Group Leaders

Group Expenses

Piggy bank

This guide tells you what you can and cannot claim funding for. The Executive Committee offers some financial help with the cost of one-off activities which contribute to group learning, but not social trips. For full details email the Treasurer.

Data Protection

Mobile phone screen

This is some Concise Guidance for Group Convenors but please do visit the Bristol u3a Documents and Policies page to view all relevant policies such as the Data Protection Policy.

Copyright & Media Licensing


Take a look at this guide to copyright items, particularly if your group needs to photocopy from books or uses CDs, DVDs or sheet music.

Beacon - Our Administrative System

As a group leader you will need to use Beacon to communicate with your members. Email Judy Parker who will give you a user name and password that is specific to your group - this is not the same as the Members Portal which is used to access your own personal details. Once you have access, if you have any problems please contact Judy again and she will be happy to talk you through any issues.

All group leaders using Beacon are required to sign our short confidentiality form which can be downloaded here.

Our Quick Start Instructions should get you on your way and the YouTube video explains fairly well how to use Beacon. The video is about 9 minutes long but you would only need to watch the first 5 minutes, up to and including instructions on how to send emails.

Person typing on laptop

Keep your webpage up to date

Please keep the website editor informed about any changes to your group including a change of venue, day, time, leader or of the leader's email address.

If you would like to be able to edit your webpage yourself, contact the Website Editor and she will set you up with a login and password. You can add photos and details of your group's forthcoming meetings or events.

Applying for a Zoom Licence or Venue Hire Subsidy

Any Group Leader / Convenor wishing to receive financial help to cover Zoom licence fees or venue hire costs must submit this application form to the Treasurer following the guidance in this document. No fees must be incurred before receiving formal confirmation that your application has been approved.

Using new technologies to run your group

If you want to build your confidence using technology to host your group when members are not able to meet in person there is plenty of help available.

The national u3a also has guidance if you want to get to grips with video conferencing technologies such as Zoom, WhatsApp, Skype, Microsoft Teams, Google Meet, Lifesize Go and Jitsi.

If you would like to know how to set up a closed Facebook Group this is a simple step-by-step guide.

Another excellent source of information for everything relating to computers and exploring new ways for your groups to meet "remotely" can be found on the Exmouth & District u3a site - check out in particular their Video Calls page.