Committee Responsibilities

Marketing your Club or Society

It's time to tell the world how brilliant your Club / Society is! 

Make sure people know what you do, how to join, and the best way to contact your committee. A responsive, up-to-date online presence will be invaluable in growing and strengthening your Club / Society. So how do you get the word out?

1. The QUBSU A-Z list is the place to be

The single best way to market your Club or Society is to make sure it's on the A-Z Clubs and Societies list on the QUBSU website. This is the first place people will look when they want to learn more about your Club / Society. It's also the most popular section of the QUBSU website by far - so get involved!

 

Registered committee members can edit their webpages by logging in at home.qubsu.org and clicking on the Admin Tools section for their Club / Society in the top-left drop down menu. Most areas can be updated within the Edit Details section, but Elections and Signups are created within their specific sections. You can also add a scrolling photo gallery by emailing the image files to the Clubs and Societies team - just make sure they're in jpeg format and no bigger than 5 MB each. You find helpful guidance from MSL on customising your webpage here and here.

 

You have a lot of freedom in designing your webpage and populating it with content. Get creative!
 

2. Use your official Club / Society email account

 

Every Club and Society is given an official email account ending '@qub.ac.uk'. If you don't have access to your official account, or if you've just forgotten the password, you can submit the form here and we'll get back to you.

It's the committee's job to to check this account regularly. It's where all official communication will be sent, and it's where students who are interested in joining will make contact with you. Check out more guidance in our Using Your Email section.

3. Social Media - get posting, sharing, and liking!

Once your Club / Society has been ratified by SU Council, you can set up social media accounts on various platforms to help spread the word and foster a community amongst your members.

When creating a new Club / Society social media account, make sure to follow the steps below:

  • Email the team on societies@qub.ac.uk or clubs@qub.ac.uk to let us know the details of the account. Send us the link and we'll add it to your webpage on the QUBSU website.

  • Ensure that your Chairperson, Secretary, and Treasurer all have access to the account. These three committee members will be held responsible for maintaining the account and running it in accordance with all relevant policies. When handing over to a new committee in the summer, email us to confirm the details of all social media accounts that have been passed to the new executive committee. This should be complete by 1st August every year.

  • Name and describe the account according to the guidance issued by the University:

    • Always start your account name or handle with 'QUB', e.g. @QUBEnglishSociety. This helps differentiate your account from other organisations with the name Queen's, and keeps all QUB accounts consistent and easy to find. If you can't use 'QUB' at the start of the name, include it at the end instead. 

    • In the description box or bio, you should always clearly state the remit of the account and make it clear that engaging with content does not equate to endorsement. 

Remember that the Student Social Media Policy applies to Club and Society social media accounts, as well as any other conduct policies laid out by the University. You should always take care when posting online and assume that everything you post is public and permanent.

 

 

4. Offline marketing - think posters, flyers, and more!

You can use your Recurrent Grant funding (or Own Funds) towards all kinds of printed material to help promote your Club / Society events, activities, sign-ups, and more.

When hanging posters in any building, please try to ask the staff first and be mindful of where you choose for your poster. Lots of buildings on campus will have dedicated noticeboards for you to use, so please don't stick posters on other walls - and definitely don't use blu-tac, sellotape, or any other adhesive which could damage paintwork.

If you’d like to display posters or flyers in the Students’ Union, just give us a shout first so that we can review and approve your poster artwork. You can either:

  • Email your design to sumarketing@qub.ac.uk or the Clubs and Societies team

  • Pop into the staff office on Level 2 of SU Elmwood with a copy of the poster

 

Once you have received the green light, simply:

  • Head down to Reception

  • Ask them to stamp the back of your posters

  • Pop them up on the dedicated noticeboards around your Union. Easy!

 

We do ask that you only put up a maximum of five posters – we need to leave space for other Clubs & Societies! If you’d like to leave some flyers, you can leave up to 100 a week. 

 

Logo Alert

Make sure your logo is an original design and doesn't plagiarize the SU's or the University's current or previous brand identity in any way. Send a copy of your design to the Clubs and Societies team for approval if you make any changes. 

If you want to use the SU or University logo on any online or printed material, you must seek explicit permission first. For any printed material using the University logo, you must organise this via Purchase Order from the Queen’s Print & Repro Centre. You can find their details here.

Club / Society clothing which inclues the University crest or logo must be embroidered in line with the Branding Guidelines.

© 2021 - Queen's University Students' Union

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