Resources and support

Resources and support

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São Paulo Freshers' Event

Organisers are offered a number of resources to support them in the running of their Freshers' Events.


You are welcome to contact the Alumni Engagement team for guidance and support at any point during the process. We politely ask you to respond promptly to our enquiries, observe the Freshers' Events guidelines and provide us with your attendee data within two weeks of the event. Thank you.

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Key dates

Please note the key dates, which include deadlines for registering your event and for submitting your attendee data to us after the event.

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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. Many contributions have been shared by previous attendees and experienced organisers.

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    Event registration

    Please register your event with the Alumni Engagement team before one of the two registration deadlines: either Friday 19 July (recommended) or Friday 16 August. The date your event is registrated will determine how your event is promoted and whether you are eligible to request our help to recruit volunteers. Before you start, it is useful to have this event information to hand.

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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

    Groups that have signed the Memorandum of Understanding (MoU) and published their data protection statement online have the option of using Development and Alumni Relations’ free online booking system for managing attendee bookings. The system offers attendees a straightforward way of booking a place at the event and enables organisers to:

    • Keep track of bookings
    • Export booking information, for the purpose of creating a registration list and name stickers/badges
    • Request payment from attendees, either by bank transfer or PayPal
    • Log attendance after the event

    Whenever an individual makes a booking for your event, you will automatically be sent a copy of their booking confirmation email.

    Please indicate on your event registration form if you would like to use the system. Alternative booking methods for Groups that have not signed the MoU, or that prefer not to use the system, are available on the how to organise a Freshers' Event page.

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    Volunteer recruitment

    The majority of attendees tell us that speaking to current students is by far the best thing about Freshers’ Events and the main incentive for going. Therefore it is strongly recommended that you invite along current students and also recent graduates, from a variety of Colleges and courses, to mingle with attendees. Our help with recruiting such volunteers is available to organisers who register their events on or before the first deadline and can be requested on the event registration form.

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    Schools Liaison Officers (UK only)

    Every College 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 
    • Mingle with attendees and provide a presentation on life in Cambridge
    • Help with recruiting current student volunteers to attend the event

    Additionally, 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 email the Alumni Engagement team to be put in touch with the SLO for your area. 

    Meet Rosie Costello, the SLO at at Gonville & Caius, with responsibility for Hertfordshire, Norfolk and a number of London Boroughs.

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    Branded event supplies

    Groups that have signed the Memorandum of Understanding (MoU) can order free University of Cambridge branded event supplies, known as a 'Party in a box', to decorate the room/area/table and create a stronger sense of Cambridge. Simply complete an order form and email it to the Alumni Engagement team.

    'Party in a box' menu:

    • 'Alumni volunteer' and 'Student volunteer' badges
    • Sheets of blank stickers (to use for name stickers)
    • Napkins and paper cups
    • Banners and bunting
    • Table flags and paper flags
    • Pens
    • Orientation leaflets

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    Event templates

    We offer a range of event templates and encourage organisers to use them:

    • Attendee registration form
      All organisers are asked to provide the Alumni Engagement team with their attendee data 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. European data protection legislation requires Groups based in the European Economic Area (EEA) to obtain and hold records of written consent from your Fresher' Event attendees to receive electronic direct marketing from the Group; our template is designed to obtain this consent from attendees. Groups based ouside the EEA that intend to keep in contact with attendees 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 those completing the form of how the Group will handle and use their data. Your Group's statement should be available from the Group's primary contact person (who is often the Chair or President). Information about data protection is published at the bottom of the run a group page
    • Photography notice
      Please display a photography notice if you or another member of the Group takes photographs at the event. The notice informs attendees that photograpy is taking place and gives individuals the option of opting out of appearing in photographs
    • Signage
      Please display plenty of signage in and around the venue, to direct attendees to your event. Please edit the template to suit your event
    • Event itinerary
      It is recommended that you display an event itinery, to give attendees an idea of what to expect and timings. Please edit the template to suit your event
    • Orientation leaflet
      Organisers of Groups that have signed the Memorandum of Understanding (MoU) can order hard copies of our orientation leaflet from the Alumni Engagement team to hand out to attendees
    • Checklist
      Our checklist is a useful aid for keeping on track with your event organisation

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    Student numbers for your Group's area

    It might be useful for event planning purposes to know how many students from your Group's area are starting a course in Cambridge this autumn and could potentially attend your event.

    • Applicant data for 2019–20
      If you would like to know how many new students from your Group’s general area have applied to Cambridge for entry in 2019-20, please contact the appropriate team and we will ask the relevant University office for the data. Requests are dealt with on a case-by-case basis and the provision of data is not guaranteed and, where it is provided, it 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 data for the last three years
      Visit the Planning and Resource Allocation Office website to track how many students from the country in which your Group is based go to Cambridge year-on-year. Data is updated annually in March and goes back three years. It is presented by country, and is not broken down further, such as by city, state, region or postcode, and might therefore be of limited use to Groups based in large countries and in 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 email

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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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