Society Stash

We know societies love stash! So, we’ve created some resources on all things stash including budgeting, selling and collections! This method is easy for your committee to manage and avoids you collecting personal data from members, which you should be avoiding due to GDPR regulations. To find out more about societies and GDPR, click here.

Deciding on stash?

Research your options and decide on a supplier and the items you wish to sell. There are many stash companies both locally and online who can help you design personalised stash for your society. Once you've decided on your items and have a quote of the price, you'll need to create a stash budget and submit this to Activities for approval. More information on creating a stash budget is below. 

Selling Stash on the Website

Once your budget is approved you can then add your products to your society page on the website for your members to purchase. You can include any kind of customisations you want, including colour, name, size, committee position etc. 

On your society admin area, select the 'Products' Icon

To add your stash items select 'Add New Product'. You'll then need to complete the fields with details of your stash:

  • Name - name of the item (this needs to be unique so we recommend including your society name at the beginning i.e. Tiddlywinks Sweatshirt
  • Price - how much are you selling the item for?
  • On sale from/until - when do you want the products to go on sale and off sale?
  • Sales limit - is there a set number you can sell?
  • Per person limit - do you want to restrict the number of items an individual can purchase?
  • Description - brief overview of the item 

Then select 'Save'. The video below shows this process:

 

Adding Customisations

To add any customisations such as size or colour select the customisation icon on the right of the product as per below:

The customisations work the same way as customisations for tickets, you can have a question with free text or a question with set answers.

Question with a free text box

Select 'Add new customisation' and write the question in the textbox called 'Label'. If the purchaser needs to answer this question, make sure the 'Required' tick box is selected. If this question needs to be answered for each purchase, i.e. if they've purchased two items and you need the answer for both items, select the 'Per-Item' tick box. You can edit the 'Max Length' box to increase the number of characters available in the textbox if required. Then select 'Save'. The video below shows this process.

 

Question with set answers

Select 'Add new customisation' and write the question in the textbox called 'Label'. If the purchaser needs to answer this question, make sure the 'Required' tick box is selected. If this question needs to be answered for each purchase, i.e. if they've purchased two items and you need the answer for both items, select the 'Per-Item' tick box. In the box labelled 'Predefined Values' enter each of the answer options onto a separate line in the textbox, once you've added all options select 'Limit to List'. You would typically use this for size and colour choice! Then select 'Save'. The video below shows this process.

 

 

 

Viewing your stash sales

Via the reports function in your Society admin area you'll be able to see a record of the purchases there. The money from the sales will go straight into your society account at the end of each month. You can download a purchasers report from your admin area with details of all the orders and customisation details. Once you have placed your order, all you need to do is submit the invoice to Guild Reception and we'll pay the company directly from your account. 

 

Budgeting for stash

Before you can sell stash you need to submit a budget to the Activities Team. When considering the prices you sell your stash for make sure you account for VAT. If you've been quoted an amount minus VAT you'll need to add it on, this can be done by multiplying the figure by 1.2. If it includes VAT, then you can sell your stash at the same price, presuming the company will provide you with a valid VAT invoice so the VAT can be reclaimed. 

For the template for stash budgets, click here

 
Stash Collections

Once your stash arrives you'll need to arrange a way for purchasers to collect the items! You can either hand them out at a society event or you can book the round desk in DH2 to use as a collection point. Please doe not use tables in DH1 or the Ram to hand out stash, as this can get very busy and causes crowds in these spaces. 


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