Society Committee Training Handbook 2026/27
For more information, visit our website
Contents Module 1: Introduction to Societies Welcome What is a Society Your Role as a Committee Member How to use this Training Handbook Training Requirements Getting Started in Your Role Module 2: Governance and Responsibilities Societies Constitution & Code of Conduct Society Executive Committee Society Objectives Committee Structure Committee Roles and Responsibilities Membership and Associate Membership Module 3: Society Setup and Administration Society Resources Module 4: Running Society Activities Meetings and Communication Events and Activities Risk Assessments Welfare, Safety and Support Prevent Policy and Procedure Society Development Fund Module 5: Operational Procedures Finance Transport and Trips Room Bookings and Guest Speakers Society Website and Social Media Promotion, Fundraising and Sponsorship Module 6: Meetings and Accountability Annual General Meetings and Elections Misconduct and Discipline Further Support Training Completion Declaration
Welcome Congratulations on becoming a society committee member! Thank you for taking on this role within your society. By stepping into this position, you are helping to create opportunities for students to get involved in campus life, meet new people, and take part in activities that enhance their university experience. Societies are a key part of the student community, bringing people together around shared interests, developing skills outside the classroom, and helping to build a more connected and inclusive university environment. As a committee member, you play an important role in keeping your society active, welcoming, and well organised. This includes supporting your members, planning and delivering activities, and ensuring your society runs in a safe and responsible way. This training handbook has been created to support you throughout your time in role, whether you are completely new to committee work or building on previous experience. It contains the key information you will need to understand your responsibilities, run events effectively, access support, and make use of the resources available to you. The Students’ Union is here to support you throughout the year with your society, offering guidance, advice, and help whenever you need it.
What is a society? Societies are student-led groups that bring together people with shared interests, hobbies, or goals. They provide opportunities for students to connect with others outside of their course, take part in activities, and build a sense of community within the University. Societies can focus on a wide range of areas, including sport, culture, academic interests, and social activities. They play an important role in enhancing the student experience and creating an inclusive and engaging campus environment.
Your role as a committee member As a society committee member, you are responsible for helping to lead and organise your society throughout the academic year. This includes supporting your members, planning and delivering activities, and ensuring your society operates safely and in line with Students’ Union guidance and procedures. Committee members also help to promote their society, manage communication with members, and contribute to the development and direction of the group. Your role is key to keeping the society active, welcoming, and well organised.
How to use this Training Handbook This training handbook is designed as a practical guide to support you in your role as a society committee member. It brings together key information, guidance, and processes that you may need throughout the year. Where appropriate, it will direct you to forms, policies, and additional resources available through the Society Resources page and Students’ Union systems. Once you have completed this training handbook, you may also request a meeting with the Student Opportunities Coordinator to discuss your role in more detail or go through any areas where you would like further support.
Training requirement This handbook forms part of your Society Committee Training. All society committee members are required to read the handbook in full and complete the declaration at the end to confirm your understanding of your role and responsibilities. Once completed, this will be recorded by the Students' Union as completion of Society Committee Training.
Getting started in your role As a newly-elected committee member, the following steps will help you get started in your role:
Join your society through the Students' Union website Read your society's constitution and familiarise yourself with its objectives Complete the Society Committee Training Handbook and Training Declaration Meet with the rest of your committee to discuss plans, activities, and priorities for the year Familiarise yourself with the Society Resources page and the forms available to support your society Contact the Student Opportunities Coordinator if you are unsure about any process, activity, or requirement: andrew.ratcliffe@wrexham.ac.uk
Societies Constitution and Code of Conduct All societies are guided by the Societies Constitution and the Students’ Union Constitution. These documents set out how societies should be run and what is expected of committee members. They cover key areas including: How societies are structured Membership requirements Committee roles and responsibilities Election procedures Financial processes Meeting requirements Transport and trip procedures Fundraising and sponsorship guidance Conduct and disciplinary expectations
Societies Constitution and Code of Conduct As a committee member, you are expected to be familiar with these documents and apply them within your society. You should also ensure that society members are aware of the expectations that apply to them. These guidelines help ensure societies are safe, fair, and well organised. Failure to follow the Constitution may result in action being taken under Students’ Union procedures. Each society is required to complete its own constitution, set annual objectives, and submit a signed copy to the Student Opportunities Coordinator for approval before the academic year. Newly affiliated societies should do so within one month of affiliation. Once completed, the Society Constitution (including objectives) must be submitted to the Student Opportunities Team at suactivities@wrexham.ac.uk.
Society Executive Committee The Society Executive Committee supports and reviews key decisions relating to societies. They review funding requests, new society applications, guest speaker requests, and risk assessments. The committee is made up of three members of staff: Student Opportunities Coordinator Head of Membership Services WSU President
Andrew Ratcliffe
Carrie Bennett
Coordinator
Services
Student Opportunities
Head of Membership
Abimbola Caleb SU President
Society Objectives Each society is required to set clear objectives for the academic year. These objectives help guide the direction of the society and ensure it continues to develop and provide value for its members. Objectives may focus on areas such as: Membership growth Activities and events Community engagement Partnerships or sponsorship Society development Societies should set at least two objectives for the year. At least one objective should focus on sustainability, encouraging societies to consider their environmental impact and how they can operate responsibly. Examples of objectives may include: Increasing membership numbers Running a sustainability-focused event Reducing paper usage within society activity Developing new opportunities for members As a committee member, you are responsible for ensuring your society sets appropriate objectives at the start of the year and works towards them throughout the year. Objectives should be reviewed regularly and reported on at the Annual General Meeting (AGM).
Committee Structure Every society must have a minimum of two committee positions: President Secretary Committee members are elected by society members at the Annual General Meeting (AGM). Exception: The two individuals submitting a New Society Affiliation Request will automatically become the President and Secretary upon approval, unless otherwise discussed with the Societies Executive Committee. Societies may create additional committee positions where required. Examples may include: Treasurer Events Coordinator Social Media Officer Welfare Lead Any other role relevant to the society Any new committee positions should be agreed in advance and included in the Societies Constitution before elections take place. Outgoing committee members should provide a handover and support incoming committee members.
Committee Roles President Ideally, this person is: Proactive Responsible Dedicated Organised A good communicator (written and verbal) They should also demonstrate leadership qualities such as: Delegation skills Self-awareness Integrity Accountability Responsibilities: Act as the main representative and point of contact for the society Call and chair society meetings Liaise with the Student Opportunities Coordinator and keep them informed of ideas, events and activities Uphold the Society Constitution and Code of Conduct Ensure members abide by the Constitution Attend Students’ Union meetings when requested Be the driving force behind the development and progression of the society, supporting society initiatives and activities Maintain society social media accounts
Committee Roles Secretary Ideally, this person has: Excellent organisation skills Strong written communication skills Good time management The ability to multitask Project management skills are also desirable. Responsibilities: Keep an accurate record of society membership Regularly review the society’s progress towards its objectives Take minutes at society meetings Assist the President with their duties Represent the society in meetings in the President’s absence Record and audit society equipment and resources
Membership Membership is open to all members of Wrexham University. All society members must: Join the society via its webpage on the Students’ Union website Abide by the Society Code of Conduct Joining through the Students’ Union website ensures members are officially registered and covered under the relevant insurance arrangements. As a committee member, you should ensure members know where to find the Society Code of Conduct and encourage them to familiarise themselves with its contents.
Associate Membership Society membership may also be made available to associate members. Associate members include: Life members – Former students who have successfully completed a full-time or part-time course at Wrexham University. Honorary members – University Governors, Students’ Union Trustees, and former Executive Committee members who have graduated from the University. Honorary Life members – Individuals granted this status by Student Council or the Board of Trustees in recognition of significant support provided to the Union or its students. Wrexham University staff – Members of staff employed by the University. Associate membership must not account for more than 20% of a society’s overall membership. Associate Members are not entitled to vote on any matter or hold a committee position but may attend society activities and contribute to discussions where appropriate.
Society Resources All key forms, templates, policies, and guidance documents required to run your society are available via the Society Resources page. Committee members should familiarise themselves with these resources. Using the correct form helps make sure your request is processed without delays. If you are unsure which form to use, contact the Student Opportunities Coordinator before submitting your request. Key Resources Society Constitution Welsh Translation Request New Society Affiliation Request Development Fund Request Event Request Form Post-Event Form Room Booking Request Transport Request Form Guest Speaker Request Incident Report Form Society Webpage Tutorials Endsleigh Insurance Basic Cover Summary Risk Assessment Template Risk Assessment Guide Prevent Policy & Procedure
Meetings and communication Regular communication between committee members is encouraged throughout the year. Societies may choose to communicate through: Microsoft Teams WhatsApp Email Face-to-face meetings Committee meetings can be used to: Review society progress Discuss events and activities Develop new ideas Review objectives Support members The Student Opportunities Coordinator may also arrange meetings with societies throughout the year. New societies will attend an introductory meeting before activities begin. Progress meetings should take place at least once per term. Any open meeting arranged by the society committee requires 7 days' notice to members by email.
Events and activities Societies are encouraged to organise a range of activities and events to engage their members, build community, and support participation throughout the academic year. Before an event takes place, an Event Request Form should be completed and submitted in advance. This allows the University/SU to review and support the activity where appropriate. Information requested may include: Event details Location Estimated attendance Purpose of the activity Any support or resource requirements (e.g. equipment, staffing, or supervision) Risk considerations where relevant
Events and activities Submitting this information in advance helps ensure events are well-planned, appropriately supported, and accessible to members. Following the event, a [Post-Event Form] should be completed. This provides a record of what took place and helps monitor engagement across societies. It will typically include: Date of event Whether the event was public or private Number of attendees (including members and non-members where relevant) Summary of outcomes (e.g. whether aims were achieved, what went well, and any challenges faced) Feedback and suggested improvements for future events These reports help track society activity, identify successful approaches, and support the ongoing development of events in future years.
Risk assessments Some activities may require a risk assessment to be completed. Guidance is available through the Students’ Union website. Additional support is available from the Student Opportunities Coordinator where required. At the start of each academic year, societies should complete a general risk assessment covering the routine, week-to-week running of the society and any activities that are already planned. This helps identify and manage any foreseeable risks associated with regular society operations. Additional risk assessments may be required for specific events or activities outside of normal society activity, for such things as; Regular society activities and meetings Certain events Off-campus activities Trips and visits Activities involving additional risk considerations
Welfare, safety and support When planning and delivering society events, you must always consider the welfare and safety of participants, particularly for larger events or those identified as moderate to higher risk. If you believe first aid cover may be required for an event, please contact the Student Opportunities Coordinator in advance. Where appropriate, arrangements may be made for a qualified First Aider to attend. If medical assistance is required during an event: In a life-threatening emergency, call 999 immediately. If the situation is not immediately life-threatening, or once emergency services have been contacted, contact University Security to request assistance or a first aider: 07764 687 909 07764 687 910 These numbers should be saved in advance by all committee members. Alternatively, during working hours, you may contact the University emergency line: 01978 293 333 (or extension 3333) If security cannot be reached and assistance is still required, call 999. If serious incidents occur during society activities, committee members should notify the Student Opportunities Coordinator and complete any required incident reporting documentation.
Prevent policy and procedure The Prevent programme aims to safeguard individuals from being drawn into terrorism or supporting extremist ideologies. The Prevent Policy focuses on early intervention, support, and safeguarding. Your responsibilities As a society committee member, you may be required to complete a short Prevent awareness training session. You should: Be aware of signs that someone may be vulnerable to radicalisation Act appropriately and seek advice if you have concerns Report concerns to the Wrexham University Prevent Coordinator: prevent@wrexham.ac.uk If you are not comfortable doing so directly, you may speak to the Student Opportunities Coordinator for guidance and support
Society Development Fund Societies can apply for funding through the Society Development Fund. All applications are reviewed by the Society Executive Committee. When submitting a request, you should include: Details of the activity or item you are requesting funding for The amount of funding required A clear breakdown of costs The intended outcomes or benefits for your society Applications are typically expected to be around £250 per request, although all applications will be considered on a case-by-case basis. There is no limit to the number of funding applications a society can submit. If your application is approved, funding may be provided in one of the following ways: Purchases are arranged directly through the Students’ Union You make the purchase and are reimbursed through the Students’ Union finance process
Finance Society finances are managed through Students’ Union procedures, which help keep everything transparent and consistent. Key financial requirements include: Societies are not permitted to operate external bank accounts Societies should not hold or manage cash independently All money raised through society activity must be processed through the Students’ Union. Equipment purchased through the Society Development Fund remains the property of the Students’ Union. Reimbursements can only be processed where valid proof of purchase is provided. If you are unsure about any financial process, contact the Student Opportunities Coordinator before making purchases or financial commitments on behalf of the society.
Transport and trips A Transportation Request Form should be submitted at least four weeks before the date of travel. This allows sufficient time for transport to be arranged and approved. Activities outside the UK require at least two months' notice. When submitting a transportation request, you will be asked to provide: Event name or reason for travel Date of travel Departure location Collection point following the event Destination and postcode Departure and collection times Total round-trip mileage (using AA Route Planner or Google Maps) Number of society members travelling Providing accurate information will help ensure transport arrangements can be made efficiently and meet the needs of your group. Prior to departure, a [Trip Registration Form] must also be completed. This form should include the name and contact details of all participants travelling on the trip and should be submitted before travel takes place. This information helps the Students’ Union maintain accurate records and provide appropriate support in the event of an emergency.
Room bookings and guest speakers Societies may need to book rooms for meetings, training sessions, workshops, guest speakers, or other society activities. Room booking requests should be submitted at least two weeks in advance of the date required by completing the Room Booking Request Form, to allow sufficient time for processing and room allocation. Room booking requests must be made each term, as they do not carry over. When completing the form, you should provide as much detail as possible. Information requested may include: Date and time of the booking Expected number of attendees Duration of the booking Room layout requirements Any facilities or equipment required Details of the activity taking place Providing accurate information will help ensure the most suitable room can be allocated and that any required facilities are available.
Room bookings and guest speakers Please note: Room booking requests must be submitted each academic term and do not automatically carry over from previous bookings. Guest speaker requests should normally be submitted at least four weeks in advance by completing the [Guest Speaker Request] form. You should not confirm arrangements with guest speaker until approval has been received. Some of the information you need to include: Title/Date of Event Location/Venue Who will be attending the event and estimated numbers Short description of the event
Society website and social media Each society has a webpage within the Students’ Union website. Committee members can send information to the Student Opportunities Coordinator to update their page with; Society information Contact details Meeting information Images Promotional content Social media can be used to: Promote society activities Recruit members Share achievements Advertise events Celebrate successes Societies should use their official society name in social media profiles and promotional materials. Where possible, social media handles should also include "Wrexham University" or "WU" in accordance with the Society Constitution. Committee members are expected to use social media responsibly and professionally. Content should not bring the society, Students’ Union or University into disrepute. The Students’ Union Communications Team can support societies with promotion and publicity.
Promotion, fundraising and sponsorship Effective promotion is essential for attracting new members, maintaining engagement, and supporting the growth of your society throughout the academic year. Committee members are encouraged to make use of the range of promotional opportunities available through the Students’ Union and University. Methods of promotion may include: Using society social media channels to promote activities and events Providing content for publication on the Students’ Union website Sharing information through Campus Talk, the University’s weekly newsletter Displaying posters on approved noticeboards across campus Attending Students’ Union and University events, including open days and welcome activities Running events and activities that promote and raise awareness of the society Working with academic staff to promote the society to relevant student groups
Promotion, fundraising and sponsorship Regular communication with members helps maintain engagement and encourages participation throughout the year. In addition, societies may also choose to organise fundraising activities. The Student Opportunities Coordinator should be informed before any fundraising activity takes place. Any sponsorship arrangements must be approved before they are agreed. All fundraising and sponsorship activity must comply with the requirements set out in the Society Constitution.
Annual General Meeting (AGM) and Elections An Annual General Meeting (AGM) is held prior to society elections in March. The purpose of the AGM is to provide members with an update on the society and to begin the election process for committee members for the following academic year. Societies are required to give at least 14 days’ notice to the entire membership prior to the AGM. A Students’ Union staff member or Sabbatical Officer should also be invited to attend. Members should also be informed of the committee positions available and how they can put themselves forward for election. The quorum for the AGM is 50% + 1 of the society membership. If quorum is not met, the meeting may not be considered valid for decision-making purposes. Following the AGM, members will have a set period of time to nominate themselves for the available committee positions. Once nominations have closed, voting will open online through the Wrexham Students’ Union website using UnionCloud’s built-in voting system.
Annual General Meeting (AGM) and Elections The Elections proceedings will be conducted in accordance with the Societies Constitution and Election Process, ensuring that committee positions are filled democratically by eligible members. By-Elections will also take place in October to fill any committee positions that become vacant or were not filled during the main March Elections. The same nomination and online voting process will apply. Only registered Wrexham University students are eligible to vote or stand for committee positions. Staff members, alumni, and associate members are not permitted to vote or hold committee positions.
Misconduct and discipline Committee members and society members are expected to behave in a way that does not: Puts others at risk Breach health and safety requirements Bring the society, Students’ Union, or University into disrepute Disciplinary matters will be considered through Students’ Union procedures. Possible outcomes may include: Warnings Suspension from society activities Temporary removal from the society Permanent removal from the society In addition to action taken against individual members, societies are expected to operate in accordance with the Society Constitution, Students’ Union policies, and other applicable procedures. Failure to comply with these requirements may result in action being taken by the Students’ Union. In serious cases, a society may be suspended and access to Students’ Union services and support may be withdrawn until any issues have been resolved.
Need further support or clarification? Completing this training handbook provides the essential information needed to run your society effectively. The Student Opportunities Coordinator is available to provide additional support where clarification is needed on society processes, responsibilities, or procedures. If you require further guidance, you can request a one-to-one support meeting via the training completion form below. If you have questions about any part of this handbook, or would like support with applying the information in practice (such as events, funding, recruitment, or elections), please get in touch: suactivities@wrexham.ac.uk Thank you for completing the Society Committee Training Handbook. You should now have an understanding of your responsibilities as a committee member, the support available to you, and the key processes involved in running a Students’ Union society. To record your completion of the training, please complete the Society Committee Training Completion Declaration using the link below. Declaration of Training Completion