São Paulo Freshers' Event
Organisers are offered a number of resources to support you in the running of your Freshers' Events. Where stated, resources are only available to eligible Groups.
Guidance on how to organise a Freshers' Event
Visit the How to organise a Freshers' Event page to discover, or remind yourself of, what makes a successful event.
Please register your event before one of the stated deadlines, as outlined on the Event registration page.
Once registered, your event will be promoted as outlined on the Event promotion page. Ideas for how you can promote your event are also provided on this page.
Online booking system
Organisers of eligible Groups have the option of using Development and Alumni Relations’ free online booking system for managing your attendee bookings. The system offers attendees a straightforward way to book a place at the event and enables you to:
- Keep track of bookings
- Export booking information, for the purpose of creating a registration list and name stickers for attendees
- Request payment from attendees, either by bank transfer or PayPal (please note that it is not possible to send and receive payments through the system)
- Log attendance after the event
Whenever an individual makes a booking for your event, you will be sent a copy of their booking confirmation email to help you keep track of names and numbers.
Please indicate on your event registration form if you would like to use the system. Alternative booking methods for Groups that are not eligible to use the system, or that would prefer not to use it, are available on the How to organise a Freshers' Event page.
Branded event supplies
Eligible Groups can order free Cambridge branded event supplies, also known as a 'Party in a box', to decorate the room/area/table and create a stronger sense of Cambridge. Simply complete and submit an order form to the Alumni Engagement team.
Items available (images are on the order form):
- Banner, bunting and flags
- Paper cups and napkins
- Name badges and stickers
- Orientation leaflet
- USB sticks (to be used as thank you gifts for current student and recent graduate volunteers)
Please use the following templates:
Attendee registration form
Organisers are asked to provide the Alumni Engagement team with their attendee data (name, College and email) within two weeks of their Freshers' Events. Please use our template attendee registration form to collect this data at the event and follow the instructions on the Attendee data page.
Groups based in the European Economic Area (EEA): European data protection legislation requires that your Group obtains and holds records of written consent from your Fresher' Event attendees to receive electronic direct marketing from the Group. Our template attendee registration form is designed to obtain this consent from attendees.
Groups based outside the EEA: if you intent to keep in contact with attendees after the event, you should observe the data protection legislation for your area.
Data protection statement
Please display the Group's data protection statement next to the attendee registration form, in order to inform attendees completing the form of how the Group will handle and use their data. The statement should be available from the Group's primary contact person (often the Chair or President). Information about data protection is published at the bottom of the Run a Group page.
Please display a photography notice if the Group takes photographs at the event. The notice informs attendees that photography is taking place and gives individuals the option of opting out of appearing in photographs.
Please display plenty of signage in and around the venue to direct attendees to your event. Please edit the template to suit your event.
It is recommended that you display an event itinerary, to give attendees an idea of what to expect and timings. Please edit the template to suit your event.
Checklist for organisers
This is a useful aid for keeping track of event planning.
Current student and recent graduate volunteers
The vast majority of feedback from previous attendees confirms that speaking to current students is the best thing about Freshers’ Events and the main incentive for going. Therefore it is strongly recommended that you invite along some current students and recent graduates, from a variety of Colleges and courses, to mingle with attendees.
Organisers who register their events before the first deadline can request our help to recruit such volunteers; details are available on the Volunteer recruitment page.
Schools Liaison Officers (UK only)
Most Colleges employs a Schools Liaison Officer (SLO), also known as an Area Link, to build relationships with schools and colleges across the UK. Each SLO is assigned to several UK regions or cities and several London Boroughs.
SLOs are a great resource for UK Groups, because they could potentially:
- Co-host the Freshers’ Event with you
- Promote the event in local schools and colleges
- Attend the event, mingle with attendees and provide a brief presentation on life in Cambridge
- Help with recruiting current student volunteers to attend the event
Furthermore, head teachers are likely to be reassured by the presence of a University representative at the event.
SLOs are exceptionally busy, therefore support varies from College to College and is not guaranteed, but it is certainly worth seeking. Please contact the Alumni Engagement team to be put in touch with the SLO for your area.
Meet Katy Lewis, the SLO for Gonville & Caius College, with responsibility for Hertfordshire, Norfolk and a number of London Boroughs.
Incoming student numbers for your Group's area
You might find it useful to know how many students from your Group's area are starting a course in Cambridge this autumn and therefore could potentially attend your event.
Applicant numbers for Michaelmas Term 2020
If you would like to know how many individuals from your Group’s general area have applied to Cambridge for entry in Michaelmas Term 2020, please contact the Alumni Engagement team and we will ask the relevant University office for the data. Requests are dealt with on a case-by-case basis; answers are not guaranteed and information could be limited. The summer period is an exceptionally busy time for admissions staff, therefore please give us plenty of notice and anticipate a delayed response.
New entrant and current student numbers for the last three years
If you would like to know how many new entrants and current students go to Cambridge year-on-year from the country in which your Group is based, visit the Planning and Resource Allocation Office website. Statistics go back three academic years and are updated annually in March. Numbers are presented by country only and cannot be broken down further (such as by city, state, region or postcode), making this resource of limited use to Groups in large countries and the UK.
Alumni Groups Award Scheme
If your Group would like to host a Freshers’ Event but is unable to do so because of a shortage of funds, why not consider applying to the Alumni Groups Award Scheme for a one-off grant to subsidise event costs? The Scheme is administered by the Alumni Engagement team, with applications being reviewed and awarded by the Networks and Volunteers Working Group. Terms and conditions apply. For full details about the Scheme, please contact the Alumni Engagement team.
After the event, and on receipt of your attendee data, the Alumni Engagement team will contact your event attendees for their feedback. Attendees will be invited to share what went well and to provide suggestions for next time. Feedback will be shared with organisers before the end of December, in plenty of time for planning next year's events.
Eligibility for certain resources
The online booking system and branded event supplies (also known 'Party in a Box') are available only to Groups that have:
- Signed the Memorandum of Understanding (MoU);
- Signed the Data Sharing Agreement; and
- Published their Data Protection Statement online
If you are unsure whether your Group meets these criteria, please ask the Group's primary contact person (often the Chair or President), or contact the Alumni Engagement team.