AGM 2017-2018

The AGM will take place on Wednesday 9th May at 5pm

It's coming to the close of the year for Union Films. But how did we do? What could be improved? Who has gone above and beyond as a volunteer? Who will be leading the cinema next year? Can I have some cake? There are many questions, and only one way to answer them – the Annual General Meeting!

The AGM is a big get-together in The Cinema for all volunteers. It gives you a chance to review everything things we've done this year, receive recognition for your efforts, have your say on next year's committee, find out what's in store for next year; and, naturally, scoff a lot of free food.


The AGM is a chance for us to take a look back on the year we've had, and part of that is giving out awards to some very special people; and we need your help to decide who they are!

There 7 awards up for grabs:

- 3x Departmental Awards:
An award for each of the Projection, Front of House and Publicity Departments for a volunteer who has contributed significantly to that department this year.

- Crazy Commitment Award:
The award for the volunteer who has shown as the name suggests, passive interest in Union Films this year (/s). This could be for the most films worked, spending all 12 hours at the Halloween All-Nighter or something even worse for your personal well-being!

- Volunteer of the Year:
For the Volunteer who has gone above and beyond this year showing exceptional dedication to the cinema in various areas.

- Committee Award:
An award for the Committee member who has also gone above and beyond, but was kinda required to because they're on committee. We still like to give them something special to say thanks.

- The Disaster Artist
For demonstrating exceptional clumsiness, stupidity or denseness. The wooden spoon award that still gets you a trophy because its cheaper when we order 7 of them. Nominate those biggest fails!

You can nominate someone (or yourself) through the suggestion box on the dashboard of the staff site. ( and you can submit anonymously if you want (we really can't see who it is so if you want to slag us off then there's your way in)



Once again this year, we encourage anyone attending the AGM to bake something tasty (or sneakily grab something from the shop) and bring it along! There may even be a prize for the best bake....


To be confirmed.

Committee Positions

The other very exciting part of the AGM is to elect in the new committee! Below is a summary of all the different positions that shape the running of Union Films. If you are interested in one and want to find out more, just chat to either the Cinema Manager or the person currently in the role – they'd be happy to answer any questions you have. However, please note some roles have changed slightly for this year – check the role descriptions for a definitive guide to what you'd be doing.

Even if you aren't running, it's really important to come along to have your say and elect the best people for the roles!

Front of House

Front of House Manager

As the Head of Department, the Front of House manager is responsible for pretty much everything you see outside the cinema doors, from putting up posters and standees, to ensuring there are enough volunteers trained to a sufficient standard at every film. As the Front of House Manager, you will, alongside the Events Officer, lead on planning for events like the Halloween All-Nighter and other marathons; set the standards for training volunteers and team leaders, and maintain the public appearance of Union Films through spot checks. You will also work with the Volunteer, Stock and Event Officers to ensure that their roles are successfully fulfilled. The Front of House manager has a unique position to change the public facing side of Union Films for years to come!

Responsibilities Include:
  • Maintaining and developing the public appearance of Union Films and establishing procedures for the Front of House operations
  • Lead the public facing side of Union Films
  • Setting the standards for and conducting training of volunteers and team leaders
  • Work with the volunteer and stock officers to ensure that their roles are successfully fulfilled.


Stock Officer

Responsibilities Include:
  • Making sure refreshments are fully stocked, including placing orders on a weekly basis, and doing regular stock checks. This includes all containers such as popcorn and drink cups.
  • Being the main point of contact with bars and raising any issues which may come up.
  • Ensuring prices on the tills are up to date and that bars are aware of our screenings.
  • Ensuring stock is rotated correctly for each film


Volunteer Officer

The volunteer officer is the main point of call for all things to do with volunteering at Union Films. You play a key role in the cinema, organising the weekly rotas and making sure the volunteers know when they are working. You have an active role in helping recruit new volunteers and making sure the volunteering experience is as easy and enjoyable as possible. Aside from the logistical part of being the Volunteer Officer, you get to meet lots of new people and build good relationships with all the volunteers, making sure they are having fun and listening to what suggestions they might have. Volunteer Officer is a big commitment but it is a very important and rewarding role to carry out.

Responsibilities include:
  • Organising the film and events rotas and ensuring volunteers know when they are working.
  • Helping recruit new volunteers and making sure the volunteering experience is as easy and enjoyable as possible.
  • Acting as a conduit between the committee and volunteers, relaying any concerns or suggestions.


Events Officer

Responsibilities include:
  • Assuming a leading role in proposing, developing and deciding on the theming for marathons (including Halloween), special events or any other screening.
  • Obtaining decor, props, scaffolding, additional PCs and any other relevant theming or equipment for an event, as per an allocated budget in coordination with the Cinema Manager.
  • Assisting the Programme Officer in selecting the lineup for marathons and events.
  • Assisting the Volunteer Officer in ensuring enough volunteers are working at an event.
  • Ensuring all Union Films events are run to a high standard.



Head Projectionist

Responsibilities Include:
  • Coorindating cinema functionality and ensure Union Films continues to provide the ultimate viewer experience at the cutting edge of technology.
  • Coordinating and providing the technical requirements for special events; for example outdoor screenings and screen two.
  • Ensuring projection standards are kept to the highest level; including scheduling projectionists showing films on a regular basis.
  • Overseeing the training of new projectionists (specifically Senior Projectionists).
  • Overseeing the maintenance and upkeep of all departmental equipment.

Requirement: only senior projectionists can run for this position.


Deputy Head Projectionist

Responsibilities Include:
  • Assisting the Head Projectionist in the operation and running of the projection department as listed in the Head Projectionist job description.
  • Normal Projectionist tasks, e.g. ingesting films, checking films arrive on time and projecting films on a regular basis.
  • Downloading and ingesting trailers on a regular basis (ie. so that the relevant trailers are available for the films when the playlists need to be made).
  • Making sure the projection booth is relatively tidy - a fairly impossible job - and clean the glass in front of the projector.
  • Assisting with training of new projectionists, help with training sessions and be available to answer questions trainees have.
  • Updating the non-sync playlist
  • Redoing the Spotify playlist regularly so the music includes new releases and remove ‘explicit’ songs.
  • Organising initial training sessions for new projectionists.

Requirement: only fully qualified projectionists can run for this position.


Technical Officer

Responsibilities Include:
  • Assisting the Head Projectionist with technical requirements for special events; for example outdoor screenings and screen two.
  • Overseeing the maintenance and upkeep of equipment and software and assisting the Head Projectionist with projection equipment.
  • Overseeing Health and Safety, such as Fire guidelines. Ensuring other departments adhere to these regulations
  • Maintaining and developing tools and software, e.g. Wheel of Fortune for Freshers events and advert systems.



Publicity Manager

The Publicity Manager is responsible for spreading the word about Union Films and everything we have to offer. Especially during Freshers’, this also involves the organisation of competitions and other forms of customer engagement.

Responsibilities include:
  • Collaborating with and leading the design officer(s) to design and order the publicity materials that advertise us and our showings, as well as any freebies or other materials for Freshers and between terms.
  • Collaborating with and leading the marketing officer to timely distribute any publicity as well as properly maintain Union Films’s social media presence, including any advertising.
  • Spreading the word about Union Films and everything we have to offer. Especially during Freshers’, this also involves the organisation of competitions and other forms of customer engagement.
  • Be a point of contact between Union Films and distributors, to acquire movie posters, standees and banners, as well as any other merchandise.
  • Maintaining the publicity store, this including everything that goes into and out of it. A solid understanding of spreadsheet management is required to manage and organise the collection.

Requirement: Spreadsheet management skills and knowledge of Adobe Creative Suite (training available).


Design Officer

The Design Officer is responsible for the good visual appearance of Union Films to the public (besides for the website). The ideal candidate shall develop an in-depth understanding of the Adobe Creative Suite, excellent time management skills, attention to detail, strive for perfection and willingness to undertake heavy workload over the holiday periods. The minimum requirement is an ability to create a simple visual item in Photoshop (the Internet is your friend, you can use the list above for ideas) and you should demonstrate the end result of that on the AGM.

Responsibilities include:
  • Maintaining the high standard of visual appearance that Union Films has.
  • Utilizing the Adobe Creative Suite (Photoshop, Illustrator, InDesign, Premiere Pro, After Effects) or other equivalent software to produce promotional material and other day-to-day visual items in coordination with the Publicity Manager.
  • Maintaining and developing the Union Films brand by updating and improving the currently existing templates, as required.
  • Recruiting, training and managing the volunteer Design Team, with the assistance of the Publicity Manager.

Requirement: Competent knowledge of Adobe Creative Suite.


Marketing Officer

The marketing officer is responsible for monitoring social media and distributing marketing materials produced by the publicity team. You are part of the publicity team, and your role is a mostly day-to-day commitment which you can mostly handle using a phone.

Responsibilities include:
  • Monitoring the five social media platforms: Facebook, Twitter, Snapchat, Instagram and YouTube
  • Frequent updates via social media (Facebook more so than the others) to keep cinemagoers informed about what’s showing and any potential problems.
  • Distributing marketing materials for both season showings and special events.
  • Organising volunteers to take part in the Union Films radio show and produce Edge Articles. This aspect of the role is less frequent than the social media aspects



Web Officer

Responsibilities Include:
  • Ensuring the lineup on the website is up to date, including dates, times and details of season showings, special events and external bookings (e.g society screenings).
  • Maintaining and improve the public facing website, staff site and publicity store. This includes both the development of new features and enhancements to existing ones.
  • Developing technical systems to enhance the Union Films experience, in conjunction with the Technical Officer.

Requirement: a basic understanding of HTML, CSS and PHP. Some training is available.


Social Secretary

  • Arranging a variety of both non-drinking and drinking socials for volunteers throughout the year.
  • Encouraging attendance from all members.
  • Working with the Volunteer Officer in volunteer recruitment and retention.
  • Assuming the position of Welfare Officer for Union Films.

Note: Attendance at all socials is highly encouraged, but is not compulsory.


Programme Officer

Responsibilities Include:
  • Shortlisting potential season films for the upcoming terms.
  • Shortlisting films for marathons and events.
  • Proposing the above to the committee and running Audience Choice.
  • Scheduling and keeping track of the society screening slots.


Communications Manager

Replacing the old Secretary role is the new role, Head of the Communications Department. The Comms Manager carries the responsibilities of Secretary, whilst also working with the Web, Programme and Finance Officers as well as the Social Secretary to ensure their roles are successfully fulfilled. You will also, as the name suggests, ensure that the entire committee is kept updated with everything that’s going on, relaying key decisions and important information between members to ensure everyone is well informed.

  • Coordinating and managing the other members of the communications department
  • Taking minutes at committee meetings
  • Ensuring everyone on the committee is informed about the relevant activities of other committee members
  • Organising Society Screenings
  • Keeping track of audience takings
  • Looking after the volunteer area of UF (aka the office)
  • Replying to queries from Students and other third parties, ensuring they are put in contact with the right people


Finance Officer

Responsibilities include:
  • Knowing everything and anything about the financial situation of Union Films, including current balance and all spending and income.
  • Obtaining and keeping receipts or records for all transactions, if applicable. This includes issuing receipts, and payment forms for society screenings.
  • Working with the relevant committee members to keep track of the price of stocks and publicity purchased.
  • Offering guidance to the rest of the committee in terms of budgeting.
  • Establishing contact with the SUSU Finance team when required.


How do I run?

An online form will be available from April 28th, where you can write and submit a manifesto on why you are suited to the role and how you would develop it. These will be published after nominations close on May 6th. Then, at the AGM you will make a short 1-2 minute speech (it isn't as bad as it sounds!) and answer questions from the floor. If a position receives no nominations in advance, you may put yourself forward on the day.

Running for a position? Please keep in mind...

All positions must attend committee meetings, Freshers’ Week activities, and put in time for both publicity and set-up for special events. These roles all carry a lot of responsibility, and therefore require a significant time commitment throughout the year.

If you are part of other committees or have a heavy degree workload, please consider whether you have sufficient time for a committee role within Union Films before nominating yourself. If you are unable to keep up with the demands of the role it will affect the running of Union Films, and as such action may be taken by the Cinema Manager and Committee to find a solution to the situation.

Nominations have now closed

Warning: UF will take over your life, don’t say we didn’t warn you.

These pages copyright Union Films, 2001-2018. All views expressed in these pages are those of Union Films, and are not necessarily those of the University Of Southampton, or the Students' Union. All logos and trademarks are property of their respective organisations.


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