GUIDEBOOK

WELCOME! Welcome to the official Associations Guidebook! This guide will take you through everything about associations at Kungsholmens Gymnasium. Associations are student-run organizations which are a part of the Student Union. They are niche and specialize in specific areas such as sports, politics, arts & more! All members of the Student Union are welcome to start their own association as long as it does not already exist and follows the Student Unions guidelines.

GUIDELINES

1. Associations must comply to the Student Unions rules (stadgar). 2. Associations should be equal, and any member of the student union should be able to join! 3. Associations should be non-discriminatory and should respect all cultures, beliefs and opinions. 4. The Student Union and all its associations are democratic and all board members should be elected by the members. 2

HOW TO APPLY? To begin the application process, email the Head of Associations to receive a by-law (stadga). This document contains all the information and rules set by your association. Follow the guidelines in the document and fill in the respective information as indicated. After you’ve filled out the by-laws, email a copy to the Head of Associations with contact information for 4 members of the association . All the instructions are stated clearly in the by-law document!

EVENTS Hosting events is a great way to spread your associations message! Events can range from games to discussions, the more creative you are, the better. You are welcome to cooperate with other associations as well. Events usually have a theme related to the associations purpose or a time period e.g. events related to Black History Month. If you would like to collaborate with the Student Union, contact the Head of Associations or the respective committee head. Note that these events should relate to the committee’s purpose (see the Student Union website).

3

MARKETING 101 If you’re reading this, chances are you’re already involved in the association life at school. In that case, these marketing tips will probably help you!

SOCIAL MEDIA Your association probably has its own Instagram account, but if not, it’s time to make one. This account should be used to spread key information about the association. This includes any events being hosted, staff-recruiting & annual meeting information. For successful social media marketing, design a catchy post and tag @foreningarna to repost it. You can use whatever design software you’d like, but for beginners we recommend Canva and paint.net!

TV-MONITORS You’ve probably seen the school monitors on each floor & in Emmas Café. All associations at KG are welcome to share social media posts or posters on these TV’s, all you need to do is contact the reception in advance! Make sure to contact them at least a week before your event as any posts must be approved before they are displayed. 4

ADVERTISING

A great way to advertise is by sitting outside the lunch hall and luring people in. Put on your biggest smiles and talk to anyone who walks by. A great way to quickly gain members or hype up an event is to bribe people with free prizes, like candy or stickers. You can book this area through the excel-sheet found in the Associations-linktree.

POSTERS Posters are a popular way to spread information about events. All associations are welcome to put up posters on the bulletin boards on each floor and on lockers! After your event is over, take down any posters you’ve put up to leave space for others. You may also use the school printers to print your posters but unfortunately you can only print in black & white (unless you’re super convincing and persuade the reception to print out your posters!).

These are just a few standard ways of marketing. The most important part of successful marketing is being creative! 5

LOGISTICS FINANCES

There are four main ways to receive financial support: through the Student Union, School Leadership, KG Parents or external organisations. All associations have the right to receive money from the Student Union for association-purposes. To receive more information about the financial aid, contact the current Treasurer through their Student Union email found on the Student Unions website. Note that you need to show receipts to be eligible for financial support. The school leadership may offer sponsorships for unique events that impact the whole school. It helps if the event is academic or related to teaching! Although they rarely offer financial support, it does not hurt to try and ask. Simply contact one of the principals politely with a clear description of your event and its purpose! You can also apply for financial support through KG Parents. The money given differs per term, but more information can be found on KG Parent’s socials. Note that the board rarely meets so applying in foresight is recommended! Receipts are also required to receive economic support. The last way to receive financial support Is through external organizations. Larger organisations like “Unga Forskare” may offer financial support so make sure to search for an organisation related to your association! You can also apply for scholarships (stipendier), contact the career counselors for more information about these.

ROOM BOOKING

To book a room for your events, contact the reception (expedition) with the date and time to see if there are any eligible rooms. Most rooms are free during the Association time on Tuesdays from 14.30-16.00 but make sure to book in advance! The same applies to booking the Aula/PE hall, but make sure to book extra early as these rooms are often occupied. Perhaps the most primitive booking system in the whole school is in the associations room! To book this room, simply fill in the paper found beside the door in the room with the correct time. Lastly, booking the tables outside the lunch hall can be done through the Excel-Sheet found in the associations instagram bio!

6

ANNUAL MEETING The annual meeting is where your association chooses its board for the coming year. Every association is required to have at least one annual meeting a year regardless of how many members you have! STEP 1

The previous board should review the associations stadga and evaluate if anything should be changed. The stadga can be changed by requesting an amendment during the annual meeting. You should also write an annual report (report of all association activities the entire year), and economic summary (summary of all the spendings and earnings). Examples of both can be found in the Associations linktree

STEP 2

Set a date for the meeting and create an agenda. The agenda should include the voting order for all motions/propositions and the order of the board election. Don’t forget to advertise your annual meeting on your socials as this will help you get as many candidates as possible to keep the association afloat.

STEP 3

Host the meeting: appoint a meeting chairman and secretary. The chairman will host the meeting while the secretary will note down everything on the agenda.

7

WRITTEN BY:

Pelle Avemo Hådell, Föreningsansvarig Joyjeet Dutta & Konrad Pettersson, Föreningsstaben

DESIGNED BY: Joyjeet Dutta

2023