University of Bristol A Cappella Society Constitution
Version 2026-03-17
1. Name and Brand
(1) The name of the Society shall be University of Bristol A Cappella Society, hereinafter referred to as the Society.
(2) The Society shall be affiliated to the University of Bristol Students’ Union, and represented by the Societies’ Network.
2. Aims of the Society
(1) To provide opportunities for rehearsal and performance composed primarily of a cappella singing to its member; and
(2) To promote a cappella singing in the wider community by means of concerts and, where appropriate, skill workshops; and
(3) To encourage and provide opportunities for members to form their own a cappella groups within the society; and
(4) To represent high standards of a cappella singing at public engagement; and always to abide by the University of Bristol Student Union’s Code of Conduct.
3. Society Membership
(1) Membership is open to all members of the Union by such applications as may be set up by the Union.
(2) All Society members shall be Full Members of the Union.
(3) The main committee shall keep a list of all members of the Society.
(4) There shall be a fee levied for membership, fixed by the committee (being no less than any minimum rate demanded by the Union).
4. Member Welfare and Wellbeing
(1) In the event of a member contracting an illness, physical injury, or suffers from mental health issues and any other exceptional circumstances, it is the group leaders’ responsibility to:
(a) Offer feasible, alternative ways of attending rehearsals (zoom, calls, etc.)
(b) Offer a way of checking in on missed progress (sending in a video, voice note or recording etc).
(c) Discuss follow-ups actions and decide on alternative plans if a member attend performances or has not made sufficient rehearsals
(d) To communicate said exceptional circumstances with the Equalities Officers so they know what is happening for future support.
(2) It is the members responsibility to:
(a) To catch up with rehearsal, or other performance efforts and check-in with their group leaders regarding their circumstances.
(b) To communicate changes to their health which may impact the duration of their expected absence/incapacitation (duration cut short or an extension).
(c) To collaborate with group leaders to come up with all scenarios for performances that are affected.
(3) It is the Equalities Officer(s)’ responsibility to:
(a) Provide support to the member(s) affected.
(b) Act as a platform for communication between parties.
(c) Act and assess decisions impartially as all reasonable man would.
(d) Document all meeting(s), if any, and report said issue back to the Equalities Team (President, Vice President, Co-running Equalities Officer
(e) In cases, where an Equality Officer cannot act impartially, whether due to the involvement of the group, their own personal issues, their relationships with the parties, or otherwise, other members of the Equalities Team will step in and inherit their function within said incident. Said Equalities Officer will not exercise their function within this incident.
(f) In cases, where, all members of an Equalities Team cannot act impartially, an impartial officer will be appointed by main committee by vote. They shall report the incident back to main committee after the incident is resolved.
5. Privileges of Membership
(1) Only full members may sit on committee, vote in committee elections and run for election
(2) All categories of membership shall have equal rights of attending society committee and society sub-committee meetings, and participating in society-led events.
(3) Sub-groups, such as quartets, shall be formed as the members see fit as long as the majority (>50%) of main committee recognises its existence
(4) Main groups (for example, Wontones), shall be formed as the members see fit as long as the majority (>50%) of main committee recognises its existence by vote.
6. Institutional Structure of the Society
(1) Sub-groups, such as quartets, shall be formed as the members see fit as long as the majority (>50%) of main committee recognises its existence
(2) Main groups (for example, Wontones), shall be formed as the members see fit as long as the majority (>50%) of main committee recognises its existence by vote.
(3) The Society shall always maintain three unauditioned groups, consisting of upper voices, lower voices and mixed unauditioned groups, plus sufficient auditioned groups to accommodate all genders.
7. Officer of Musical Directors and relevant teaching personnels
(1) Each unauditioned group shall be rehearsed and conducted by one or two Musical Directors and, where needed, Deputy Musical Directors, appointed by a panel at the request of the Committee at any time, usually following the Society’s annual general meeting, as long as:
(a) The committee announce the decision with sufficient time (not exceeding three weeks) for an EGM to be held before or on the last mixed group rehearsal of the term.
(b) The panel is able to appoint one or two Musical Directors and, where needed, Deputy Musical Directors, for the first year of any group created to meet the Society’s aims (refer to Section 2)
(c) The panel shall consist of at least seven members, being minimally: the President, the Vice-President, two current Musical Directors (from any Society group), and three members of the unauditioned groups.
(2) Each group may have a number of Performance Directors, responsible for assisting the Musical Directors with non-musical aspects of the group’s performance, appointed at each group’s discretion.
(3) Each group may have a number of Section Leaders (Otherwise known as Teaching Personnel), with responsibilities appropriate for their group.
8. The existence of Main Committee
(1) There shall be a main committee (The Committee) of the Society which shall be the executive decision-making body of the Society.
(2) The Committee shall be responsible for the general and financial policy of the Society, subject to such rules as laid out by the Union.
(3) Society policies shall not conflict with the Constitution, Union policies or Union bylaws. A policy set by the Committee can always be overridden by a General Meeting, but not vice versa.
(4) The quorum for Committee meetings shall be set at 50% of the members filling full positions plus one.
(5) Each Committee shall maintain a handover document to this Constitution setting out in more detail the responsibilities of Committee members. This appendix may be altered by a properly constituted Committee meeting without reference to a General Meeting, but shall not contradict this Constitution.
(6) In addition to the Committee members listed below, co-opted committee positions can also be elected by committee. However, co-opted Committee members are not regarded as full Committee members and can be removed by the Committee at any time.
(7) If Committee positions are left unfilled after the AGM, then the Committee shall have the power to co-opt Society members onto the Committee to fill the vacant posts.
(8) Motions of no confidence in any member of the Committee must be passed by a properly constituted General Meeting to take effect.
9. Office of Main Committee
(1) Functions of the President
(a) They shall be a Full Member of the Union.
(b)(i) Form and maintain good relations with the Union, Societies Executive Committee other societies, individuals, etc.
(b)(ii) Communicate with other societies/individuals to organise co-operation/collaboration and representing the Society (e.g. at meetings, awards, etc.).
(b)(iii) Decide on the direction of the society and set out a five-year plan accordingly.
(b)(iv) Delegate jobs within the committee.
(b)(v) Chair meetings for the Society.
(b)(vi) Take decisions (i.e. with a veto or casting vote) if the Committee cannot agree.
(b)(vii) Provide leadership (especially in an emergency or in the absence of the person responsible). The buck always stops here.
(b)(viii) Make sure everyone else is doing their job and step in if they aren’t. This might include asking other committee members if they are in the right role or are struggling, etc.
(c) if any functions are absent on the constitution, refer to the handover document.
(2) Functions of the Vice President
(a) Assisting the President in fulfilling their duties and deputising for the President in their absence.
(b)(i) Carry out the day-to-day running of the society, for example, room bookings, responding to all non-membership enquiries, etc.
(b)(ii) Monitor actions decided at meetings and make sure these are all done in a timely fashion.
(b)(iii) Negotiate membership card discounts with retailers, service providers, etc.
(b)(iv) Deputise for the President in all activities in their absence.
(b)(v) Receive concerns and complaints from the Group Representatives or directly from members of the Society and bring these to appropriate channels.
(b)(vi) Update both internal and external websites before the commencement of the academic year.
(c) if any functions are absent on the constitution, refer to the handover document.
(3) Functions of the Treasurer
(a) The Treasurer shall be a Full Member of the Union and not in their final year at University.
(b) However, if given approval by the Union, a final year student may take the position.
(c)(i) Deal with the finances of the Society including paying invoices and expense claims, paying in cheques and any cash etc., in a timely fashion and in compliance with Union and University regulations
(c)(ii) Ensure that the Committee works within the financial constraints of the Society.
(c)(iii) Ensure that appropriate signatures are obtained on forms etc. (E.g., the President may not sign for their own expenses etc.)
(c)(iv) Monitor bank statements.
(c)(v) Rule on any proposed fees or expenses, subject to the approval of the Committee. (I.e., decide whether any fee should be paid, what can be claimed on expenses, etc.)
(c)(vi) Organise collection of any cash (e.g., buckets for busking gigs); arrange pick-up of cheques or similar.
(c)(vii) Report to the Committee on any financial issues or concerns that might arise and suggest solutions. (E.g., if the membership fees need to go up or similar.)
(c)(viii) Produce accurate and comprehensive budgets for gigs and other events, in consultation with the Committee.
(c)(ix) Be a member of any Sub-committee that deals with financial matters.
(c)(vi) Liaise with the Musical Administrator to minimise the costs of music printing.
(d) if any functions are absent on the constitution, refer to the handover document.
(4) Function of the Equalities Officer
(a) if applicable it is strongly advised that they are not group manager of an auditioned group. If two members run for Equalities together, one should be able to be group manager of an auditioned group provided the other is not.
(b) Ensuring equality, inclusiveness, and diversity across the society.
(c) Being on hand to tackle any complaints/problems/issues within the society and work with the president on serious issues.
(d) Conducting at least two surveys (up to the discretion of the committee each academic year) per year to assess the equality and diversity of the Society.
(e) Writing a report(s) based on the findings of the survey, publishing and presenting these findings to the committee.
(f) if any functions are absent on the constitution, refer to the handover document.
(5) Functions of the Secretary
(a) Preparing the agenda and reminding attendees of Committee and General Meetings
(b)(i) Manage and update the list of all members and Society mailing lists.
(b)(ii) Monitor who has and hasn’t paid their fees and inform the Group Representatives.
(b)(iii) Respond to membership enquiries.
(b)(iv) Receive requests for Extraordinary General Meetings.
(b)(v) Compose and circulate the agenda before Society meetings (and remind everyone when and where the Committee meetings, General Meetings, etc. will be held).
(b)(vi) Minute all Society meetings.
(b)(vii) Keep members informed about Society meetings and their minutes, and other useful information, for example, before the first rehearsal of term.
(b)(viii) Monitor who has and hasn’t paid their fees and inform the Group Representatives.
(b)(ix) Keep copies of all Society documents such as minutes, letters, etc.
(b)(x) Monitor who has and hasn’t paid their fees and inform the Group Representatives.Be the keeper of the Constitution and update it as necessary.
(c) if any functions are absent on the constitution, refer to the handover document.
(6) Functions of the Social Secretary
(a) Organising socials for the Society as a whole.
(b) if any functions are absent on the constitution, refer to the handover document.
(7) Functions of the Publicity Officer
(a)(i) Publicise the Society and its events.
(a)(ii) Propose ways of publicising the Society to the Committee.
(a)(iii) Produce publicity material for the Society and its events.
(a)(iv) Organise the production of branded merchandise for the Society.
(a)(v) Negotiate sponsorship for the Society and its events.
(a)(vi) Keep an archive library of past publicity materials, photos, etc. for posterity.
(a)(vi) They must be able to produce at least 5 promotional material (outside of events or socials) to maintain engagement.
(b) if any functions are absent on the constitution, refer to the handover document.
(8) Functions of the Gigs Coordinator
(a)(i) Propose, and actively seek out opportunities for, possible singing events.
(a)(ii) Organise gigs for the Society and joint participants.
(a)(iii) Ensure the smooth running of Society gigs.
(a)(iv) Act as a front-of-house manager for Society gigs.
(a)(v) Be the keeper of the gigs checklist and update it as necessary.
(a)(vi) Designate a stage manager and front of house manager for large gigs, as well as any ushers
(a)(vii) Propose, and actively seek out opportunities for, possible singing events that may be required, who are not performing in the gig.
(a)(viii) Seek out opportunities for groups with no committee representative under the aegis of the Society to perform.
(a)(ix) Assist with negotiation of terms of bookings, in consultation with the Committee on financial details. (E.g., times, dress, fees.)
(a)(x) Maintain gigs accessibility, safety, and operation as they see fit.
(b) if any functions are absent on the constitution, refer to the handover document
(9) Functions of the Resource Manager
(a)(i) Manage all communal society equipment.
(a)(ii) Organise the hiring and loaning of microphones and their use for group gigs and society shows.
(a)(iii) Check the condition of all equipment before and after any use and enforce the repercussions for damage.
(a)(iv) Label and keep a record of all equipment in the lockers.
(a)(v) Labelling and keeping a record of the equipment in the lockers
(b) if any functions are absent on the constitution, refer to the handover document
(10) Functions of the Outreach Officer
(a) To create initiatives within the society calendar which promote connections with parties internal to the SU and parties external to the SU.
(b) Coordinating initiatives which encompass sustainability, volunteering, fundraising and external campaigns
(c) Choosing at least one charity to support throughout the year.
(d) Work with social secretary to put on joint socials with other societies.
(e) if any functions are absent on the constitution, refer to the handover document
(11) Functions of the Male Participation Officer
(a) Increase male participation and engagement within the society
(b) if any functions are absent on the constitution, refer to the handover document
(12) All core committee roles (President, Treasurer, Secretary and Equality Officer) must be full members of the Union
(13) No one person may hold more than one of the following SU defined core committee roles (President, Treasurer, Secretary). Equalities Officer can be held by two people.
10. Society finance
(1) The Society’s financial year shall run from 1st August until 31st July the following calendar year, so as to coincide with the academic year.
(2) All financial arrangements must be made in accordance with current instructions to Society Treasurers, as set down by the Union.
(3) The Bristol SU Union Affairs Officer, Sport and Student Development Officer and Director of Finance shall jointly be empowered to issue financial instructions on behalf of the society if:
(a) the affiliated student group ceases to be affiliated
(b) there are concerns that the funds are being managed in breach of the provision set out in the Byelaws
(c) the group ceases to exist or there are breaches of any minimum standards set out in union policy.
(d) The internal group grant – which all groups are able to access – should subsidise ICCA entry for competitive groups to £50.
11. Annual General Meetings (AGM)
(1) There shall be an Annual General Meeting once per annum, and this shall be held before the end of the undergraduate teaching block of the Summer term.
(2) An Extraordinary General Meeting may be called by 5% of the membership of the Society by application to the Secretary or by a majority decision of the Committee. An EGM shall be held as soon as practical, as long as the required notice to members is given.
(3) The Committee shall appoint two Returning Officers, ideally from the Committee, for each General Meeting, to receive motions and nominations, and to count secret ballots and elections. Returning Officers are automatically disqualified from being candidates or the sole proposer of a motion in votes they are due to count.
(4) Notice of a General Meeting must be published to the Society’s members, together with an example motion and a deadline for motions to be received by the Returning Officers, at least seven days before that deadline, which is a date and time set by the Committee leaving enough time for the agenda and full texts of motions to be published.
(5) The agenda and motions must be published to the Society’s members at least seven days before the meeting itself, together with a deadline for amendments, set as for motions, which must be at least three days before the Meeting.
(6) The notice period for a general meeting may run through vacations.
(7) Motions must have a name, proposer, and sections outlining what the Society notes, believes, and resolves.
(8) Proposers may request to withdraw their motions at any time, in which case the chair shall propose a members’ vote at that point in the General Meeting on whether to keep the original motion in the agenda.
(9) The quorum of General Meetings shall be set at twice the number of members filling full committee positions plus one.
(10) Items raised under Any Other Business at a General Meeting can make no binding decisions, but the Committee or required number of members may call an EGM to take the item further.
(11) Voting shall be carried out by open or secret ballot at the discretion of the members, counted by the Returning Officers, motions being passed by a simple majority (except where required by this constitution), recording votes for and against (and abstentions) in all cases.
(12) Speech length will be as follows:
(a) President and Vice President – up to 3 minutes.
(b) Any other committee position – up to 2 minutes.
12. Elections
(1) Elections shall be held at the Annual General Meeting to elect officers of the committee for the following session.
(2) Should there be vacant committee positions immediately following an AGM, an EGM shall be called by the committee in order to fill those positions.
(3) Nominations (proposed by the candidates themselves without need for seconders) must be received and published as a single batch by the Returning Officers at least seven days before a General Meeting.
(4) Voting shall be carried out by secret ballot, counted by the Returning Officers, candidates being elected by a simple majority, recording votes for and against (and abstentions) as reserved items.
(5) There being only one candidate for an elected position that falls vacant during the normal term of office, that candidate may be co-opted as a full committee member by the committee. At least seven days’ notice of this intention shall be given to members; any member’s objection shall trigger the requirement for an EGM as if the position were contested.
(6) There being only one candidate for an elected position that falls vacant during the normal term of office, that candidate may be co-opted as a full committee member by the committee. At least seven days’ notice of this intention shall be given to members; any member’s objection shall trigger the requirement for an EGM as if the position were contested.
(7) In the event of a tied vote a second round of voting will take place. If the vote is still tied after the second vote, the decision will be determined by the toss of a coin.
(8) In the event of a committee position not receiving any nominations by the deadline, or all nominees withdrawing from contest during the General Meeting, nominations may be reopened in the General Meeting.
(9) Members will always be given the opportunity to vote to re-open nominations.
12. Afflications
(1) The society may affiliate to external bodies where membership of those bodies is pursuant to the fulfilment of the Society’s core aims, but only with the prior agreement of the Union.
13. Constitutional Amendments
(1) Any amendment to this Constitution shall require a two-thirds majority of the members present at a properly constituted General Meeting, except where such changes are required by changes in Union by-laws or policy, when minimal amendments to ensure compliance may be passed by the Committee.
(2) All such amendments shall become valid only after approval by the Union.
(3) A history of all such amendments shall be maintained as an appendix to this Constitution in all versions of the document.
14. Unofficial roles, supplementary roles, and co-opted roles
(1) Functions of Unaditioned Group Musical Directors:
(a) Decide on appropriate repertoire to learn and perform.
(b) Conduct rehearsals.
(c) Liaise with the Musical Administrator to ensure that sufficient copies of music are available.
(d) Ensure that Deputy Musical Directors are familiar with the repertoire and able to take control of any group.
(e) May appoint Section Leaders and Performance Directors.
(f) Responsible for liaising with arrangers and notifying them on the use of commissioned pieces.
(2) Functions of Auditioned Group Musical Directors
(a) Decide on appropriate repertoire to learn and perform.
(b) Conduct rehearsals.
(c) Audition members as appropriate.
(d) Ensure that Deputy Musical Directors are familiar with the repertoire and able to take control of any group.
(e) May appoint Section Leaders and Performance Directors.
(f) Responsible for liaising with arrangers and notifying them on the use of commissioned pieces.
(3) Functions of Deputy Musical Directors
(a) Take rehearsals in the absence of Musical Directors. Deputy Musical Directors should be sufficiently familiar with their group’s music to be able to take control at a moment’s notice.
(4) Functions of Friends and Alumni Co-ordinator
(a) Maintain a mailing list of past Society members (‘Alumni’) and non-Society members (‘Friends’) who wish to keep in contact and receive Society updates.
(b) Promote the Society and all Society events to the Friends and Alumni.
(c) In the event of a tour, or similar event, liaise between the relevant subcommittee and interested Alumni.
(d) Be the main point of contact between the Society, Friends and Alumni