Group Leaders - you are the life blood of our u3a - without you there wouldn't be a u3a, so thank you for your enthusiasm and dedication. The purpose of these documents is to help you in setting up and running your group. If you think there is anything missing, please get in touch via the Contact page so that we can add to this list, for the benefit of everyone.
Note that not all documents will be relevant for all groups - use the ones that you find helpful.
- Group Leader Role Description - Outlines the role and responsibilities of a Group Leader/Convenor.
- Group Leaders: Handbook - Contains useful things to consider when first setting up a group, as well as practical pointers for running your group.
- Accident Form
- Financial Guidelines - read if your group pays hire fees for a venue, collects money to pay for your activities, or both
- Policies for Pershore & District u3a, outlining Group Leaders' responsibilities in areas such as Data Protection, Health & Safety, Accessibility etc., and providing processes to deal with situations such as grievances, complaints etc.
- Equipment Inventory - Pershore & District u3a owns a range of equipment, including laptop computers and digital projectors, available for use by our groups. Click on the link for a full list. If any group purchases new equipment, please contact our Treasurer , so it can be added to the inventory.
- Insurance_cover_note_2026 This will cover public and products liabillity, damage to equipment and house contennts when such are being used for a u3a meeting and tour operators' liability. Claims are subject to various levels of excess - see policy for details
Below are forms you can use to run your group. You can download and print the pdf versions. (If you don't have a printer, contact our Chair , who can print them for you.)
If you use Microsoft Word (or any compatible program), you can download the Word versions (.docx) to edit yourself on your device.
| Forms for Group Leaders | |
| Attendance Form: to record when members come to your group | Attendance.pdf Attendance.docx |
| Attendance Contact Details: for members to sign in to a group meeting | Contact-Details.pdf Contact details.docx |
| Payment Form: to record members' cash payments | Payment.pdf Payment.docx |
| Risk Assessment - Venue: complete for hired venues | Venue Risk Assessment form.pdf Venue Risk Assessment.docx |
| Risk Assessment- Social Cycling rides for leader to complete | PD-cycle -leader-Risk-assessment-checklist-docx PD-cycle -leader-Risk-assessment-checklist-pdf |
| Risk Assessment - Indoor Sport for Group leaders to complete | P&D indoor sporting risk docx P&D indoor sporting risk assessment checklist pdf |
| Risk Assessment - Outdoor Sport for Group leaders to complete | P&D outdoor sporting risk assessment docx P&D outdoor sporting risk assessment pdf |
| Risk Assessment - Walking: complete for organised walks | P&D-Walk-leader-Risk-assessment-checklist-docx P&D-Walk-leader-Risk-assessment-checklist-pdf |
| Risk Assessment - Day Trips | Day Trips Risk Assessment.docx |
| Incident report form: complete for all incidents | Incident form.pdf Incident Form.docx |
There is always friendly help, guidance and advice available from our Groups Coordinator, who is there specifically to support Group Leaders.
For one-to-one training on using Beacon, our online data management system - an easy way to contact and manage your group - please contact our Beacon Administrator who can offer training.
Online workshops and video tutorials put together by u3a National Office to help you with running your group, can be found here Workshops and Zoom tutorials. The workshops book up quickly so it's worth keeping an eye on the u3a National website and booking early if you are interested.