined by the STUSU Finance Committee and is based on several factors, including:
The effort your group has made to secure additional funding.
The quality of the budget you submit (e.g., detailed cost breakdowns).
The number of students the event or initiative will impact.
The amount of funding your group has previously requested.
2. Funding Approval Process
After submitting your funding request, you will receive an email from STUSU indicating whether your request has been denied, partially approved, or fully approved. If your funding is approved, the VP Admin will forward the request to the General Manager, who will process the payment using the account details provided on your form. You should then receive the approved funds.
FUNDRAISING ALTERNATIVES/IDEAS
Online Fundraising Campaigns Platforms like GoFundMe are excellent for online fundraising, especially for reaching out to family, friends, and non-students who may have more disposable income. It's an easy way to raise funds—simply share the campaign link on social media regularly to keep it in people’s minds.
External Sponsorships: Pursuing external sponsorships can provide both monetary and in-kind contributions. Look for companies whose mission aligns with your group's goals. For larger sponsorships, consider creating a detailed sponsorship package. For smaller, in-kind donations, a well-crafted sponsorship letter can be effective. After your event or initiative, send personalized thank you letters to your sponsors to increase the chances of future support.
Bake Sales: Organize a bake sale on campus. Homemade treats are always popular and can raise funds quickly.
Silent Auctions: Partner with local businesses to gather auction items. Students and faculty can bid on items online or at an event.
Charity Runs/Walks: Host a 5K run or walk on or near campus. Participants can pay an entry fee, and you can seek sponsorships for the event.
Craft Fairs: Encourage students, faculty, and local artisans to sell handmade crafts. A portion of the proceeds can go to your cause.
Raffle Draws: Sell raffle tickets for a chance to win donated items or services. The more attractive the prize, the more tickets you'll sell.
Community Dinners: Host a themed dinner night in partnership with local restaurants or as a potluck where attendees pay a fee to participate.
Garage Sales: Collect donated items from students and staff and hold a garage sale on campus. This is a great way to recycle items and raise funds.
A Paint & Sip Night is a creative and fun way to fundraise. Participants pay a fee to join a guided painting session while enjoying a drink. These events are popular because they offer a relaxed, social atmosphere where people can unleash their creativity. Partner with a local artist or art student to lead the session, and consider collaborating with a local café or restaurant to provide the drinks.
How to Promote Your Event:
Planning (TIMING):
Course Schedules: consider the class times. Courses on MWF during the day last 50 minutes, from 10:30-11:20, for example. Consider hosting your event after classes end, instead of in the middle of a class.
The only weekday times when no classes happen are Mondays from 8:30am to 10:30am, and Fridays after 2:30pm.
Check out our events to try to host your event at a time that no one else is hosting something and avoid scheduling conflicts or dividing student participation. Sometimes this can’t be avoided, but it’s worth checking
Student groups can post to the Campus Events Calendar on the STUSU website for free. The calendar is located on the home page and the “ Get Involved” Page- Campus Events. This will help your group look for potential collaborations and ensure that your event doesn't overlap with other events thereby reducing attendance ((create a link) - just click the Submit Event button). On a request basis, the STUSU can also repost material to promote your events on our social media channels. To make this request, email su_vpsl@stu.ca and su_communications@stu.ca.
COMMUNICATION & MARKETING
Add event to STU.ca/events: Send all event details to Jefferey Carleton, Special Assistant to the President (carleton@stu.ca). Having the event endorsed on stu.ca can mean that your event is featured on the Student Notices newsletter. To have it added, you must include the info on this template:
Event Description
Key Details Template to send to the Communications office:
Event Name:
Date:
Time:
Location:
Event description:
Call to action: (Registration link here; book a meeting here; email this address; Everyone welcome to show up etc.)
Add a photo you would like to be included for the event
Social Media: Plan a social media announcement and promotion on your accounts: o Instagram posts and/or stories
Design a grid post that matches the design of the rest of the posts using Canva.
You can tag @stthomasu
Update your link in bio > Use LinkTree or other Bio Link pages.
Facebook Posts
Ensure the link for the call to action (register here http://example) works well and is clickable.
Student Notices - Weekly Newsletter: once your event is on the stu.ca/events website, the Communications department can include it on their weekly newsletter sent to all STUdents. No action required from you for this to happen.
Posters (Optional): Be conscious of your printing! Print posters in colour (use the JDH Lab1 printer) and put them up across campus, every building preferred. Try not to post posters on regular walls, tape can chip off the paint. Glass/non-painted walls are okay.
Inform other groups, offices, and relevant people about your event. (E.g. STU Student Union, International Student Office, Indigenous Student Services, Residence Life, etc.
COLLABORATIONS
STU Staff and Faculty: Collaborating with the STU community is encouraged! If you think an event could benefit from a staff or faculty or offices being involved, go for it! Do be respectful with their time and acknowledge this may be outside of their regular responsibilities when you approach them.
Community Partners and Employers: These collaborations will be the most delicate, as we may be representing all of STU if we are their only STU contact. Uphold the values of excellent communication and reciprocity when collaborating with community partners and organizations/businesses
Certificate in Experiential Learning: If you are volunteering with an off-campus non-profit organization, those hours will count towards STU’s Certificate in Experiential Learning and Community Engagement. To record your volunteering, visit Learninginaction.stu.ca > Certificate Programs
CLUBS & SOCIETIES FAIRS
The Clubs & Societies Fair happens at the beginning of both semesters at the JDH Cafeteria or the Lower Courtyard and is open to all students looking to get involved. It's also a great opportunity to network with members of different clubs and societies. To book a table, please email the su_vpadmin@stu.ca. All ratified student groups are notified to RSVP for a table where they can promote their club and specifically target first- year students. Bring snacks, colorful signage, and interactive activities to increase engagement.
WELCOME WEEK EVENTS
Clubs and Societies are also given the opportunity to host events during Welcome Week to introduce themselves to new and returning students. This is a prime time to showcase your group's activities, attract new members, and kickstart your presence on campus. Whether it’s a casual meet-and-greet, a fun social event, or a collaborative activity with other clubs, hosting an event during Welcome Week allows your group to make a strong first impression. Take advantage of this opportunity to engage with the student community, highlight your unique offerings, and build momentum for the upcoming year.
Events Best Practices: Organizing Events
A. Create A Plan:
Figure out event logistics, timeline, schedule, and budget.
Events that require food can be booked via Aramark catering services. The email is wall-kim@aramark.ca.
Booking your space-all spaces on campus must be booked via Cathy Buck. The email is cbuck@stu.ca.
To book a room on campus however, the email is roombookings@stu.ca,
To book the SUB is sub@unb.ca
For Campus Patrol to present at the event is campuspatrol@unb.ca . This has to be booked 6pm on Friday, the week before the event.
B. Risk Management:
Ensure you have identified the possible risks associated with your event and have mitigated them to the best of your ability. Effective risk management is essential for ensuring that your club or society's event runs smoothly and safely. Here are some key risk management tools and strategies you can employ:
Conduct a Risk Assessment: Identify potential risks associated with your event, such as safety hazards, financial risks, or reputation risks. Consider factors like the event location, activities, number of participants, and any special requirements.
Create a Risk Management Plan: Develop a plan that outlines the identified risks, their potential impact, and the steps you will take to mitigate them. Prioritise risks based on their likelihood and potential severity.
Event Planning and Coordination
Establish Clear Roles and Responsibilities: Assign specific roles to team members to ensure that all aspects of the event are covered. This includes roles for safety, logistics, finances, communications, and crisis management.
Develop a Detailed Event Plan: Include timelines, checklists, and contingency plans in case things don’t go as expected. Share this plan with all involved team members.
Insurance Coverage
Verify Insurance Requirements: Ensure your event is covered by the necessary insurance policies, including liability insurance. Check with the STUSU to see if your event is covered under their policy or if you need additional coverage.
Health and Safety Protocols
Implement Health and Safety Measures: Depending on the nature of your event, ensure that first aid kits, emergency exits, and safety procedures are in place. If your event involves physical activities, have trained personnel on hand and ensure all participants sign waivers.
Compliance with Local Regulations: Ensure your event complies with all local laws, regulations, and university policies, including capacity limits, noise ordinances, and alcohol policies if applicable.
Budgeting and Financial Controls
Create a Detailed Budget: Develop a realistic budget that includes all potential costs and revenue. Monitor spending closely and have a contingency fund for unexpected expenses.
Financial Oversight: Implement financial controls, such as requiring multiple approvals for large expenses, to prevent fund mismanagement.
Communication Strategy
Establish Clear Communication Channels: Ensure all team members, volunteers, and participants know how to communicate during the event. This could include setting up group chats, using walkie-talkies for larger events, and having a central point of contact.
Crisis Communication Plan: Develop a plan for communicating with participants, staff, and emergency services in the event of a crisis. This plan should include pre-drafted messages and designated spokespersons.
Contingency Planning
Prepare for Unforeseen Events: Have backup plans for potential issues like bad weather, low attendance, or technical difficulties. For example, if your event is outdoors, consider an indoor alternative.
Emergency Response Plan: Develop a plan for responding to emergencies, including evacuation procedures, first aid responses, and coordination with emergency services.
Training and Briefing
Train Volunteers and Staff: Provide training sessions or briefings for all volunteers and staff involved in the event. Ensure they understand their roles, the event plan, and the risk management measures.
Conduct a Pre-Event Walkthrough: Before the event, walk through the venue with your team to identify potential issues and ensure everyone knows their responsibilities.
Keep Detailed Records: Document all aspects of your event planning, including risk assessments, budgets, contracts, and communications. This documentation can be vital for accountability and for learning from the event in the future.
Events Best Practices: POST-EVENT
1. Attendees:
Always send a follow-up email to attendees to thank them for participating.
Now what? Add a follow-up action item to your email. Example: now that you’ve attended the Career Fair, use these resources to improve your summer job search – or ‘Thank you for attending; feel free to book a meeting with me to talk further about ABC.’
2. Community partners and employers:
Always send a follow-up email to thank a partner for collaborating with you. A personalized email is always preferred over a generic one. Add something specific about their involvement that you appreciated.
Optional: mail them a thank you card (if you have their address).
REFLECTION
Congratulations, you hosted an event! Practice the reflection step of experiential learning and reflect on what went well and what could be improved if you were to host this event again.
Reflecting can be more meaningful if you take the time to write down your thoughts and keep a written record of your successes and ways of improving.
Seek anonymous feedback from the people who attended or were involved in organizing the event. Microsoft Office Forms is a great free app you have access to to help you gather feedback or information from a large number of students.
Possible Venues:
Promotional Table: Sir James Dunn Hall ( JDH) Cafeteria, Lower Courtyard
Smaller Get-Togethers: OC Lounge, JDH Cafeteria,
Banquets: Great Hall in George Martin, Fredericton Inn, Delta Hotel by Marriotts,
Large Socials: Kinsella Auditorium
Succession Planning For Clubs & Societies
The process of handing over leadership within a club or society is crucial to ensuring the group's continuity and success. This section covers two key aspects of the handover process: Transition Documents and Elections.
Transition Documents
Transition documents are essential for a smooth leadership handover. They provide incoming executives with the information and tools they need to understand their roles and continue the group's work without disruption.
Role Descriptions: Clearly outline the responsibilities and expectations for each executive position. This helps new leaders understand their duties and provides a reference point throughout their term.
Ongoing Projects: Provide detailed updates on ongoing projects, including objectives, deadlines, and key contacts. This ensures that essential initiatives don't lose momentum during the transition.
Past Events and Initiatives: Include summaries of past events, what worked well, and what could be improved. This historical knowledge helps new leaders build on previous successes and avoid past mistakes.
Financial Records: Ensure the new Treasurer has access to all financial documents, including budgets, funding applications, and expenditure records. This transparency is vital for maintaining financial health and accountability.
Important Contacts: Provide a list of key contacts, including university officials, external partners, and other student leaders. This network is essential for collaboration and support.
Strategic Plans: Include these in the transition documents if your group has a strategic plan or long-term goals. New leaders can then align their efforts with the group's vision and ensure continuity in achieving these goals.
Elections
Conducting fair and transparent elections is fundamental to the democratic operation of student groups. Here's how to manage the election process effectively:
Election Timeline: Set a clear timeline for the election process, including nomination periods, campaigning, and voting days. Ensure that all members are aware of these dates well in advance.
Nominations: Encourage nominations for each executive position. Encourage members to nominate themselves or others committed to the group's success.
Campaigning: Allow candidates to campaign and present their platforms to the group. This can include speeches, Q&A sessions, and promotional materials. Ensure that all campaigning is conducted fairly and respectfully.
Voting: Use a transparent voting process, whether it’s through secret ballots, online voting platforms, or another method that ensures confidentiality and fairness. Make sure all eligible members have the opportunity to vote.
Results: Announce the election results promptly and congratulate the newly elected executives. Provide them with the transition documents and introduce them to key contacts to help them get started.
Handover Meeting: Arrange a handover meeting between outgoing and incoming executives. This meeting should cover the transition documents in detail, address any questions, and set the stage for a successful leadership transition.