Welcome Fair Briefing

• Stalls are available for: All CSPs (Including Incubator Groups), Liberation Networks, Campaign Groups, Constituent Unions and Management Groups
   
• To secure a stall at the welcome fair, the responsible committee members for the stall must read our Welcome Fair Terms and Conditions and submit a Welcome Fair Stall Request Form. 
  
  Welcome Fair Stallholder Terms and Conditions
  Welcome Fair Stall Request Form
  The Form will close on the 18th September 2022. Any requested submitted after this date will not be reviewed. All CSPs will be allocated a stall space, but your confirmation will only be locked in on the 1st of October as long as you have completed your relevant key documentation and tasks.

The Welcome Fair Terms and Conditions outlines all of the expected behaviors for committee members. Every club and society must sign this to register for a stall at Welcome Fair 2022. The key things to remember are:

• Maximum 2x committee members per stall at a time. This is to ensure there is enough space for all groups to attend the fair, and it is also intimidating to anyone approaching your stall if there are lots of people standing at it.
• We cannot store anything for you overnight in our storage spaces. Please bring everything with you on the day.
• No alcohol allowed at the Fair. 
• You can only provide pre-packaged food. Please do not cook, bake or make your own food to give out to students. 
• There will be Wi-Fi across the campus for you to use as normal.
• We do not provide any power sockets or plugs. So, please ensure all electronic devices are fully charged.
• Data Collection: You must not collect any personal data on your stall – this includes names, emails, phone numbers, photographs and social media account info. Please encourage students to sign up on the website to your mailing list. 
• Please do not play any amplified music throughout the Fair and be respectful of the accessibility, quiet hour between 11am – 12pm

This event has been cancelled and instead you will be receiving a digital information pack/briefing from the activities team if you have confirmed welcome fair stall.

On Friday the 30th September, the Activities Team will be delivering an afternoon of updates and networking sessions for our CSP leaders. It is important that a minimum of 1 committee member from each committee attend as it is a condition of being given a welcome fair stall. We will release allocations to groups once they have attended the session. 

There is more information on this to come but we will be running a welcome fair briefing, a networking space, a Meet and Greet with your new officers and a large scale drop-in to support CSPs with any last minute problems they need solving before term starts.

• Arrive from 10.00am-10:30am on the day your group has been allocated a stall. If you need access to a storage space, you have actioned this before the welcome fair as the Union Staff team will be unable to support you on the morning of.
• Be respectful of the accessibility, quiet hour between 11am – 12pm
• On your stall, you will be given 2x badges for the two committee members, there will be signage on your table that we will ask you to keep visible.
• Set Your Stall Up by 11am ready to meet and greet students
• Make sure you take breaks through out the day
• At the end of the Fair (4pm) - Please clear away all rubbish from your stall and put in the bins provided. 
• All Groups must be fully packed away by 5pm

As long as you put a welcome fair stall request in, you will be given a stall. But just to reassure you, we will be drop a confirmation email to everyone who submitted a request. Make sure you do your core documentation and tasks though as we won't be able to allocate your group one until then!

If your CSP is not on the above CSP stall allocation list its like you have not been allocated a space due to a late or no ‘welcome fair stall request’ form submission. You can still use the Welcome Week period to advertise your CSP via social media, or hold information events. But please ensure to submit an event form for these.

The feedback from the digital welcome fair last year meant that the decision was taken to no longer provide a digital welcome fair. 

There is a large range of things you can have on your stall, but ensuring they are safe is our priority. Rather than give you list of can's and cannot's please provide us with a list in your request form, we will review this and let you know. We will work with all groups to ensure they can deliver as close to what they want to as possible. Please see the above about food on stalls, any food that is no pre-packaged food will be removed from your stalls. 

Unfortunately not, we will only be ordering the number of tables and chairs necessary for each group that requested a stall. 

Please drop an email to activities@imperial.ac.uk to let us know. 

Our fair is primarily only available and open to recognised ICU student groups.

However we recognise that other student communities across campus can play an important role in helping students find where they belong. If you are a student-led community with a department or a business school group you may put a request form in and we will put you on a waiting list. We will only get back to you after the 30th September if there is a space available for you. 

If you are an external company to Imperial College, you can reach out to our commercial marketing coordinator to book a partnership stall. Please drop us an email on union@imperial.ac.uk

Over the past two years we have received feedback from CSPs and attendees of the fair that the way performances have been delivered is not effective and brings no added value to the welcome fair. We have decided to take a pause this year on providing this opportunity whilst we bring the fair back to basics, in the hopes that next year we will begin to develop what the welcome fair looks and feels like.