Setting up and running a society can be one of the most beneficial and rewarding extracurricular activities you can take on during your time at uni. Most universities have a society for everything you can think of, from the typical law and economics societies to cheese and wine societies to fan clubs such as Taylor Swift or rock societies. But if there’s no pre-existing society that takes your fancy, you can set one up yourself. This is my experience of running a student society, and my tips and tricks to making it run smoothly
What is a student society?
A student society is a group formed by students at a university, typically around a shared interest, activity, or cause. These societies can focus on various areas, such as: academic & professional, cultural & international, sports & recreation, arts & media and social & volunteering. Student societies help members network, develop skills, and enjoy campus life. They often organise events, workshops, and social gatherings. Many universities officially recognise and support societies and the student union oversees each student society and must authorise everything the society does.
Roles in a Society
In my second year at uni, I’ve become the secretary of my university’s book club. Whilst this was a pre-existing society, the process of running a society each academic year is basically the same as setting one up from scratch. Before the academic year starts, a committee needs to be formed. Typically this is comprised of a president, a secretary, a treasurer and a welfare officer, but it differs from uni to uni. Here’s a breakdown of what each role is comprised of:
President:
- Leads the society and oversees its operations.
- Represents the society to the university and external organisations.
- Chairs meetings and ensures decisions are implemented.
- Sets goals and direction for the society.
Secretary:
- Handles administration and communication.
- Takes meeting minutes and manages society records.
- Organises logistics for events and meetings.
- Ensures members stay informed about society activities.
Treasurer:
- Manages the society’s finances.
- Prepares budgets and keeps financial records.
- Applies for funding and ensures responsible spending.
- Handles membership fees and sponsorships.
Welfare Officer:
- Ensures the well-being and inclusivity of members.
- Acts as a point of contact for student concerns.
- Promotes mental health and diversity initiatives.
- Helps create a welcoming and supportive environment.
However, some societies spread the load of these roles by creating additional roles such as an outreach officer, a social media manager and an events officer, depending on their needs. You can recruit for these roles in two different ways. The first way is holding a hiring process by advertising these roles on social media, and looking through the received applications and CVs. The second way is rallying up a few of your friends to fill the relevant roles your committee requires. My society committee was formed the second way, and it can be quite fun running events with your friends as it’s another excuse to hang out together.
Getting the Society Up and Running
Once the committee was formed, the president had to fill out a constitution and each committee member had to sign it. The constitution is a formal document that outlines the rules and structure of the society, which includes: the society’s name and purpose, committee roles and responsibilities, code of conduct, etc. Each committee member must sign the constitution to confirm their agreement and commitment to these rules. The president also has to fill out a ‘Weekly Risk Assessment’ which ensures that all society events are conducted safely. By identifying all possible risks, this helps protect society members and ensures compliance with university regulations. Once these forms are filled out, they’re sent over to the student union to keep on file.
At my university, each society had to attend a training day to understand the basics of what it means to run a society. This included information on finances, safeguarding members and the logistics of running and promoting events. So don’t worry about being inexperienced, student union staff are there to help you get up to date.
Membership
Recruiting members is the most important part of running a society, as each university has a minimum threshold to be officially recognised – at SOAS, this is 16 members. Students can sign up through the Student Union website, and membership fees, if applicable, help fund society activities. A strong social media presence is essential for attracting and engaging members, with two key platforms being Instagram and a group chat or mailing list. An Instagram page allows societies to promote events, liaise with other societies, and introduce the committee, while a group chat or mailing list ensures direct communication with members about upcoming events and important announcements. Setting up these channels before the academic year begins is vital so they can be effectively promoted at the Freshers’ Fair, making it easier for new students to join and stay connected.
One of my favourite parts of running the book club this year was setting up our stall at the Freshers’ Fair. The whole point of the fresher’s fair is to build that membership up, so having a stall that stands out is key to attracting new members. We made ours fun and colourful with a homemade banner, tablecloth, and plenty of freebies like sweets, free books, stickers, and bookmarks. Other societies used interactive games or challenges to entice students to join their societies. Since people often have many questions about the society, it’s important to have a FAQ prepared and ensure all committee members are on the same page, so everyone shares consistent information.
Finances and Planning Events
It’s important to have a rough idea of the events you plan to hold throughout the academic year. This helps with securing funding from the Student Union (SU), budgeting, buying supplies, and planning event promotions. I find it easiest to organise these plans in a calendar format, which provides a clear overview of the year. This is also the time to figure out if you want to collaborate with other societies or host any big events such as talks, balls, dinners, or outings, so you can prepare well in advance. Societies receive funding from the SU and each uni has a different process in allocating this funding. At SOAS, the SU holds a funding forum where each society breaks down the costs of their planned events and seeks funding for each term. The SU then awards the funds they deem appropriate to each society. The most popular way societies raise funds is by charging for tickets or organising fundraising events, such as a bake sale, but depending on the nature of your society, you can also explore sponsorships.
Running an Event
To run an event, you first need to buy supplies, such as decorations, food, materials for activities, or equipment for presentations. Once you have your supplies, you’ll want to market your event to attract attendees. This can be done by creating engaging posts on Instagram. Additionally, it’s crucial to keep your members in the loop by sending out reminders and updates through your group chat or mailing list.
You’ll also need to set up a ticketing system, SOAS uses the platform Native, to manage ticket sales and registrations, but this will differ across universities. It’s important to get creative with the events you organise as this encourages people’s attendance. However, it’s important to be cautious of what other events are happening around the same time, as overlapping events can cause your attendance to be lower. Booking a room in advance is essential, and you’ll likely need to submit an additional risk assessment for safety if your event involves any physical activities or large groups. This ensures the well-being of your attendees and helps avoid any surprises for the university.
Running events is the most exciting and rewarding part of managing a society because it allows you to see your hard work come to life. However, it’s important not to be discouraged if turnout isn’t as high as expected. Attendance can be unpredictable, influenced by other events happening on campus, the timing of your event, the day of the week, or even the weather. What’s important is creating a welcoming atmosphere and ensuring those who do attend have a great time.
I hope this guide to setting up and running a society is helpful. It is certainly one of the best roles I’ve taken on during my university career, expanding my social circle and improving my social and leadership skills. If you’re interested in joining a society, here are 5 tips you need to know.
