How do I get access to the Creative Studios?

Firstly, you must be a fully signed up member of Rebel to access the studios.

Once you have signed up, you can go to the studios between 11am – 3pm every Monday to Friday during term time, where a technician will be able to give you the induction. Your card should be updated by the end of that day, which will then give you the appropriate access to the studios.

Outside of term time, send an email to rebel@essex.ac.uk to arrange a time for an induction (please make sure you are already a member of Rebel before emailing).

If you have any issues, the first thing to try is to put your card on the reader outside the main studio doors for 10 seconds. This forces any updates through to your card that may be pending. If you still don’t have access after this, email rebel@essex.ac.uk and we will be able to look into the issue for you.

How do I book a studio or equipment?

Before you can book a studio or equipment, you must sign up for an account on the Creative Studios booking system which you can find here, and you must have had training on how to use the equipment you wish to book, or how to use the studio. These training sessions can be arranged with the technicians who are available between 11am – 3pm Monday to Friday during term time. You’ll need to book a time with them in advance, so you’ll need to email rebel@essex.ac.uk to book a slot.

Once you have completed the training, you will be able to see the relevant equipment/studio on the booking system. On the system, choose the time you wish to book the equipment for, and add in the reason you are using the equipment/studio. It must be for Rebel purposes, and you must say why in the ‘description’ field, otherwise your booking will not be accepted.

You can only pick equipment up during term time from the Creative Studios between 11am – 3pm, when the technicians are on shift. You can keep it overnight if you wish to use it after 3pm, but it must be returned the next working day between 11am – 3pm.

How do I access the Rebel (R:) drive?

The Rebel drive is where all of Rebel’s work is stored. During your induction, you will be set up with a username and password to access the drive. You can only access the Rebel drive from the Creative Studios – it is not accessible from any other location.

On a PC:

Hold the Windows key and press R (Win + R) to bring up the Run dialog box.

Type “\\sustudios-central\Rebel” (without the quotation marks) and press Enter

You will be asked to put in a username and password. If the user name you were given during your induction is jbloggs, you need to type in “rebel\jbloggs” (without the quotation marks) as your username, and your password as your password.

The Rebel drive will now pop up in a new Explorer window

On a Mac:

Go to Finder, hold down the Command key and press K to bring up the Connect to Server dialog box

Type “smb://sustudios-central/Rebel” (without the quotation marks) and press enter. (If you wish to save these details for later, press the (+) button to store the address in the quick access part of the window.

You will be asked to put in a username and password. If the user name you were given during your induction is jbloggs, you need to type in “jbloggs” (without the quotation marks) as your username, and your password as your password.

The Rebel drive will now pop up in a new Finder window

I want to know more about Rebel’s accounts and finances

Rebel is not permitted to hold or deal with money outside of their authorised account, which is an account of the University of Essex Student’s Union. To do so is a serious breach of the Students’ Union’s financial regulations.

Rebel has a fund for money that has been raised by the society through fundraising activities and ticket sales, called the Non-Budgeted Fund.

Money in the Non-Budgeted Fund can be used at the discretion of the committee, but may only be spent in ways that benefit all members of the society.

You can read or download a PowerPoint presentation from the latest Finance Training delivered by the Societies Department here.

I want to hold an event in one of the campus venues

There are a number of options available to you, depending on the availability of your chosen venue, the nature of your event, the time of your event, the number of people realistically expected to attend and your budget, so it is a good idea to think carefully about these factors beforehand, and discuss them with your committee.

As a general guide, events involving collaboration between Rebel and several societies, or clubs, have a greater chance of success, while for smaller events, non-exclusive use of the venue is easier to accommodate than exclusive use.

Once you have made a decision, please complete an online Venues Booking Form here

You should always aim to book your venue as far in advance as possible, especially if your event is scheduled for a popular time of year, and remember that although the Societies Department will support you, you will have to promote the event yourselves.

I want to know when I need to appoint new committee members

All executive committee members must be appointed.


If another member of the executive committee resigns, you should aim to replace them within three term-time weeks.

If you want to create a new position, you can do so as long as you have made a clear role description that can be advertised to all Rebel members.

In addition, annual appointments for the whole executive committee must be held during the second term.

I want to know how to appoint new committee members.

All your roles must be advertised on the Rebel website.

Any member of the Students’ Union who is a full member of Rebel can apply for a committee position. You must interview candidates and appoint someone fairly. You will be trained how to do this and be supported throughout the process.

I want to know what compulsory documents or paperwork I need to fill in

Every senior committee member must complete the following documents each year:

  • *Rebel Code of Conduct – to be completed and signed by the President, Treasurer & Secretary
  • *Budget Application Form – to be completed and submitted by the President & Treasurer
  • *Declaration of Financial Responsibility – to be completed and signed by the President & Treasurer
  •  Specimen Signature Sheet (a hard copy record held by Societies Department) - to be completed by the President & Treasurer
  • *Alcohol Policy – to be completed and signed by the President
  •  General Risk Assessments (tba) – to be completed and signed by the President & Secretary
  • *Handover Form (at the end of the year) – to be completed and signed by the current and newly elected Presidents

*Please use the hyperlinks to access these documents.

I want to know about Rebel executive training

The Creative Studios Department organises a small number of compulsory training session’s members of the Executive Committee at the end and beginning of each academic year. Additional optional training sessions and workshops will be made available to all executives throughout the year. Your attendance at training sessions will be logged by the Creative Studios Department, and at the end of the year you will be issued with an official certificate listing the training that you have received. PowerPoint presentations of all our past training sessions are available to view or download, as follows:

Events Training

I want to know where I can get help with Rebel matters

If you cannot find an answer to your query in our FAQ section, there are a number of different options available to you.

If you think that another executive may be able to help, you can post a query on Slack or on the Rebel Executives Facebook page, which can be found here. It should be responded to quite quickly by either another executive or a member of the Creative Studios Team.

If you think you need to discuss the issue with someone, you can come into the Societies & Creative Studios office between the hours of 10am and 12.30pm for our drop in sessions Monday to Friday, or speak to one of the Creative Studios Technicians between 11am – 3pm Monday to Friday

You can also drop us an email at rebel@essex.ac.uk, but please bear in mind that we are very busy at certain times of the year and although we will endeavour to respond to you promptly, one of the courses of action listed above may be a better option for you.

I want to know why VAT is important for Rebel

At present, Rebel pays Value Added Tax (VAT) on their income at a rate of 20%. This does not mean 20% is deducted from your income, as it assumed that it has been included in all prices.  As an example, for each £5.00 membership that is paid to a society, the society receives £4.17 while 83p is deducted in tax and paid to the government.

This matters when you are calculating profit margins on an event. For example, if it will cost you £200 to host an event, you may plan to make a small profit by selling £220 of tickets. But if you forget that you will pay VAT on the ticket money, and then receive an income of £183.33 after tax, you may find yourself with a small loss, instead.

(To calculate the amount of VAT you will pay on income, divide the pre-tax figure by 1.2. Using the above example, £220.00 divided by 1.2 = £183.33. If you then subtract £183.33 from £220.00, you can see that £36.67 in VAT has had to be paid.)

However, because Rebel pays VAT on their income, they can recover any VAT they pay when making purchases, so anyone buying items on behalf of Rebel MUST remember to ask for a VAT receipt. (For example, if you spend £20 on chocolate biscuits for a party, but obtain a VAT receipt, it will only cost Rebel £16.66.)

The Students’ Union’s Finance Office pay and recovers all VAT amount on your behalf, so Rebel does not need to become involved in the mechanics of this process - however, it makes good financial sense to be aware of it!

I want the Student’s Union to buy something on behalf of Rebel

The easiest way to buy something for Rebel is to pay for it yourself and then claim back the money. Just remember to ask for and keep any receipts, and to attach these to your expenses claim form before your Treasurer signs it.

If you need to spend a lot of money, then the SU can assist by paying on invoice, or paying by charge card.

With an invoice, the supplier of the goods or services agrees to send a statement of the amount of money due to them, which can then be paid to them directly by bank transfer.  This must be addressed to the University of Essex Student’s Union, and not to Rebel. (If the case of goods, the supplier will arrange to make delivery them once payment has been received.)

Invoices are processed each Wednesday morning, so you need to hand your invoice in to the Creative Studios Department on a Tuesday if you want it paid by the following Friday.

Charge card payments will only be considered where there is no viable alternative, as they involve a lot of internal administration for the Depatrment and the Finance Office.

I want to pay money into Rebel’s account

Memberships and tickets sold online are automatically paid into your society’s account by the Finance Office.

If you are paying in cash following a fundraising event or similar, just complete a Paying-In Form and take it to the SU Reception desk* along with the money you need to pay in. Forms are kept at Reception, but you can download a copy here.

Cheques made out to the University of Essex Students’ Union can also be paid into your account by the Finance Office, so long as there is a covering letter explaining why the money is being paid to Rebel, and who is paying it.  Don’t forget that at present you must pay VAT on all income other than charitable donations, so if an individual or organisation decides to make a charitable donation to Rebel’s account, the fact that it is a charitable donation needs to be made very clear in a supporting letter or email.  The Finance Office will help you with this process, if you wish.

Bank transfers can also be made directly to Rebel’s account: please contact the Department via rebel@essex.ac.uk and we will give you the required reference numbers.

* The SU Reception desk is open Mon-Fri from 9am to 5pm in term time; 10am to 5pm outside term time.

I want to pay money to a charity

Money cannot be paid from Rebel’s account directly to a charity, because the Student’s Union is itself a Registered Charity, and charity law does not permit this. Instead, it needs first to be paid into a special holding account, known as the ‘Raise and Give’ (RaG) account.

Because of this, when Rebel raises money for charity you should first deduct any amounts that you wish to use for expenses (unless you wish to cover these from Rebel’s Non-Budgeted Fund), then complete a Paying-In Form and take it to the SU Reception Desk* along with the money you need to pay in to the RaG account. Paying-in forms are kept at Reception, but you can download a copy here. When you get to Reception you will also need to complete a separate RaG Form which they will supply to you, giving the details of the charity you have raised the money for.

After that, either the money can be transferred by the SU directly to the charity you have selected, or you can ask for a cheque to be made out to the charity so that you can send it yourselves, together with a covering letter.

 

* The SU Reception desk is open Mon-Fri from 9am to 5pm in term time; 10am to 5pm outside term time.

I want to raise money for Rebel

If you are short of ideas, you can try searching online or ask a society or sports club to collaborate with you - sometimes, two heads are better than one!

Whatever you choose, you will want to make a profit, so try to keep your costs down – if you spend more money than you take, you will make a loss. This sounds obvious, but it can and does happen.

It is a good idea to make sure that someone is keeping track of all the money that is being spent, especially if several people are involved in buying things, and don’t forget to deduct VAT from the amount you raise when calculating your profit. If you remember to ask for VAT receipts when you make purchases, these sums can later be claimed back on your behalf, reducing Rebel’s overall costs.

If you need to book a table on Square 3, book a room, book sports facilities, book an entertainment venue on campus, or deal with external service providers by way of contracts, please see the relevant FAQ entries for more details.

Depending on the nature of your event, you may also need to apply for permission from the Estates Department via an Events on Squares Form (which you can read or download here) and/or complete a risk assessment.

To pay the money you have raised into Rebel’s account, just complete a Paying-In Form and take it to the SU Reception desk* along with the money you need to pay in. Forms are kept at Reception, but you can download a copy here.  DON'T deduct any expenses you may have incurred from this money before you pay it in - pay in all the money, and then ask for reimbursement using an Expenses Claim Form.  Claim forms are also kept at Reception, but you can download one here.

* The SU Reception desk is open Mon-Fri from 9am to 5pm in term time; 10am to 5pm outside term time.

I want to raise money for charity

Please remember that when you are raising money for a charity, it is important that you make this clear to those who are giving you money, and that you tell them the name of the charity you are helping.

If you are short of ideas, you can try searching online or ask a society or sports club to collaborate with you - sometimes, two heads are better than one!

Whatever you choose to do, you will want to make a profit, so try to keep your costs down – if you spend more money than you take, you will make a loss. This sounds obvious, but it can and does happen.


It is a good idea to make sure that someone is keeping track of all the money that is being spent, especially if several people are involved in buying things, and don’t forget to deduct VAT from the amount you raise when calculating your profit. If you remember to ask for VAT receipts when you make purchases, these sums can later be claimed back on your behalf, reducing your society's overall costs.


If you need to book a table on Square 3, book a room, book sports facilities, book an entertainment venue on campus, or deal with external service providers by way of contracts, please see the relevant FAQ entries for more details.

Depending on the nature of your event, you may also need to apply for permission from the Estates Department via an 'Events on Squares' Form (which you can read or download here) and/or complete a risk assessment.

REMEMBER - Money cannot be paid from Rebel’s account to a charity, because the Student’s Union is itself a Registered Charity, and charity law does not permit this. Instead, it needs first to be paid into a special holding account, known as the ‘Raise and Give’ (RaG) account.  Because of this, when your society raises money for charity you should first deduct any amounts that you wish to use for expenses , then complete a Paying-In Form and take it to the SU Reception desk* along with the money you need to pay in. Forms are kept at Reception, but you can download a copy here.

You may want to use Rebel’s Non-Budgeted Fund to cover the expenses of charitable fundraising, and so not deduct expenses from the money raised. You can do this, but only if the executive committee agrees.

At the SU Reception desk* you will need to complete a separate RaG Form, giving the details of the charity you have raised the money for. Either the money can then be transferred directly to the charity selected or you can ask for a cheque to be made out to the charity so that you can send it yourself, together with a covering letter.

* The SU Reception desk is open Mon-Fri from 9am to 5pm in term time; 10am to 4pm outside term time.

I want to use an external supplier or service-provider

In law, a contract is: “(A)n agreement with specific terms between two or more persons or entities in which there is a promise to do something in return for a valuable benefit, known as consideration.”

So if you are booking a restaurant that requires a deposit, holding an event in a venue off campus, booking a DJ, booking a trip, paying someone to decorate a room, etc. you are entering into a contract.

As a Rebel executive you are not authorised to enter into contracts – Rebel is part of the SU, so contracts need to be made with it, and the SU has only a few individuals who are authorised to sign contracts on its behalf.  Any such agreements therefore need to be sent to the Creative Studios Department, and we will arrange for the appropriate person to sign them.

The Creative Studios Department can also provide you with a suggested template for a contract for the supply of services, should you require one.

PLEASE be careful about entering into or change the terms of agreements via email, text or messaging. These are still contracts, and need to be both clearly set out and signed.

I want to hold an event on the squares

If you want to hold an event on Square 3, you should contact SU Reception either in person or via su@essex.ac.uk and ask them to book you a space. Reception staff can also help if you need to use a table, gazebo, or Societies Guild equipment.

If your event will take place on a Square other than Square 3, or if it is a Square 3 event which falls outside the normal range of events held there, you will need to obtain permission from Estates by completing an ‘Events on Squares’ Form, which you can read and download here, and you may also need to complete a risk assessment.

If you want to sell or give out food at your event, you will need to comply with food hygiene regulations and also complete a Food Agreement Form, which you can read and download here.

I want to hold an event using a room on campus

Rebel is able to book rooms free of charge via the Central Timetabling office, subject to the agreement of the Creative Studios Department. Simply complete the online Room Booking Form here.

If you are inviting external guests or speakers to your event, you should make your booking at least two weeks in advance so that the necessary approval can be obtained.

If your event falls outside the normal range of events held in campus rooms, you may need to complete a risk assessment, and should you wish to sell or give out food at your event, you will need to comply with food hygiene regulations and complete a Food Agreement Form, which you can read and download here.

I want to hold an event in the creative studios

If you are using one of the studios as normal, then you can use the booking system here to put your booking in for the studio as usual.

If you wish to use the main space for an event, then you need to email rebel@essex.ac.uk with your proposed booking.

If you are inviting external guests or speakers to your event, you should make your booking at least two weeks in advance so that the necessary approval can be obtained.

If your event falls outside the normal range of events held in the studios, you may need to complete a risk assessment.

I want to hold an event off campus

There is no reason why you cannot hold an event off-campus, although you will need to take a number of additional factors into account.  

These will include setting out clear written terms for your agreement with the venue and having the contract signed by an authorised representative of the SU, finding out whether the venue will require a minimum number of ticket holders, deciding whether Rebel will make travel arrangements on behalf of members, and who will pay for them,  finding out whether a hire cost applies, and whether a deposit will need to paid, and finding out whether the society or the venue will be collecting ticket income and handling admissions.

If a third party site is used to sell tickets (such as Eventbrite), you will need to take into account the effect of commission on profit margins.

You may also need to complete a risk assessment for the event, although the Societies Department can offer you some support with this.

I want some help with promoting my event

The Creative Studios Department and Students’ Union can help you to promote your event in a number of ways, depending on how much notice you are able to provide and the nature and scale of your event, although the main responsibility for promotion must rest with you as organisers.

When you create an event on Rebel’s page at essexstudent.com it is automatically displayed on the Rebel page on the SU website (unless you tick the box stating that the event is to be displayed to members only). Events held in the SU’s campus venues will also appear in the main ‘What’s On’ page, and if your event is likely to appeal to many people on campus, the Creative Studios Department can also promote it on the University’s ‘What’s On’ page.

Both the Creative Studios Department and SU Marketing will do their best to support any promotion you do on social media by way of copying links, ‘liking’ on Facebook, re-tweeting etc, so long as we are given adequate notice. Additionally, you can give out flyers and promotional freebies - and sell tickets - for events at the Societies Hub on Square 3 every week.

EIther contact the Creative Studios Depatrment directly for help with your promotions, or complete a Marketing Request Form here - however, if you are hoping to advertise your event on the electronic screens, please see 'I want to promote my event on the screens between Squares 3 and 4' for key information, first.

I want to sell tickets for my event

The Creative Studios Department can create tickets for Rebel events that can be purchased by members and non-members either online, at the SU Reception desk, or on the door of SU venues.  Just create an event on the Rebel pages at www.esssexstudent.com and send details of the event, along with ticket prices and limits on capacity, to rebel@essex.ac.uk.

We normally recommend that you sell tickets online in this way rather than using paper tickets because you will otherwise need to make sure that the tickets are numbered to create a paper trail for your income and also to avoid people photocopying them or claiming that they have ‘lost’ their tickets, and you will also need to keep a careful record of who has purchased each numbered ticket, to avoid disputes.  Moreover, paper tickets will have to be paid for in cash, which is not always convenient, and the money will need to be counted, kept safe, and paid into Rebel’s Non-Budgeted funds at the SU Reception desk as soon as possible. You will also have to deal with giving change.

Also, if Rebel is collaborating with a society or sports club for this event, the money will need to be split between the different societies before being paid in by their various executives.

On the other hand, online purchases made via credit or debit card are more convenient, and ticket income from web sales goes straight into your account.  Where groups such as Rebel, Societies and Sports clubs are collaborating, income from web sales is automatically paid to each member’s group, with non-member income being split equally between the groups involved.

Using essexstudent.com, purchases can be made anywhere, and at any time, and you will know exactly how many tickets have been sold and also have a list of ticket holders, so dealing with admissions will be simplified. You will be able to link to the event from any social media account, so you can promote the event yourselves and people can then follow the link to essexstudent.com to make the purchase. Likewise, if you want to sell the tickets on squares, you can just take a laptop out with you.

Lastly, unlike Eventbrite and similar portals, there is no commission levied, so Rebel gets all of the income.

I want to drive a minibus

The SU has four vehicles that can be hired by Rebel - one 9-seater people carrier, and three 17-seater minibuses

To drive an SU vehicle you must meet certain conditions and successfully pass an assessment

The main condition is that you must have been driving for a minimum of 2 years, but SU Admin staff will need assess your application having regard to the terms of the SU's vehicle insurance cover.  

  • To drive the people carrier, you will need to complete a 30 minute online assessment and a 20 minute final debrief - £15 plus VAT (total £18)
  • To drive a minibus, you must do the same and also complete a one-hour on-road assessment and a 20 minute eco-briefing - £48 plus VAT (total £57.60)

After that, for both vehicles, you will also need to read through the SU's Drivers' Manual and sign an agreement setting out the terms of use of the vehicles

If you want to make an application, complete the Assessment Application Form (you can read and download this here) and bring it to the SU Reception desk along with your photo card driver's licence.  SU Admin staff will then contact you to arrange a date for your assessment

If you have any questions about this becoming a driver, or would like to book an assessment, please contact SU Admin at admstf@essex.ac.uk.

I want to book a minibus

All minibus bookings are made online, at www.essexstudent.com/minibus.

If neither the SU people carrier (which seats 9) or the three SU minibuses (which each set 17) are available, it may be possible to hire in an additional minibus at a daily rate of £80 plus VAT (total cost £96) plus fuel.

If you use an SU vehicle there is no hire charge, and fuel is charged at a rate of 50p per mile.

If you have any questions about booking a minibus, please contact SU Admin at admstf@essex.ac.uk.

I want to show a film at my Rebel event

All commercial film screenings by Rebel are subject to licensing requirements, meaning that a Performance Licence must be purchased by the SU on behalf of the society for each film screening it organises.

The approximate cost of a Performance Licence is £83.00, but please bear in mind that this can vary.  Additionally, societies should be aware that licences are not always available to purchase, either for legal or commercial reasons, and this is not something that the SU has any control over.

 

Note that this does not apply to any films that Rebel has made, as Rebel owns the licence for the film.


If you wish to hold a film screening you should provide a minimum of three weeks' notice - more if you wish to use Cine 10 - and send full details of the film you want to screen to rebel@essex.ac.uk.

I want to complain about Rebel

Rebel is governed by its own Terms of Reference and Code of Conduct, which is available here and here.

If you wish to make a complaint about Rebel please contact the department via email at rebel@essex.ac.uk with a brief description of the issue, and we will help you to find the best way to proceed.

Alternatively, you may wish to contact the Students’ Union directly via our SU React facility.

I want to promote my event on the screens between Squares 3 and 4

That is fine - we want to help - but there are a few points you need to be aware of.

Screen time is in demand so we have to ensure it is used fairly and in way that it reaches out to all of our members. Due to this your event or whatever you intend to promote needs to appeal to all members of the Student's Union rather than just specific Rebel members. If your event is of a smaller scale or specialist appeal there are more effective ways to promote it, which we are happy to help you with.

Time on the screens has to be shared equally; therefore we can't guarantee space on the screens. We will ensure everyone has a fair shot on the screens so if you have numerous events across the year, please consider which would be most influenced by screen time.  

Finally marketing need a fair amount of time to get the screens up and running so if you would like to apply to have one please do this 3 weeks in advance, any later than this and there won't be enough time for promotion.

If you have gone through all of the above and still want to go ahead with a screen, please apply by clicking here.

Please contact us at rebel@essex.ac.uk if you have any issues.

I want to hold a handover meeting for my executive committee

Handover meetings are an important part of the planning process for new executive committees because they allow you to access the knowledge and experience gained in previous years, and make informed decisions about the strategic direction of your society.

The Rebel Handover Form contains suggestions about the topics that might usefully be covered at the meeting, and is a also a document which the Creative Studios Team requires committee members to sign before returning it to us for our records.  You can read and download the Societies Handover Form here.