NINTH MEETING (08/03/18)

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Godfrey Allison
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1 NINTH MEETING (08/03/18) Next important confirmed dates semester 2: 1. March Surf trip: Lost Cove Surf Festival South Wales- weekend 9-11 th March 2. Non alcoholic social- Surf Club does AirHop Thursday 15 th March at 6pm 3. Surf Club does Varsity- Wednesday 21 st March Royal Holloway 4. - Mexican themed Charity Quiz dinner + pre's social Manor park Friday 23 rd March (Climate week) 5. Surrey Surf week Tour nd Fuerteventura 6. AGM 7pm (+ Awards) & SHAKA Thursday 3 rd UNI 7. Wave Project charity surf day with young children with mental health issues- Sunday 6 th Brighton Beach 8. Society Awards Ball Thursday 24 th G Live 9. Volleyball charity tournament Surf club team Saturday May 26 SSP 10. Pre June trip big BBQ/Open Bar help from new committee tbc 11. June Surf Trip rd June location to be confirmed & dates tbc President- Edo Fundraise 500 or host 3 charitable/volunteering events by end of april- 450 so far Varsity ( ) organize how many surfers who don't have a ticket to tell Kara by next week Awards & Club legend- start thinking during next trips/socials 1 award each to give out & 2 club legends Find something to do at KOMO & Sushi Lab for committee before end of year (dinner & cocktail making/drinks) - together with Manda & Katie Tell any good potential people that could be committee next year- convince them to run for a position Tell everyone about the Profit & loss done with Xav: WE NEED TO SELL MERCH!!! In order to have some money for next year's committee Set AGM positions for next year decide as a team- Oli, Edo & Josh have different options vote Student and society nominations are open to do online VOTE any surf or amongst us :) VP & TRIPS JOSH March trip organization: Get drivers organized for tomorrow Post about what to bring and schedule for weekend Risk assessment for March Trip- to do today o Memberships March trip Xav will chase them for you 2 to go June Trip organization dates after finished march trip start looking into France Are you coming on tour in the end? Let the chicas know asap Socials- Katie

2 Airhop on the 15 th March confirmed 6pm get numbers on poll Charity Dinner & Quiz + Heart & Soul/Manor park - 5 tickets live from monday - start inviting as well other socieities/sport clubs/ decide on questions and how go through the quiz (question masters (Josh & Katie) Something to do at komo & suhi lab for committee by end of year after easter holidays with Manda & new social sec Socials calander: AirHop non alcholic- 15 th March Varsity- 21st March Charity Dinner & Manor park bar- 23 rd March SHAKA rd May (AGM + AWARDS before) Free Fest 5 th May- Katie is singing Charity day with Wave project in Brighton 6 th May Colours ball 12 th May Society awards 24 th May- Save the date everyone there! Volleyball charity tournament 26 th May Pre-June trip BBQ date tbc to be organized with new social sec (this could be something big if we will have some money to spend :) Tour- Bego & Ana Pay remaining balances from all people for tour including committee- 12 th march add optional luggage's (to ask on group)- deadline? Pay remaining local transfer UK DONE Prepare a week timetable with surf lessons hours, socials etc day to day- 3 weeks before to start Prepare a intro brochure for people coming to have on tour with all important info on like what to bring, timetable, flight details, area map etc (look at previous years for help)- during Easter holidays Go through with Sami about the whole week to sum up (lessons, dinners etc) so we can plan around it- during Easter holidays Find out how many vegetarians, vegans, allergies etc etc on group started it Risk assessment online for tour- 1 week before Passenger forms to collect people passport details through maybe a google form sheet - 2 weeks before Terms & conditions forms to bring printed on trip to get signed by people (update last year's one) - 1 day before Xav, Reilly, Bego & Josh remaining tour payments Treasurer- Xav Check tour P&L is all correct for Tour- with Bego & Ana P&L for whole club to do asap- important Refund Millie, & James driving test- DONE Get people to repay back any debt set dates including committee

3 After we pay full tour can you let us know how much 'extra' money we need to spend by end of the year to make a cool event Committee merch still to pay Xav & rest plan when to pay back (Reilly too) Get Joe & Dan to pay minibus fine for march trip (25/2) PAY TOUR, Merch & December trip Brand & Merchandising- Oli Sell Merch!! Together with Manda get ideas before each trip have new packages sales March trip t-shirts- DONE (real sexy) Do we have the exact quantities for Tour t-shirts? (52) June trip (50) BUCS t-shirt edition (end of year if we have extra money to spend) Tour t-shirt & June trip t-shirt designs done Get merch to sell- important think ways just before trips with Manda Make sure committee pay their merch Keep track of who buys what on our excel sheet- progress Keep updating our website Help out on events if needed Get people to pay that got merch on march trip In charge of telling the chicas before tour what to bring ie how many merch packs, membership t-shirts, any merch we sold prior Marketing & Media- Amanda WELL DONE for how active we are!! We are getting super noticed Connect the instagram stories to facebook stories Lets start using the live features at our events- Continue to stick to a min of 3 posts a week on social media Keep social media as active as possible Continue sponsor shout out and product advertising Aloha bottle photo advertise/ product placement ideas To do something at komo & Sushi Lab by end of year- together with Katie Post more of Those cool emotional posts with nice pictures of us that attracts attention Posts: **always tag uni of surrey & Union on important posts on insta/facebook to get full coverage Membership card use Save all photos of evidence for end of year stars applications Ask committee to send their pictures with their rainbow laces on Air Hop on insta promo Big charity promo for our charity quiz (use this for a pre-tour social) Promo for varsity next week PUSH OF OUR CHARITY QUIZ DINNER NEXT 2 WEEKS

4 Next year positions AGM: (draft) Signatory Positions: 1x President -Club and members development, ensuring the club hits deadlines, managing committee (showing up at meetings) -Setting specific objectives for each committee member (including themselves) -Mid semester review and plan for following semester - Setting specific objectives for the club along with the rest of committee -Arranging regular meetings (every ~2 weeks or so) to discuss upcoming events! Also creating action points from these on a shared document for anyone to access and edit - Maintaining a good relationship with the union and pushing the club further. -Spot any opportunity that the club could do to improve I.e. partnerships or doing an event together with other societies or sports cubs - Supporting all committee members in their roles -Ensuring Surf club gets Gold Stars Award at the end of the year -Making sure the club is Inclusive & outreaches to all student groups -Ensuring at least one signatory member is present at the society standings -Building a strong & compact TEAM (inspire & push the group to amazing things) 1 x VP- Trips Manager -Overseeing the 2 trips secs making sure all the trips are going as planned and on track -Support the Trip secs in their decision and check with them every week for updates -Support President in the club development and committee development -Making sure all the administration is correctly recorded prior to trips on an excel share document and update it regularly to avoid errors -Presentation of trips ideas to the rest of committee when having a few options -To check if Payments are done to accomodation, buses before trips together with Trips secs and treasurer -Ensuring that every detail on trip is accounted for (Everything that could go wrong, contigency planning) -Arrange with social sec for socials on trips 1 x Treasurer -Authorization of and overseeing all club money -Budgeting of all trips and socials alongside VP, Trips & Social sec -Planning ways for the club to generate income or spend money most effectively, alongside committee members. -Fundraising for the club a min of 500 for the year -P&L of club money for the year (excel ) -Finding the right Sponsors for the club ahead of Freshers Fayre & during the year -Keeping track of any debts being owed to the club -Getting money payments approved asap -Finish the year with a bit of extra money to give to future committee's -Negotiate prices to make it as cost effective as possible

5 Non signatory positions: 1 x Socials & Volunteering Sec -Organise at least 2 SHAKA's during the year -General rule is 1 social a month -Organise Pre and Post trip socials and socials during trips -Organise at least 2 NON-ALCOHOLIC socials -Collaborate with other clubs for socials like Tropical Latin night this year -Make sure everything is booked in, on calendars, has maximum exposure and can make income -Work closely with the Marketing & Merchandise sec to get your events highly exposed on all platforms -Take part in at least 2 union run events as a club -Take part in at least 3 volunteering/fundraising events during the year as for example Beach Clean ups (Surfers Against Sewage) or day surfing with autistic kids (Wave project charity) -Host an event at a different campus I.e. Manor Park 1 x Marketing & Merchandise Sec -Design and production of all club merchandise. these includes: Membership Tees, Robbies, hoodies, beanies, sweatpants etc (before year starts) -Have membership packs ready for members for freshers fayre -SELL MERCHANDISE & make sure is paid on time to get it before trips -Keep track of merchandise being sold on an excel -Managing/updating all Club Media; Photos, Videos and other Social Media content. e.g. pictures/vids of trip & events, regular (weekly) updates to Instagram, Facebook & Website -Managing exposure for all club trips/events. -Minimum of 3 posts a week on social media platforms -Work closely with every committee member and ask what they need to shout out about every week -Publicize through the Get Involved booklet Programme for three terms (fall,spring,summer) 2 x Trip Secs -Research, Costing and Planning of UK & abroad trips (6 trips including BUCS) -Organising Surf Club Drivers, ensuring they have done their test and/or don't get parking fines! -Ensuring all minibuses are properly booked, looked after, returned etc. -Planning of itinerary for every trip, taking main responsibility on these and making sure the rest of committee is on the same page as you. -Directly reporting to the VP trip manager to make decisions -Work closely with Social and marketing sec for your trips

19,900 STUDENTS SOCIETIES % % % % % UNDER 21 OVER 21 UNDER-GRAD POST-GRAD INTERNATIONAL A TRULY DIVERSE STUDENT BODY

19,900 STUDENTS SOCIETIES % % % % % UNDER 21 OVER 21 UNDER-GRAD POST-GRAD INTERNATIONAL A TRULY DIVERSE STUDENT BODY 19,900 STUDENTS SOCIETIES INVOLVED IN 53.5 46.5 80.8 19.2 12.7 % % % % % UNDER 21 OVER 21 UNDER-GRAD POST-GRAD INTERNATIONAL A TRULY DIVERSE STUDENT BODY FAYRE 5,500 plus Every year we host one of the