Resource Guide 2021

Meet James Hudson, UNE Life Clubs and Student Experience Manager.

James has been banging around Clubs and Societies across 3 universities since joining the UQ Mediaeval society back in 1998. Somehow and most definitely by accident this obsession with never growing up and making life one continual club party became his career back in 2005.

James is seriously knowledgeable about club stuff (20 years will do that to you) and very approachable. He can occasionally be found sitting in his chair just inside the UNE Life Advocacy Office.  Although he never answers his phone he is extremely quick to respond to emails so give that a go if you can’t make it in to see him in person!

James has misspent youth as a thespian which eventually led him to complete a Master’s degree in Renaissance Literature. He is also somewhat partial to holding a microphone. Most importantly James loves to attend club events, especially if there is food involved so feel free to shoot him an invite.

Email James

Ben Bible – General Manger Communications and Student Experience.

Kicking around UNE since 2009, Ben bleeds the UNE green. No matter how ingrained he is into the student experience here at UNE Life… he is kinda hard to snap, he does this “duck and weave” number then poof, he’s gone, so here’s a delightful picture of his dog, Troy Bolton, who loves being in photos instead!

Coming to campus a few years after school and a brief stint in property management, he blew through some arts units, then education and then eventually moved across into Bachelor of Business but we’re sure if you ask him now, he’ll still say he doesn’t know what he wants to be when he “grows up”. His first gig at UNE was spending some time in the Professional Experience office, before moving into Marketing and Public Affairs and then the Future Student Team. Now the General Manager for Student Experience and Communications he’s been with UNE Life since the beginning, wherefrom his position of Marketing and Development Coordinator of SportUNE, he helped to bring together Services and Sport under the one UNE Life banner.

When asked, Ben will tell you that his Myers Briggs profile is ISTJ that says more about him than he cared to admit.  He believes that education is the silver bullet to so many problems, but also that extends to outside the classroom. University is an incredibly formative time and Ben will do absolutely everything to create opportunities that help UNE students develop into the kind of people who can change the world.

Clubs & Soc’s plan for 2021.

• Focus is creating the best extracurricular experience possible.
• Invigorate the club scene at UNE.
• The mission is to help students create a fantastic and vibrant Campus Culture.
• Create ‘belonging’ communities.
• Enable a club scene with vibrancy and an overarching ethos of Inclusivity.
• Empower students to achieve this themselves through fantastic events.
• Add value to being a club executive member.
• Create Competition and excitement around being a club executive.
• Increase the number of clubs at UNE.
• Increase the number of executive “volunteers” working to create campus culture here at UNE through their club activities.

We all want to belong.

• When someone arrives at a new place – New Town, School or University their first need is to find a sense of belonging.
• The club’s program is one of the best places to create belonging communities at UNE.
• Regular club events on campus can give students a reason to come to campus or come ‘up top’.
• Belonging to a student club can also give online students a connection to UNE that they are lacking.
• Belonging to a club increases retention rates- clubs keep students at University.

DUTIES OF A UNE LIFE CLUB PRESIDENT.

• Acting as the spokesperson for the club.
• Calling and chairing meetings, checking that matters of importance are brought before the membership and that a friendly and civilized approach is maintained at all times, by all parties.
• Ensuring executive resolutions are properly resourced and actioned.
• Ensuring that communication with club members is carried out and that club audits and Annual General Meetings take place in the specified time.
• Maintaining a close working relationship with the Clubs and Student Experience Manager.
• The president is also personally liable for any publications produced by the club.

DUTIES OF A UNE LIFE CLUB SECRETARY.

• Creating contact lists of members.
• Administering all Club social media sites, email lists and the Club’s UNE ONE page.
• Arranging venues, compiling agendas and taking minutes of all club meetings.
• Bringing important correspondence to the attention of club members.
• Submitting minutes from the Annual General Meeting to the Clubs and Student Experience Manager. These minutes provide testimony that your club is behaving in accordance with its constitution with respect to electing new office bearers etc.
• Forwarding all details (name, address, telephone number) of the new executive and any alterations to the Club Constitution to the Clubs and Student Experience Manager as soon as possible.

DUTIES OF A UNE LIFE CLUB TREASURER.

• Keeping the club informed of its financial position.
• Ensuring that all payments made are legitimate and have been authorised by the club management committee.
• Preparing budgets for income and projected spending.
• Keeping a current list of all financial members.
• Presenting a financial report at the Annual General Meeting.
• Preparing a financial statement of all major transactions for the annual audit.
• Attending all Treasurer training sessions run by UNE Life

Option One – Direct deposit into your club account.

1. 1. We will deposit the cash to your account a few weeks before the event is due to happen
   2. An acquittal will be required to be submitted to James within 2 weeks of the event.
   3. Any future funding will be on hold if the acquittal is not forthcoming in time

Option Two – Money will be paid directly to your creditor.

1. 1. For this option, you need to supply James with an Invoice form the Supplier/ Venue etc. for UNE Life to pay directly
   2. NO AQUITTALL will be needed and as such much less paperwork required.

Option Three – Grants to be used at UNE / UNE Life / SportUNE Facilities

1. 1. For this option, UNE Life will sort out all payments for you directly
   2. NO AQUITTALL will be needed and as such much less paperwork required.

Figure out your goals and timeline for the events.

1. What are you trying to achieve?
2. Why do you want to host this event?
3. Is this the right sort of event for your club?
4. What is the best date for this event?
5. Are their conflicting events that will impact your event?
6. How many people do you hope to have attend?

Establish your budget.

1. Work out what this whole thing will cost?
2. How will this event be paid for?
3. Is it user pays?
4. What will the ticket cost be?
5. Do you expect UNE Life grants to help?
6. Can you get support from other sources- Faculty, Sponsors etc.?

Find your Venue.

1. Inside or Outside?
2. What size venue is needed?
3. Wil they allow outside catering or must they cater?
4. Do they have a liquor license already or must you get a community permit?
5. Does the venue have the AV requirement applicable to your event?
6. What security will be required for this venue?
7. Are their suitable amenities- toilets etc.?
8. Is the venue ability accessible?
9. What are the transportations considerations of this venue?
10. What decorating considerations are there?

Find your Event Partners and Vendors.

1. Would this event work better in conjunction with another club?
2. Do you need catering- Is so who?
3. Will you need external security?
4. Will you need bar staff?
5. Does the event need entertainment- Band, DJ, Guest Speakers?

What is your ticketing strategy?

1. Are you set up for UNIONE for online ticketing?
2. Will you set up physical sales stalls?
3. Are their different ticket prices for different categories etc.?
4. What does the ticket include?
5. Will you issue refunds- under what circumstances?

Build your marketing campaign.

1. What is the event theme?
2. Who are you targeting/
3. Are non-members being targeted?
4. What are your best advertising options?
5. Have you planned a social media campaign?

Keeping your attendees safe.

1. Will you need to do a risk assessment plan?
2. Does UNE Security need to be informed
3. Will there need to be a plan for after event care of patrons
4. Will you require after event buses, sober officers etc.?

UNE Life acknowledges that there are Inherent safety risks involved in events run solely by students for their members.  As the entity responsible for the administration and provision of Governance training to the UNE Clubs Program as well as the UNE College JCR program, UNE Life sees the importance or providing Risk Assessment training to these leaders in order to ensure that all UNE students attending club run events are given best practice safety outcomes.

As such our Clubs and Student Experience Manager James Hudson, who holds a Cert IV in OHS and three years’ experience as a WHS Manager at the University of Queensland, has developed basic training in Risk Management for the executive of all UNE life affiliated clubs and JCRs.  James will deliver this training to the incoming JCR leaders and the 2020 Club executive at the Club and Societies conference.

This training teaches the executive how to Identify of the sort of Hazards that are to be found at club or college events that they are likely to run as well as giving them the skills to perceive the risk that these hazards will present to their attending members. The training program then teaches students how to either eliminate these hazards or adequately control the risks they present.  It also covers the Event and risk paperwork required by UNE security in order for an event to be approved.

James is available as a WHS consultant to all the club event planners and will work through the required Risk Assessments with the student conducting the Club run event.

It is desirable that a level of capacity in Risk Assessment be developed in student leaders of the UNE Clubs and JCR program that they will take with them into the world upon graduation from UNE and serve them and those they work with in providing a safer community.

All Club executive must make sure they are confident in assessing the risks that Hazards pose to the people attending their events.  A risk assessment form is required by UNE Security before major events can proceed on campus.

BBQs and Stall Bookings.

As such the UNE Clubs Department maintains a Clubs BBQ along with Marquees, Eskies, BBQ, Tables, Tools and Fire Safety Equipment for clubs to use.

Clubs are also encouraged to host Info/ Membership Drive/ Ticketing Stalls in the Top Courtyard or the Ingrid Moses Courtyard. UNE Life will provide marquees and Tables for these stalls as well as post on all our social media channels.

Remember: To set up a Facebook event for this with all the information and add UNE Life as a co-host to the event!

UNE Life Catering.

UNE Life has its own catering department – UNE Life, Functions & Catering (they run basically all the hospitality on campus here in Armidale). As such we are uniquely placed to provide clubs with a range of catering choices at their on-campus events.

Remember: Clubs can use Grant Money to order UNE Life Catered Food for their Meetings.

Book a BBQ with James

Check out catering options

Book catering with L,F,C.