Council Roles & Responsibilities

President (GB)
Role: Club Figurehead
Responsibilities:

• The President is an honorary role.
• The President does not have to join council meetings, but it is encouraged.
• Give thanks to a guest lecturer at the end of an evening.
• Award new member badges.
• Award competition trophies.
• Help organise & run the President’s night once a year.
• The President’s night can be anything of the President’s choosing: show, lecture etc.

Club Chair (SH)
Role: Leadership & Oversight
Responsibilities:

• Provide overall direction and leadership for the club.
• Chair meetings and represent the club publicly.
• Ensure all roles are being fulfilled and coordinate between them.
• Set the vision and goals for the club’s development.
• Act as a liaison with external organisations/clubs.
• Create a brief report for the AGM.

Vice Chair (PP)
Role: Support Chair
Responsibilities:

• Assist the Chair in their duties and fill in when they’re unavailable.
• Take on special projects or initiatives as requested by the Chair.

Treasurer (KP)
Role: Financial Management
Responsibilities:

• Maintain accurate financial records and manage club accounts.
• Handle membership fees, event budgets, and reimbursements.
• Prepare financial reports for each council meeting and annual summaries for the AGM.
• Work with an auditor to prepare the annual summary to present at the AGM.

Secretary (JK)
Role: Administration & Communication
Responsibilities:

• Take minutes at council meetings and distribute them to council members.
• Keep records and key club documents.
• Manage internal communications and club notices.
• Create a brief report for the AGM.

Membership Officer (SH)
Role: Member Engagement & Welfare
Responsibilities:

• Welcome new members and support onboarding.
• Maintain the member database and contact list.
• Monitor member satisfaction and encourage retention.
• Organise socials, mentoring, or buddy systems.

Programme Coordinator (PP/SH)
Role: Programme Planning
Responsibilities:

• Develop and manage the schedule of club events (e.g. lectures, competitions, shows).
• Book performers, venues, and resources/hotel as needed.
• Coordinate with other roles for smooth event delivery.
• Gather feedback on events and improve future programming.
• Liase with venue to ensure we have somewhere to meet.

Competition Secretary (SV)
Role: Organise competitions
Responsibilities:

• Publish competition and encourage member to participate.
• Help competitors on the nights with stage management.
• Issue voting slips to the eligible members.
• Collect voting slips and count votes.
• Inform Chair of the result.

Publicity & Marketing Officer (PP)
Role: Promotion & Growth
Responsibilities:

• Manage the club’s social media, website, and newsletter.
• Current channels: WhatsApp, facebook, instagram, twitter, youtube
• Design and distribute promotional materials.
• Publicise events to members and the wider community.
• Work on growing the club’s visibility and membership.
• With regards to posts, consider:
• Plan Ahead
• Build a simple content calendar.
• It doesn’t need to be fancy just start mapping out what you’ll post each week. Themes, campaigns, launches – plan it out.
• Track What Works
• Look at your analytics. Which posts performed well? Double down on what works and stop doing what doesn’t.
• Repurpose Your Best Content
• Turn blogs into carousels, videos into reels, or testimonials into stories. You’ve already done the work – stretch it.
• Keep it Consistent
• Your audience needs to see regular, high-quality content. Even if it’s once a week, make sure it’s consistent in style, tone and quality.
• Listen to Your Audience
• Use polls, DMs, and comments to guide what you create next. Your audience is telling you what they want – you just need to listen.

Webmaster (SH)
Role: Keep the website up to date
Responsibilities:

• Ensure the events are listed correctly on the site.
• Add new members to the site.
• Add new photos to the site.

Safeguarding & Welfare Officer (AH)
Role: Safeguarding & Wellbeing
Responsibilities:

• Serve as a point of contact for members with concerns or issues.
• Promote a safe, inclusive, and respectful club environment.
• Ensure club policies on conduct and safeguarding are followed.
• Keep track of member attendance and reach out to members who miss meetings.
• Contact members who are unwell.
• Contact members who have been missing for a while.

Auditor ()
Role: Audit club accounts
Responsibilities:

• Work with the treasurer to prepare an annual summary to present at the AGM.

Additional Responsibilities
Role: Actions required outside of main roles
Responsibilities:

• Look after and bring the club items to meetings, eg. Stage curtain, banners. (SH)
• Keep a log of the attendees for each meeting. (SH)
• Look after the membership badge stock and make available to Chair to issue to new members. (SH)

Sub Committees
Role: Where larger organisation is required outside of main roles a sub committee can be created
Responsibilities:

• For example organising shows or conventions.