learn, laugh, live

Information for Group Organisers

Group Organisers Handbook
This contains all you need to know to get started, either with a new group or taking over an existing one.
DOWNLOAD IT HERE (it will open in a new tab).

More detailed information for Group Organisers follows below. Note that in order to access some of the material on the national u3a site you will need to log in to the Members Area. It’s easy to register if you haven’t already done so.

Halls for Hire

Guidance:

  • Agree a cost range beforehand with your group members.
  • Check availability and cost (tel. contact listed after each venue).
  • Some venues listed with telephone number only may be suitable.
  • Your own church or village hall may have a suitable room. For a new venue ensure it meets your requirements before deciding to use it
  • Undertake a venue risk assessment on the overall facility before hiring: https://www.u3a.org.uk/edocman-downloads/venue-based-risk-assessment-checklist-2. This should be conducted before committing to hire the hall and checked again on the day.

Disabled Members may need (depending on disability level):

  • A disabled parking bay
  • A ramp for building access
  • A ground floor or upper floor room with lift 
  • Disabled toilet facilities 
  • Space for wheelchair or mobility scooter
  • A hearing loop within the sound system

Bat & Ball Community Centre, Cramptons Road, Sevenoaks, TN14 5DN
Bookings Secretary: 01732 459953
Website
Email: hallhire@sevenoakstown.gov.uk
There are three spaces to hire: the main hall (seating capacity 160 seated at tables, 340 theatre seating), the small hall (about 65/120) and a meeting room (capacity 20.) The large & small halls can be made into a larger combined space. There is also a kitchen, charged separately. This is the best hall in the area as it has dedicated parking, a raised area, a full range of audio/projection equipment, wifi throughout, and an excellent caretaker service which arranges seating or tables to suit the event. It is run by Sevenoaks Town Council and charged by the hour, so not low cost but charities are charged a non-commercial rate.

Bullfinch, London Road, Riverhead, Sevenoaks TN13 2DR
Phone: 01732 455107
Website: https://www.mcmullens.co.uk/bullfinch

Chevening Sports Pavilion 
A medium sized room with kitchen facilities, and moderate parking. Opposite the primary school so exit can be tight at going home time. 
Bookings: Tel: 01732 450595 Gordon & Viv Lee

Christ Church United Reformed Church 2 Littlecourt Road.
One very large and a small meeting room. Parking is adequate for a small study group.
Email: bookings@christchurchsevenoaks.org.uk
Tel:  01732  457878
Website: https://www.christchurchsevenoaks.org.uk

Cornflower Cafe, Coblands Garden Centre, Dryhill Lane, Sevenoaks TN14 6AA
Good free parking. A section of the café can be reserved.
Tel: 01959 561274
Website: https://www.coblandsgardencentre.co.uk/cornflower-cafe

Cornwall Hall ( The Drive Methodist Church)
6 The Drive, Sevenoaks, TN13 3AE
One very large and two smaller halls, using a modest kitchen.
Adequate parking.
Bookings Tel: 01732 465071 
Email: drivemethodistchurchlettings@gmail.com
Website: https://www.thedrivemethodistchurch.org.uk

Dunton Green Pavilion
Recreation Ground, London Road, Dunton Green. TN13 2UR
Tel: 07305 814 694
Email: bookings@duntongreenpc.org.uk
Website: https://www.duntongreenpc.org.uk/community/dunton-green-parish-council-12635/dunton-green-pavilion/
Large hall with tables and chairs and kitchen facilities. Parking for up to 14 cars.

EMR Orchard Events Centre
East Malling Research, New Road, East Malling, ME19 6BH
Tel: 01732 523781
Website: https://theorchardseastmalling.co.uk/

Holmesdale Bowling Club
Worships Hill, Riverhead, TN13 2AS.
A pleasant, airy room with a kitchen. There are two sections which are both accessible, the first is an open area, where chairs can be placed to suit a discussion, or a PowerPoint presentation, plus a bar area to the rear with sturdy tables and chairs. Accessible and with reasonable amount of parking. Rooms are charged by the hour.
Tel: 01732 835608 (Brenda Bennett)
Email: brenda.margaret.bennett@googlemail.com

Jubilee Room, Otford Parish Council
The School House, 21 High Street, Otford, TN14 5PG
Spacious meeting room for up to 10 people in board room style layout. £5 per hour for voluntary organisations.
Tel: 01959 524808  Email: clerk@otfordpc.co.uk
Website: https://www.otfordpc.co.uk

Kippington Centre: 
A modern hall (holds 80) and large well equipped kitchen, all centrally heated; disabled access, adequate parking for a Study Group.
Bookings Tel: 01732-451117
Email: office@stmaryssevenoaks.org
Website: https://www.stmaryssevenoaks.org/kippington-centre-hire

Otford Methodist Church Hall
High Street, Otford, TN14 5PH
Large main hall and 4 further meeting rooms with a lift and toilet facilities suitable for disabled people, a kitchen and coffee lounge
Tel: 01959 523090
Website: https://www.otfordmethodistchurch.org.uk

Otford St Bartholomew’s Church Hall
High Street, Otford, Kent
Bookings: 01959 523820

Otford Village Memorial Hall
A useful trio of rooms, Main Hall, Club Room and Hope Room, the first two with ceiling mounted screens. The Main Hall has a stage and seating for about 200. The Club Room has a capacity of 80, and the Hope Room (can be noisy if the Main Hall is in use) can take about 20. All have kitchen facilities. Rooms charged by am/pm session at low cost. Paying Parking is available although limited if all halls are in use.
Bookings Tel: 01959 525181
Email: ovmh.secretary@otford.net
Website: http://www.otford.info/ovmh/

Quaker Meeting House
30 Hollybush Lane, Sevenoaks TN13 3TJ
Tel: 01732 455484
Website: https://sevenoaksquakers.org.uk

Riverhead Church Hall
The light and airy hall is equipped with chairs, tables and a fully equipped kitchen. Ample free parking. Repeat bookings are welcomed and reduced rates are then available.
Bookings: Margaret Holman Tel: 01732 450408
Email: mazzaholman@gmail.com

Riverhead Village Hall
The main hall (13.5 x 6.5 metres) and small committee room are available for hire. Facilities include comfortable seating and tables for up to 90, kitchen, committee room for smaller meetings. Disabled access, including toilets. Very reasonable rates. 
Tel: 01732 461278
Email: clerk@riverheadparishcouncil.org.uk

Seal Village Hall
High Street, Seal, Sevenoaks TN15 0AL
Tel: 01959 522545

Sevenoaks Indoor Bowls Centre
 Hollybush Lane, TN13 3UX There are 3 separate areas available for hire:
Armada Suite: 25—30 people
Churchill Suite: approx. 100 people
Bar Area: 75 –100 people
Bookings: Sally Jolley Tel: 01732 451889
Email: sevenoaksibc@live.co.uk

Sevenoaks Library
Buckhurst Lane, Sevenoaks,. TN13 1LQ
Tel: 03000 41 31 31
Website: https://www.kent.gov.uk/leisure-and-community/libraries

Sevenoaks Outdoor Bowling Club
Hollybush Lane
Clubhouse for hire £12 an hour Monday and Thursday am or other by arrangement.
Bookings: Barbara Ide, Tel: 01732 460231
Email: Barbara@haresfield.org.uk

St Edith’s Hall, Kemsing
Two halls, one for up to 200 people and the other 80 people, and a small meeting room, together with a large preparation and serving kitchen. There are ample tables and chairs for all seating styles. Reserved parking. Wheelchair access via ground level entrance. 
Bookings: Mrs. Cole. Tel: 07927 505649 Email: st.edithhall@tiscali.co.uk.

St Luke's Church Hall, Eardley Road
The Hall, the Parish Room and the Upper Room are each available for hire, separately or together, on weekdays, up to 11.00 pm Bookings Tel: 01732 743045
Email: lukesevenoaks@btinternet.com

St Nicholas Church, Rectory Lane, Upper High Street, Sevenoaks, TN13 1JA
The Undercroft accommodates 60 people, the main body of church up to 120. Limited kitchen facilities. Ample parking. A full range of audio-visual equipment and a good Bookings Manager who ensures all needs are met. Indicative cost of main church £150 for a 3-hour session. Bookings Parish Office Tel: 01732 740340
Email: office@stnicholas-sevenoaks.org

Unitarian Meeting House, 5 Westerham Road, Bessels Green, TN13 2PX
Hall can hold about 50 people, car parking available on site.
Tel: 01732 465248
Email: 7OaksUnitarians@gmail.com
Website: https://www.sevenoaksunitarians.org/

Weald Church Hall, St George's Church, Church Road, Weald, Sevenoaks, TN14 6LT
Tel: 07931 526871
Email: stgeorgesbecca10@hotmail.com
Website: https://www.stgeorgesweald.co.uk/Church-Hall/

Organising Visits

The flexible nature of the u3a, where the Interest Group members make all their own decisions, means that visits are often an integral and attractive part of the year's programme. Some groups, such as London Studies, Gallery Studies and Industrial Heritage, construct the learning component round the visit. Our proximity to London and its mass of resources and attractions means group visits can be very exciting and all offer great potential for learning.

Arranging a visit is no simple matter. The logistics of travel, costs, access and timing have to be worked out. Think hard about how much walking your members can do in a day and consider the risks involved. Remember a lunch venue has to be arranged, and perhaps tables booked. There is a lot of pre-planning, and it should be shared. The member(s) responsible for any presentation may offer to take on organising the visit and doing a dry run. 

Transport

Private car: This is usually the simplest way to travel to places in Kent, or the SE of England. Try to keep the number of cars down to a minimum. 

Public transport: Usually members go by train to London. They may start from different stations, but travelling together is fun and the discussion is often useful, before and after the visit. Be aware of special rail travel offers, for example for four people travelling together. Remind members to renew their Travel Cards to keep costs down.

Minibus: It can work out either cheaper or simpler to hire a minibus. It is also great fun, because everyone can relax and talk on the journey. The Social Events team has the name of reliable minibus hire companies.

Longer Visits: Some groups decide to run their own Study Trips, and they are insured to do that under the terms of the Tour Operators' Liability Insurance, arranged through National Office. This would cover short trips of a few days, arranged to look more closely at some aspect of shared study. However, those going on the trip, especially overseas, should also have private travel insurance, checking that their policy covers domestic travel too.


Sevenoaks u3a is covered by an Agreement with the Copyright Licensing Agency (CLA), arranged through the Third Age Trust, for which it pays an annual fee. A Copyright Licensing Agency (CLA) licence allows the copying and re-use of extracts from digital and printed books, magazines, journals and web sites for educational and teaching purposes.

Copies must not exceed one chapter of a book, one article from a publication, one short story or poem from an anthology, or one case report from a published report of judicial proceedings, or 5% of the total, whichever is greater. For digital material, copying must be limited to extracts that are equivalent to these limits. Members are entitled to share copies with one another in person or online for educational and teaching purposes but must not circulate copies more widely. Paper copies intended for a meeting of an interest group must not exceed the number of members attending.

Certain works are not covered by the CLA Licence, as the copyright owner has intentionally excluded them from this scheme. The lists of these works can be checked on the CLA web site: https://cla.co.uk/excluded/. Similarly, the following published works are not covered by the CLA licence. If the copyright has not expired, then you will need to evaluate on an individual basis. These include:

  • Maps and charts (e.g. weather charts) – consult the Ordnance Survey or Google maps or other source for the necessary permissions. 
  • Newspapers – consult the Newspaper Licensing Agency for the necessary licence
  • Printed sheet music including lyrics - unless the work is out of copyright, direct permission has been granted, or the use falls under one of the limited copyright exceptions. Please note that certain copyright owners have agreed that they will not institute proceedings if copies are made in certain circumstances in respect of music both printed and published in the UK, notwithstanding the Copyright, Designs and Patents Act 1988 – please see the Music Publishers Association’s Code of Fair Practice on the Graphic Copying of Music. https://www.mpaonline.org.uk 
  • Licences to play music in public - The PPL PRS Licence (also called ‘The Music Licence’) allows a business or organisation to legally play music through the radio, television, other digital devices and during live performances. PPL, through PPL PRS Ltd, can license a venue operator or an individual music user, depending on the type of venue and how music is used. The Third Age Trust has a PPL licence for music use for u3as across all venues. This ensures that all recorded music used by u3as is licensed by PPL and eliminates the need to investigate whether the licences held by the venues (if any) are suitable to cover music used by u3as.
  • Licences for u3a choirs and singing groups - The Third Age Trust does not currently subscribe to the Amateur Choir Licence which has been launched by PMLL on a trial basis. This licence allows members of the choir to make photocopies of a certain number works (as long as the publisher is a member of the scheme). It also allows small arrangements of works without the need for further permission. The licence is charged on the basis of the number of works a choir wishes to use and the number of members in the choir. Further details are available at: https://pmll.org.uk/licence-information/acl/
  • DVDs/downloads and streamed materials - The MPLC Umbrella Licence allows audio-visual content (including DVDs, downloads and streamed materials) to be screened in a public location, for example a community hall or in a member’s home as part of an interest group, provided admission is not charged. The Third Age Trust has an MPLC Umbrella Licence which covers all u3as and allows u3a group members to show all MPLC films for educational and entertainment purposes. The cost of the MPLC Umbrella Licence is included in Third Age Trust membership. It is automatically renewed by the Trust on an annual basis.

Members should be aware that downloading copies of material from the Internet for the use of a Study Group may not be legal. This makes the organisation of work more difficult but an awareness of copyright is important. All u3a members are responsible for respecting the rights of others and should only use others’ work when it is legally permissible to do so.

In summary - Before using any work that has been created by someone else, u3a members should ascertain who created it and who the copyright owner is. It is very important that you are clear on what grounds you are making a resource available. The following checklist may be useful:

  • Who created it and who is the copyright owner? - Be aware that some sites may be using images for which they don’t hold the copyright – you will need to find the actual owner.
  • How old is it? Is it still covered by copyright or has the copyright expired? - Review the ‘expired copyright’ section. If the copyright has expired, you will be able to use it. If not, you will need to investigate further.
  • Has the copyright owner given permission for the intended use? - Check if it has been published (and the intended use is permitted) under a public copyright licence such as a Creative Commons licence.

If not: Contact the copyright owner for permission; or is there a similar image which has been released under a public copyright licence that you could use? Does the use potentially fall under a copyright exception? - If you have not received permission from the copyright owner and the use does not fall under a copyright exception, has your u3a, the Third Age Trust or the relevant venue got a licence that allows that use.

The latest information from the Third Age Trust can be downloaded here https://www.u3a.org.uk/tam-downloads/copyright-and-licences-2025.

Insurance

Sevenoaks u3a is covered by a Public & Products Liability Insurance Policy provided by the Third Age Trust. This is intended to indemnify Sevenoaks u3a against compensation which they become legally liable to pay (usually through negligence) following injury or property damage sustained by a third party, as a result of a u3a activity. It does not cover pure accidents where no legal liability has been established.

Latest Insurance advice can be downloaded from the Third Age Trust https://www.u3a.org.uk/members-area/support/advice-and-guidance#insurance

How does this cover apply to Group Organisers?
This policy has been set up to protect all u3a members, and includes ‘Member to Member’ cover and also if participating in a u3a activity in another u3a or withing u3a organised networks or regional activities. If somebody is injured while undertaking a u3a activity, and legal liability due to negligence can be proven, the insurers deal with any claim.

The insurance applies when groups are held in members’ homes. It also applies if accidents occur while a group is out walking, or some other outdoor activity, provided it can be shown that the u3a, its agents or members have in some way been negligent in causing injury to the victim.

However, it does not provide personal accident cover. Members are responsible for their own health and safety, and should satisfy themselves that any u3a activity is safe and suitable for them. Almost all u3a activities are covered, but activities in any craft with an engine are excluded. If you are contemplating using machine/power tools or participating in potentially hazardous activities like abseiling, white water rafting or quad biking undertake the appropriate risk assessments and consult National Office in advance.

Does this insurance cover non-members?
A critical component to insurers accepting the Public Liability risk for the u3a is that it is a membership organisation with all members signing up to, and complying with, the terms and conditions of membership. To this extent all individuals who want to participate in u3a should be members in order this principle is upheld and to avoid any potential problems with claims.

Underwriters do accept that within an organisation the size and diversity of the u3a that there will be exceptions to this principle, the most common scenario being where an individual attends one u3a “taster” session before deciding if they want to join. Insurers also accept there maybe occasions where an individual volunteers to help the u3a, perhaps a spouse of a partner setting out some chairs for a u3a event or helping with an exhibition stand etc

If an individual wants the benefit(s) of u3a activity, even just a particular outing, they should become a permanent member.

Money Matters

Sevenoaks u3a has a Finance Policy which gives details of how our financial activities are managed. The important principle is that GOs must be open and transparent regarding the group’s finances both to the group and wider membership and may be required to report on their finances to the Executive Committee. Full details can be found in the policy which can be found here:

https://sevenoaks.u3asite.uk/wp-content/uploads/2024/04/Policy-Finance-Policy-2021.pdf

Charges

If your group charges regularly, for photocopying, hall hire, buying a specialist journal to share, special materials, etc, then say so in the Handbook so that everyone knows the costs up front. There is no charge for joining the group as such, or taking part in its core activities. If the Organiser has extra expenses for letters or phone calls, then there may be a simple levy of £1 a year per member, or as decided. A GO should not commit to expenditure beyond a level that the group can and will meet. For more detail, members could consult our Finance Policy (see above) or the document ‘Financial Matters’, U3A-KMS-DOC-033 (Feb 2020), to be found on the national U3A web site (https://www.u3a.org.uk ). Alternatively, speak to a member of the Executive.

Coffee and Tea

It is the norm throughout the u3a to pay up to 50p for refreshments, and this goes to the host. If he or she prefers, there could be a charity box instead. Some GOs waive the donation because they are not doing any driving that day, or it suits them better to host all the meetings.

Grants

Sevenoaks u3a will make a start-up grant of up to £100 for a new group that requires essential 'hardware' (not normally books) to begin work. For example, the Chess group bought 6 matching boards and playing sets. The materials always belong to the u3a and must be returned if the group disbands. For an established group needing more advanced equipment, a continuing grant of up to £100 is available. Ask the GC for details and an application form.

Hall Hire

As groups grow they may want to move to a hall. The costs need careful management and again should be clearly set out in the Handbook. You can collect payment for each session, but it may be easier to charge per term, or for the year. A separate 'bursar' for the group is always a good idea, to spread the work. It is advisable to give a receipt for larger sums and keep proper records, so that all transactions are transparent (see Finance Policy for details).

Surplus funds & Self-financing groups

Some groups end up with a surplus. It is reasonable to hold up to £100 in the group as petty cash. If a group has a larger financial turnover or builds up a larger surplus, they may be required to report to the Executive Committee - see Finance Policy for details. • GOs must avoid putting members' money into their personal bank account.

  • For larger groups or if you are regularly carrying more than £100 in cash, consult the EC about whether a bank account should be opened for your group.
  • Give receipts and keep records.
  • Where annual turnover or the residual fund of the Group exceeds the amount permitted in our Financial Policy (q.v.) then group records must be available for scrutiny and reported to the EC Treasurer on a regular basis. An annual report of group funds is required for inclusion in the u3a’s return to the Charities Commission
  • The Beacon system allows any group to record their income & expenditure in a ‘Group Ledger’ – please contact the EC Treasurer treasurer@sevenoaksu3a.org.uk or Communications Trustee communications@sevenoaksu3a.org.uk for details.

Any money spent by the group should benefit all the members equally. This can occasionally be a sensitive issue so please exercise due care.

Resources

Laptop computers, projectors etc: Sevenoaks u3a owns a stock of audio-visual aids. These can be borrowed free of charge by individual members as well as by GOs. They are much in demand and need to be booked in advance, and returned immediately after use. These items can also be hired by other organisations for a small fee. The tech support team is listed at https://sevenoaks.u3asite.uk/contacts/#tech.
Library books: sets of books for use by a group can be obtained free of charge from local libraries. Note the local library now uses internet based systems for managing library books. Popular magazines can also be downloaded. It is wise to order well in advance.
Internet: Most group members and GOs have access to the internet, and this can be a rich source of information when undertaking research for a presentation. However, bear in mind that not all the information out there is 100% reliable or accurate.

Health & Safety and Safeguarding

Group Organisers should try to anticipate risks. Although no formal ‘risk assessment procedure’ is necessary, a number of Risk Assessment Checklists are available for certain activities. These forms can be downloaded from the Third Age Trust web site: https://www.u3a.org.uk/advice/risk-assessments. Specific forms are available for some of the following activities:

If an accident occurs during a u3a activity: The Chairman & Secretary should be informed as soon as possible. GOs should obtain an Incident (Accident) Form from the GC or download a copy from the National web site, complete it and pass it to the Chairman and Secretary.

In an emergency: call emergency services immediately, and do not attempt any first aid until advised to do so. Make sure you know the Postcode of your location as Emergency Services use Satellite Navigation to locate your position. If not in a location with a postcode, use a mobile phone as this will provide GPS location data. 

Electrical equipment: should be checked for safety on a biennial basis. GOs should ensure that tools and other equipment are in good condition and used with care.

Sevenoaks u3a Safeguarding Policy

  • Our Code of Conduct requires all members to act in ways which respect other members. Any instance where a member suspects or believes that a member of Sevenoaks u3a or another u3a is being abused, neglected or harmed, either during a u3a activity or outside this, should be reported to a member of the Executive Committee as soon as possible and ideally within one day of this becoming known.
  • Verbal reporting should be followed by written confirmation by email or letter.

Equality, Diversity and Inclusion

Sevenoaks u3a is a learning co-operative and membership charity which enables members in their third age to share educational, creative and leisure activities. Our members draw upon their knowledge, skills and experience to teach and learn from each other (peer to peer learning). As such we recognise that some people are particularly likely to experience discrimination and harassment and are committed to making sure that the u3a is as inclusive and welcoming as possible.

Sevenoaks u3a complies with the Equality Act 2010. The Act stipulates that organisations cannot treat someone unfairly on the basis of what it calls ‘protected characteristics’, which are: 

  • ethnic origin, nationality (or statelessness) or race
  • age
  • disability
  • religion or belief (including the absence of belief)
  • marital or civil partnership status
  • sexual orientation
  • pregnancy
  • gender reassignment
  • political belief

Sevenoaks u3a will strive to ensure that members do not experience discrimination on the basis of their protected characteristics. This will include ensuring equal access to groups and behaviour between members and by our u3a Committee Members and group leaders. GOs should endeavour to ensure that behaviour within the group pays due regard to issues of equality, diversity and inclusion, and should be prepared to make reasonable adjustments to make group activities accessible to all members.’

Further policy information is available on our web site here https://sevenoaks.u3asite.uk/wp-content/uploads/2024/04/Policy-Equality-Diversity-and-Inclusion.pdf  and from the national u3a site here: https://www.u3a.org.uk/members-area/support/diversity-and-inclusion.
If any member feels they are being discriminated against raise it with the Group Coordinator (GC) and or a Trustee as required.

Data Protection

The General Data Protection Regulation identifies key data protection principles as set out below; GOs should be aware of the principles and make sure any information used to administer the group is appropriate for the activity and should not be retained when no longer needed. More details can be found on our web site: https://sevenoaks.u3asite.uk/wp-content/uploads/2024/04/Policy-GDPR-revised-Nov2019.pdf
or from the National Office: www.u3a.org.uk

  • Principle 1 - Personal data shall be processed lawfully, fairly and in a transparent manner
  • Principle 2 - Personal data must be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
  • Principle 3 – The collection of personal data must be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • Principle 4 – Personal data held should be accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay; 
  • Principle 5 – Personal data must kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for the which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest , scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; 
  • Principle 6 – Personal data must be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures. 

Frequently Asked Questions

Can friends who are not u3a members attend my group? Yes, but only on a one-off basis and as a precursor to applying for full membership. This is a condition of our insurance, so please make sure that everyone in the group is a paid-up member. A simple way to do this is to ask them to bring their membership card to the first meeting of the year. If you prefer, ask someone else to do this or check names with the Membership Secretary.

Are there any grants available for my group? Yes, there may be, depending on what the money is needed for. Further details.

Can u3a supply any learning materials for my group? The Third Age Trust can be useful. It has a Resource Centre as well as a web site providing signposts to other educational resources. Details are in the Handbook.

Can I photocopy written materials for my group? See here for details of what you may and may not copy. This system, previously arranged through National Office, has changed recently. Further information about Copyright and Licences is available from the Third Age Trust: https://www.u3a.org.uk/tam-downloads/copyright-and-licences-2025

How do I get hold of a laptop, computer and projector?
Sevenoaks u3a has a stock of such items for loan. Contact mediakit@sevenoaksu3a.org.uk.

What do I do if there is a waiting list of people who would like to join my group, but there is no space? 
Pass the names to the Groups Coordinator, who may start another group.

Who can I talk to if I want help with the running of my group?
If you want to talk to someone about any aspect of your group, you can first of all approach the Groups Organiser or other GOs in Sevenoaks u3a. The National Subject Networks, National Subject Advisers and Regional Networks can all provide help and advice in many different ways; contact details are in the Group Organisers' Handbook. Some produce an email newsletter for their subject.

Am I able to administer information for my group in Beacon?
Yes. You would be able to add or remove people as membership changes, alter details of when and where you meet and how the group is organised. If this is something you'd like to do, contact the Beacon Administrator at beacon@sevenoaksu3a.org.uk.

Can't find what you want here? Email groupdev@sevenoaksu3a.org.uk with any further questions you might have.

Page last updated 25 March 2026