Society Requirement Guidelines

In order for your society to function well and to ensure you’re doing the very best you can for your members you must all endeavour to adhere to these guidelines. Your Guild Convenors and Executive Committee are there to support and encourage you so please keep them informed of your activity and contact them as your first point of call with any query or problem.

Society Executive Committee Agreement

As an executive committee member I understand I have taken on the responsibility to work on behalf of my society’s members. By signing this agreement I assent to follow these guidelines and adhere to them at all times. I understand that failure to adhere to the Society Guild Guidelines in this document may result in the loss of my position on the executive committee or even the suspension of the below named society and its’ future activity.

Society Name

Executive Position Name (Print) Signed

Guidelines

Society Standard AwardsThis year we want every society aiming to achieve at least a Bronze Standard award. With every society striving to achieve a standard, it raises the overall standard of the Guild and sets the benchmark for new societies to look up to.

Executive Meetings and Minutes Your executive committee must meet at least two times in each of the first two

terms. At least one week prior to these meetings you must inform your convenor of the

date, time and place the meeting will take place along with a copy of your agenda for the meeting.

Minutes should be taken by the Secretary or Vice President and those minutes should be sent to all society members and your convenor no later than one week after the meeting has taken place.

Events and Fundraisers Your society must host two events per term for the first two terms. These events

may include Workshops, Lectures, Film screenings, Socials, Dinners, Trips etc. All members must be informed of these events and invited to join in You must inform your convenor of the date, time and place of each event or

fundraiser you plan to host at least one week prior to the event

Societies Guild GM’s At least one member of your society’s executive committee must attend each

Societies Guild General Meeting (GM). If no member of your exec is available a reasoned apology must be sent to the

Societies Guild Secretary, Jennifer Johnson (jjohnsb@essex.ac.uk) at least one week prior to the GM. The Guild Executive Committee will consider your reasons and inform you if they have been deemed acceptable.

Failure of at least one of your exec attending one GM will result in a warning. Failure of at least one of your exec attending two GM’s will result in a fine.Failure of at least one of your exec attending three GM’s will result in your society and its’ future activities being suspended.

You must inform all your members of the information given in Societies Guild GM’s.

Society AGM’s Your society must hold an annual general meeting (AGM) before the end of the

second term. Committees must read the guidelines for holding an AGM in the societies

handbook – the AGM should be a forum to reflect on the societies progress over the year including a financial report from the Treasurer as well as electing the next years executive committee. Only paid up members will be able to vote (membership will be suspended for the period of the elections)

You must inform your convenor of the date, time, and place of the AGM and provide them with an agenda at least one week prior to the event.

You must inform your members of the date, time and place of the AGM and provide them with an agenda at least one week prior to the event and encourage them all to attend.

The Secretary will take minutes of the meeting and these must be sent to all members and your convenor no later than one week after the event.

Executive Committee Handover The current exec must provide evidence of a comprehensive handover to the

new exec. This evidence must be submitted to your convenor at the beginning of the third

term.