The committee consists of two Co-Chairs and three teams. The Co-Chairs and Team Leaders are already in post and we are currently recruiting for the team members.

The deadline for applications is Sunday 15 October 2023.

The dates for the first committee meetings are:

• Monday 23 October 2023
• Monday 30 October 2023
• Monday 6 November 2023

The exact timings and location will be confirmed. Please make a note of these dates.

Being part of the committee requires a time commitment of approximately 1-2 hours a week (which will increase nearer to the caucus), plus your attendance for the event on Saturday 16 March 2024. You will have the support of the committee and staff members to make sure your commitment is manageable.

Eligibility

You must be a University of Bath student to apply.

• Chairing the committee meetings and ensure the timeline is on track
• Providing regular updates on the progress of the OYW Bath organising committee to staff representatives in the Faculty of Humanities & Social Sciences and School of Management
• Liaising with the sub-groups to ensure progress is being made and provide input, review action tracker ensure tasks are completed
• Liaising with University of Bath staff to raise awareness and encourage participation by staff/Students’ Union representatives
• Overseeing and finalising the Impact Report for publication by May 2024

Administrative Directors (2 roles)

• Internal committee planning and administration, including organising meetings
• Managing the OYW Bath Microsoft Teams space
• Contributing to event planning and event strategy
• Preparing and circulating meeting minutes and actions
• General email account management and forwarding
• Co-ordinating the content for the Impact Report from all committee members

People & Logistics Directors (2 roles)

• Venue logistics & producing necessary set-up plans for the day
• Liaising with the audio visual (AV) team and/or backstage society
• Liaising with the School of Management events team for venue details
• Liaising with the estates team for room set-up
• Arranging catering and liaising with providers on day of event
• Purchasing/co-ordination of necessary items for the event
• Logistics management and event set-up/takedown management
• Volunteer recruitment and briefing sessions
• Management of volunteers on the day

Workshops Directors (2 roles)

• Responsibility for leading on structure, format and timings of workshops sessions
• Liaising and coordinating those leading the workshops sessions
• Delivering briefings where appropriate and necessary for those leading workshops
• Using data from past events to inform planning of workshops
• Sourcing and managing necessary materials and resources for the workshops
• Ensuring students are informed and engaged with the purpose and objectives of the workshops

Digital & Ticketing Directors (2 roles)

• Creation of an event webpage and updating information online as needed
• Liaise with University of Bath marketing teams to add to relevant pages
• Set-up and integration of Eventbrite page and communications
• Development of a ticketing promotion strategy in conjunction with the marketing and social media directors
• Physical promotion of the event and tickets on the parade, in the Students Union (SU), lecture shout-outs, etc. in the lead up to the caucus
• Producing regular ticketing progress updates and informing the committee
• Responding to all registrant queries (via email prior to the event and via phone on the day)
• Ensuring all registrants receive required information and are prepared for the day
• Production of pre-event information pack and regular emailing to registrants prior to event
• Preparing the post event survey in advance, circulating this to delegates immediately after the event, and summarising responses no later than two weeks after the event for the impact report

Marketing & Social Media Directors (4 roles)

• Social media account management, posting and content creation
• Manage the OYW Bath social media and blogging accounts (Instagram, LinkedIn, Facebook, blog)
• Devising social media campaigns and activity to increase followers, raise awareness and drive delegate registrations
• Creating social media spotlights of committee members, speakers and sponsors throughout the campaign
• Create advertising and graphics content in accordance with OYW and University of Bath brand identity standards
• Advert placement management (SU Screens / SU website / careers service emails / First Bus screen adverts)
• Producing a press release prior to and immediately after the event in conjunction with University of Bath marketing and press office to be circulated to central University newsfeeds / SU newspaper / Bath Chronicle / Bath Echo
• Collect testimonials from attendees on the day of the caucus to be used in post event promotion
• Summarising the marketing activity and compiling data (e.g. social media impact) for the impact report, no later than four weeks after the event

Partnerships Directors (2 roles)

• Managing relations with corporate sponsors
• Creating new relationships with potential benefactors of the event
• Networking with on-campus student groups and societies for
  • engagement at the event
  • promotion to their members, in conjunction with the marketing group
• Local partnership management (Bath Spa University / University of the West England (UWE) / University of Bristol charities)
• Promoting the Bath caucus to OYW ambassadors via the UK Co-ordinating Ambassador Responsibility for producing updates to be sent to the Community Manager at OYW Summarising sponsor, partners and speaker initiatives for the Impact Report no later than four weeks after the event

Speaker Liaison Directors (2 roles)

• Leading speaker recruitment and arranging the writing of speaker biographies
• Vetting of potential speakers and completion of relevant speaker paperwork (waivers and university approvals)
• Responding to all queries from speakers and potential speakers
• Organising speaker, workshop (in collaboration with workshop directors) and panel briefings prior to the event
• Point of contact for speakers before and on the day
  
• Gaining relevant consent paperwork from the speakers
• Arranging thank you notes and gifts after the event and updating speakers of progress on post-event initiatives