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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.

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Guidelines for hosting a Freshers' Event

Please familiarise yourself with the Guidelines for hosting a Freshers' Event page to ensure that your event can be registered and to learn how to make your event a success.

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Alumni Groups' Digital Events Training

Organisers are encouraged to attend our online training session for Alumni Groups on how to run digital events, which is at 2.30pm, on Tuesday 11 August. For further information and to register your place, please visit the event web page.

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Event registration

Please register your event on or before Wednesday 19 August, as outlined on the Event registration page. Events cannot be registered after this date.

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    Event promotion

    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. 

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    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.

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    Event templates

    Please use the following template:

    Attendee registration form

    Download attendee registration form (pdf)

    Organisers are asked to provide the Alumni Engagement team with their attendee registration form (which includes each attendee's name, College, CRSid and email) within two weeks of their Freshers' Events. Please use our template attendee registration form to collect this information at the event and follow the instructions on the Attendee registration form page.

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    Current student and recent graduate volunteers

    A mandatory requirement of Freshers' Events this year is the participation of at least one current student or recent graduate, but preferably more. The Alumni Engagement team will try to recruit such volunteers for you, but you might also like to recruit them yourself. Please visit the Volunteer recruitment page for guidance on recruiting volunteers.

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    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 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.

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    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 student numbers information hub (nationality/domicile) and click on any of the images on the page to view the relevant statistics. 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.

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        Attendee feedback

        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.

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        Eligibility for certain resources

        The online booking system is 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.

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