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Freshers' Fair 2018

Every year we welcome over 400 stall holders to showcase the best of what the Union has to offer at the annual Freshers’ Fair. This includes all of our brilliant 375+ Clubs, Societies & Projects.

The Fair spans across the whole South Kensington Campus and takes over both Union and College spaces; from fencing on Queen’s Lawn to 3D printers in Beit, there is something to see and do in every corner of campus.

In order to facilitate this and for your club to get the most out of the fair, it’s important that you tell us what you need so that we can accommodate your needs as a stallholder.

Each group will get a stall which includes the following;

  • Stall (1x trestle table)
  • Chairs (exceptions: Beit Quad, Dalby Court & Queen’s Lawn)
If you want to do anything outside of a basic stall you must submit the webform below.

What else is on offer for CSPs?

  • Performance & demonstration space (slots will be allocated nearer to the time)
  • Power (not guaranteed)
  • Additional space for large equipment

Please note: you are only guaranteed a stall at this point however we will provide the above where possible


What information do we need?

In order to meet your club's needs we require the following information;

  • What activities will you be doing on/around your stall
  • Do you require power? (not for laptop use but to power equipment e.g. 3D printer)
  • Additional space (e.g. for large equipment)
  • Demonstration/performance space preference (Queen's Lawn for Sports demonstrations / Beit Quad for other demonstrations & performances)
  • Any special or accessibility requirements

The form does not cover:

  • Trials
  • Give it a Go / Wanna Go Wednesday
  • Equipment pick & and drop off from Ethos on the day of the fair

A seperate form for trials/sports equipment will be sent out by Sport Imperial at a later date. To enquire about trials contact y.vines@imperial.ac.uk.


Key Dates

Saturday 29 September Freshers' Fair Briefing
Saturday 29 - 30 September Moving in Weekend
Monday 01 October  
Tuesday 02 October Freshers' Fair
Wednesday 03 October Sports Trials / Wanna Go Wednesday

Look out for other events happening during Welcome Week (29th September - 9th October) that your CSP can get involved in.


Who is expected to attend?


Why get involved?

Here are some key stats about Freshers' Fair at Imperial:

  • Each year we have between 5,000 and 6,000 attendees at the fair
  • 30% of all survey participants said that Freshers’ Fair led them to join a Club, Society or Project (Student Experience Survey, 2016-17)
  • Freshers’ fair is the busiest day on the Union website with 11,040 unique visitors! (2015-16)
  • In fact, the Clubs, Societies & Projects ‘A-Z’ had the most traffic with 14,000 page views!


Give it a Go

This year we're shaking up Give it a Go to bring you Wanna Go Wednesday - a jam-packed day of free activities for new and returning students. We'll be taking over Beit Quad, the Union building and a few other spaces on campus for you to host beginner taster sessions for potential members.

Why run a free taster session?

  • Promotion of your activity via the Union's Welcome Hub
  • Promotion of your activity on flyers distributed during Freshers' Fair
  • An opportunity to recruit new students bu showing them what you're about at the earliest opportunity in the year
  • FREE space within/around the Union (Beit Quad) to run your activity
  • FREE t-shirt for club volunteers (max 2 per club)
To find out more or to register your activity, go to www.imperialcollegeunion.org/wanna-go-wednesday

Freshers' Briefings

In order to secure your stall you or at least one other committee member will be expected to attend the Freshers' Briefing on Saturday 29 September.

When? Saturday 29 September, 12:00 - 13:00 PM

Where? LT 200, City & Guilds building

To sign up to the briefing, visit the What's On calendar here


Data Protection

All Clubs, Societies & Projects are expected to comply with the General Data Protection Regulation (GDPR). 

By holding a stall at the fair you are agreeing to comply.

Practically this means:

  • Asking for and recording consent to email individuals.

Recording this securely, either via:

  • College systems: your CSP Office 365 SharePoint, collected via Microsoft Forms
  • Paper form to be digitised and disposed of (shredded or in a secure waste bin - in the Union Offices, Beit Quad)

For more information please visit the Data Protection collection on the Training Hub. More information will be circulated at the Briefing.


How do I register for a stall?

Step 1: Fill out the Stall Requirements webform below

Step 2: Sign up to and attend the Freshers’ Fair Briefing on Saturday 29 September

The location of your stall will be provided at the briefing