Setting Up a New Group
(Note that we are using the terms "Group Leader" and "Group Convenor" interchangeably here.)
As a new group is formed the process typically follows these three stages (although there is a lot of flexibility):
Stage 1 - Proposed Group
You have an idea for an interest group and, if you are willing to put some work into making it happen, then it becomes a "Proposed Group" and you need to:
- be a member of St Ives (Cambs) u3a
- think in broad terms about what the group might do, where and how often it might meet, and what numbers would make it viable
- consider how much time and effort you could commit to it, and whether you need to form a team to share the Group Leader/Convenor role - it can take considerable effort to get a new group off the ground
- have an email address that you are happy to use for everything to do with this interest group
- explore what resources you might utilise - eg from a similar interest group here or elsewhere, a free course in a book or on-line, other on-line material etc
- contact the New Groups Promoter, discuss the idea, and attend a "New Group Convenors meeting" (these cover Principles and practicalities, and are arranged as necessary)
- use opportunities to publicise your idea, and gather potential members' names
- be aware that everything takes time, and be realisitic about what can be achieved
Your idea could have come from your own interests or experiences, or from one of the "Potential Groups" listed on the New Groups page.
Be aware that you do not need to be an expert (or even experienced) in the topic your interest group covers. You just need to be willing to bring people together, and coordinate decisions about what the group does. Do not be afraid to welcome others into your group's leadership team, especially if they have skills that complement yours. We do find that leading a group can be a very rewarding experience, especially if you are not doing it alone.
Remember that every u3a group needs to be self-supporting, so St Ives (Cambs) u3a:
- does not do any administration for groups (eg booking venues, emailing group members)
- does not provide any on-going finance for groups
However we do provide significant general support for groups, including:
- specific help with establishing a new group, as outlined on this page, and as it continues
- some insurance - see Insurance for Group Leaders
- opportunities for you to publicise your group (both within our 800+ membership and in the wider community) eg this website, and our Magazine/Newsletter (see Document Archive)
- a membership administration system (Beacon) that Group Leaders can use for email etc
- links to people with relevant experience (both within and outside our u3a)
- documentation and links that may help in various ways - see For Group Leaders
Stage 2 - Prospective Group
If and when you and the New Groups Promoter agree, then your idea moves on to stage 2, and becomes a "Prospective Group". The New Groups Promoter will allocate you a "New Group Supporter" (who is probably a member of the Group Support Team). Then, with your New Group Supporter, you and your team need to:
- document your plans in more detail - in terms of name, venue, dates and times, budget, numbers, accessibility etc
- discuss whether you need a "new group grant" (up to £80 for equipment or initial room hire) from the Committee
- agree the commitment you and your team as Group Leader/Convenor(s) can make to the group
- as groups are self-supporting, members will need to share all the on-going costs, so estimate it
- consider whether you will need any "ground rules" (eg some groups might ask members to commit for a term and pay up front)
- draft text suitable for a web page, our Magazine/Newsletter, and other publicity
- ask the Web Manager to set up a group and web page for you with you as the Contact (they will also add them to the New Groups page)
- ask the Beacon Administrator to set the group up as an "inactive group" on Beacon, and enter the names you have - they then become your "waiting list"
- continue to use opportunities to publicise your idea (eg in our Magazine/Newsletter), and gather potential members' names
Stage 3 - New Group
If and when you decide to definitely go ahead with the group, you move on to stage 3 and your group becomes a "New Group". You and your team (supported by your "New Group Supporter") need to:
- ask the Beacon Administrator to set the group's status as "active"
- firm up on your plans, any "ground rules", and (if you need one) apply to the Committee for a "new group grant"
- make bookings, and keep your group members informed about what is happening, particularly what they will be expected to contribute to cover costs
- become familiar with how to manage your group's membership on Beacon (eg to add members, email them)
- become familiar with what is possible for your web page, and keep it updated (referring to the Website Editors or Web Manager as appropriate)
- manage everything about the group as every existing Group Leader/Convenor does - for guidance see For Group Leaders
- agree that your "New Group Supporter" can be released from supporting you
The New Groups page on this website lists the current "New Groups" and "Prospective Groups". All New Groups, and all Prospective Groups that are progressing will also have their own web pages - they are listed (with a yellow background) on the Groups page. The New Groups page also lists a number of "Potential Groups" - ie those we could have if someone had the idea to form one.
Supporting Material
There is a lot of material to support you in forming and leading your group, including:
Venues
See the Venues page on our website for a wide range of possible venues in and around St Ives. One alternative for small groups is to meet in the Group Convenor's home, or rotate around the homes of members of the group.
When choosing a venue consider its capacity, facilities (eg parking), cost, accessibility, and of course availability. You may already have in mind a preferred day or days on which to run the group, and this will also be a factor in your choice of venue.
Once up and running, some groups switch venue as they grow. This is easier to do than changing the day and time of meetings (not everyone will necessarily be able to switch to a different schedule).
Attracting members to your group
You will want to have attracted members to your group before making a firm booking with a venue, although it would be worth making inquiries with a venue first, especially if you have a particular day/time in mind.
It can take a while to attract members to new groups and so it's best to take a long view when planning your group. Allowing several months before your first meeting is often a good idea. The autumn or early winter is often a good time to start (in the summer many people go away or prefer to take advantage of the warmer weather).
Generally, members find out about groups in 4 ways, through
- the St Ives (Cambs) u3a Magazine/Newsletter - this has the biggest immediate impact
- your group page on our website - this has a wide and long term impact, and is under your control
- publicity in other contexts (eg Open Meetings) - this is flexible
- word of mouth, and social media - this is up to you!
Advertising in the Magazine/Newsletter
It is certainly worth promoting your group in the quarterly Magazine - contact the Magazine editor. Include at least:
- the name and general idea for your group
- the proposed days and frequency of meetings if decided (e.g. second Tuesday morning of the month)
- your name and contact email
The Newsletter has a more limited size, but being monthly it is worth trying to put a brief item about your group. Contact the Newsletter editor.
Promotion via your web page
Every group has one or more dedicated pages on the St Ives (Cambs) u3a website. The description of your group that you provide on your group page could be similar or identical to that in the Magazine. Your group page has an automatic email facility that will send any email inquiries to you (for security reasons your email address itself does not appear on the website).
The impact of the group page tends to be less immediate (fewer people look at the website than the Magazine) but more enduring as it will outlast a one-off advert in the Magazine.
Setting up a group page is a very quick and easy process. All you need do is contact the Web Manager with your group description, and they will guide you through the process. To get an idea for what to include in your group page, you could always have a look at what others include on their own group pages - see Groups and click on the group names.
Bear in mind that non-members in the wider local community (St Ives and outlying villages) also look at our website and this is a real benefit for, in particular, niche groups. Some are prompted to join our u3a specifically in order to access one of our groups that does not otherwise exist locally.
Publicity in other contexts
There are various other places within St Ives (Cambs) u3a in which you can get your group promoted, eg at Open Meetings - see News/Events, in a banner on the website, or even possibly via a direct email to members. It is up to you, and you can discuss these with your New Group Supporter.
Word of mouth
This works its magic over the longer term. Why not come to Open Meetings and spread your word, or mention your possible group in your Facebook feed?
Other available help
St Ives (Cambs) u3a has a Group Support Team who can give you advice and help with queries - feel free to email. There are several useful documents and links on the For Group Leaders page.
The team also organise occasional "Group Leader Meetings", to which all existing and prospective Group Leaders are invited. Here you would be able to talk to members of the team and to other Group Convenors.