Resources for organisers

Resources for organisers

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São Paulo Freshers' Event

Organisers are offered these resources to support you in the running of your Freshers' Events.

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Mandatory guidelines for all events

Please familiarise yourself with the mandatory guidelines. Only events following these guidelines can be registered.

Visit the 'How to organise a Freshers' Event' page to learn how to make your event a success.

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Event registration

Please register your event on/before the registration deadline, so that we can promote it. Events cannot be registered, or promoted by the Collegiate University, 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. 

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    Online events

    Please familiarise yourself with the mandatory guidelines for online events. You might also find the following information useful:

    With thanks to Sally Dore of the Bristol and Bath group of Cambridge Alumni for writing and sharing the 'Guide to planning a virtual quiz'.

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    In-person events

    Please familiarise yourself with the following documents:

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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 in the managing bookings section.

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    Data protection and written consent

    If your Group intends to keep in touch with attendees after the event, you must provide each attendee with the Group's data protection statement (or a link to the statement online) and obtain each attendee's written consent before you can do so. We suggest you do this at the time they make a booking for your event.

    Groups based in the European Economic Area (EEA): please familiarise yourself with the data protection information for Alumni Groups.

    Groups based outside the EEA: if you intend to keep in contact with attendees after the event, you should observe the data protection legislation for your area.

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    Event templates

    These templates are available for your use:

    Attendee registration form (all events)
    Organisers are asked to provide the Alumni Engagement team with their attendee registration information. Please use this template and follow the instructions on the attendee registration form page.

    Download attendee registration form (Word version)

    Download attendee registration form (PDF version)

    Data protection statement (in-person events only)
    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 information. 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.

    Photography notice (in-person events only)
    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.

    Download photography notice (Word)

    Signage (in-person events only)
    Please display plenty of signage in and around the venue to direct attendees to your event. Please edit the template to suit your event.

    Download signage (Word)

    Event itinerary (in-person events only)
    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.

    Download event itinerary (Word)

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    Current student volunteers

    A mandatory requirement of this year's online Freshers' Events is the participation of at least one current student or recent graduate, but preferably more. We strongly recommend their involvement at in-person events too, although it is not mandatory. 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 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 2021
    If you would like to know how many individuals from your Group’s general area have applied to Cambridge for entry in Michaelmas Term 2021, 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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    Alumni Groups Grant 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 Grant 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.

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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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