Staff Social Club FAQs

General

Who runs the Staff Social Club?

The SSC is run buy a committee of members with the support the Staff Social Club Administrator.  Please visit the Committee pages for more information.

How do you decide how much discount we get on events?

The Committee have agreed, and will annually review, a sliding scale which determines the amount of discount given. The current sliding scale is outlined below:

  > £0 to £99 = 50% on 1 ticket, 10% on 2 tickets

  > £100 to £199 = 40% on 1 ticket, 10% on 1 ticket

  > £200 to £299 = 30% on 1 ticket with no additional ticket discounted

  > £300 to £499 = 20% on 1 ticket with no additional ticket discounted

  > £500+ = Will be discussed individually, and the Committee would be required to make a decision

Membership

Who can join the Staff Social Club?

Anyone who is employed by Newcastle upon Tyne Hospitals can become a member of the Staff Social Club.

 

If you are not an employee of the Trust you may be able to join if you meet any of the criteria below:

  > Social work staff, employed by the local authority, and permanently based on site at Newcastle upon

      Tyne Hospitals NHS Foundation Trust

  > Medical staff, employed by the Post Graduate Deanery, and based within the Trust. This will be for the

     period of time that they are based within the Trust. Upon rotation outside of the Trust they would not be

     permitted to be members of the club.

  > Staff, employed within Crawford House, who work for the Sick Children’s Trust.

What do I get for becoming a member?

As a member of the Staff Social Club, you get:

  > 2 entries in the SMILE Lottery which is drawn every month, with the chance of winning up to £1000

  > Entry into our free prize draws & advent calendar

  > Access to all of our heavily discounted events

  > Ability to join the Freeman and RVI Fitness Centres

How much does it cost to join?

It costs £2 per month to join the Staff Social Club, or £12 to join the Staff Social Club and the Fitness Centre.

How do I pay for my membership?

For nearly all of our members we take the money straight from your pay.  If, for any reason, we cannot do this, there are other payment options available. Please contact us if you would like more information.

I want to join, but don’t want to be in the SMILE Lottery. Does this mean I can join for free?

Unfortunately not, the £2 is your membership fee.  You can however opt out of the lottery by ticking the relevant box on the form.

Can I join the Fitness Centre but not the SSC?

As the Fitness Centres are funded by and ran for the Staff Social Club and its members, you cannot join unless you are also a member of the Staff Social Club.

Can members of my family or friends join the Fitness Centre?

Unless they are members of staff themselves, unfortunately not.

How will the money that I pay for the Staff Social Club membership be used?

The money raised is used for the benefit of members. Proceeds will be put towards staff facilities, amenities and events.

If I join, can I cancel at anytime?

You can cancel at any time however, please be aware that that membership to the Staff Social Club is expected to be for a minimum of 12 months and membership to the Fitness Centers is expected to be for a minimum of 3 months.

Lottery

When is the SMILE Lottery drawn?

The SMILE Lottery is drawn within 5 working days after pay day.

How will I know if I have won a prize in the SMILE lottery?

All winners are contacted via email and the results are posted under the SMILE Lottery section of the website.

How much can I win in the SMILE lottery?

There is a monthly cash prize draw consisting of 30 prizes. Currently you can win the below:

  > £1000

  > £750

  > £500

  > £300

  > £150 x 3

  > £100 x 8

  > £50 x 9

  > £25 x 6

The prize values and the number of prizes will increase with the growth in numbers sold as more staff join. 

Can I get more entries into the SMILE lottery?

You most certainly can. You can have a maximum of 8 entries per month. You already get 2 for joining the Staff Social Club. Each extra entry is £1 per number and must be bought in multiples of 2. Therefore you can have either 2, 4, 6, or 8 entries in the lottery.

How is the SMILE lottery drawn?

The draw will be made at the end of each month. Usually within 5 working days of pay day. Winning numbers will be selected at random by the SMILE computer. A Staff Social Club committee member and a member of the fraud team will supervise the draw.

What does SMILE lottery stand for?

It is the Staff Members Internal Lottery Enterprise, a computerised staff lottery scheme.

Booking Events

How do I book tickets for an event?

Each of our events have its own release date. It is from this date that tickets are able to be purchased. Check out the events page or the noticeboards across the Trust to find out when the release date is for the event you want.

On the morning of the release day, usually at 8:30am, the website will be updated with a link to the online application form. You will need to click on the event you want to apply for, and then you will see a green 'Apply' button. Click on this and it will take you to the online application form. As you are logged on to the work PC as yourself, the form will automatically bring through all of contact details. You will then need to fill in the rest of the form and submit it.

If you are applying from home, you can click on the applying from home button, which will download you a paper application form, to be filled in and either emailed to us or posted to us. To be able to do this just send us your home email address from your work email address so that we can verify it’s yours and then we can accept applications from home. Please note that your home email address MUST be registered before the release date otherwise your application will not be accepted. 

Applications are processed on a first come first served basis to ensure that ticket allocation is fair for everyone. You will then be informed, usually within, 5 working days whether you have been successful in gaining tickets or not.

Unfortunately as the tickets are allocated on a first come first served basis you are not able to apply before and due to us needing signed authorisation for us to deduct from your salary, telephone bookings are also not permitted.

If you have been successful, you will be given a date that you can collect your tickets from.

Do you send out an email on the day of release to advise us that the application form can be downloaded?

We do not send out an email when the event has been released to book however we do advertise the release date on the website will in advance. 

Can I fill in a form on the computer and send it from my email address on behalf of another member?

You cannot send an electronically filled in form for one of your friends or colleagues. If someone wants you to send a form via email on their behalf, they will need to fill in the form via hand, sign it and then you can send a scanned copy from your email. Please remember that signing a form on someone elses behalf is considered to be fraudulent.

Are tickets allocated on a first come first served basis?

Yes, tickets are allocated on a first come first served basis. However, we hold 10% of tickets for postal entries. These 10% postal entries are only for people who do not have access to a PC. If we do not received applications for these by the Friday after release, they will then be released back into the pot for electronic applications. 

I have applied online for an event, but now it says postal entries only. Can I send a copy in the post?

If you have already applied online, please do not send another via post, otherwise both applications will be void. 

What happens if I don't fill in all sections on the form marked with a *?

Please ensure that all sections of the application form marked with a * are filled in otherwise your application may be refused. 

I have applied for an event, when will I find out if I have been successful or not?

You will find out whether you were successful or not within 5 office working days from the date of your application. 

I am not going to be at work on the day of release, how can I apply for an event?

If you are off work on the day of release, you can apply from home. To be able to do this just send us your home email address from your work email address so that we can verify it’s yours and then we can accept applications from home. This must be done no later than 24 hours before the event release.

There is a group of us wanting to book an event, do we all need to fill in forms separately?

If you are all members and all want the cheapest member price ticket then yes, we will need each of you to send in your own application. On the application form, each of you should fill in the group bookings section with the other people you want to sit next to, to ensure that we allocate your seats appropriatly, should you be successful in gaining tickets.

If only part of the group have been successful in gaining tickets, we will contact you all to check whether you would still like the tickets.

Some members of our group didn't get tickets, what happens now?

If only part of the group have been successful in gaining tickets, we will contact you all to check whether you would still like the tickets for the people who have been successful. Should you not want the tickets we will reallocate them to the next people in line for tickets.

I was not successful in gaining tickets for an event. Can I be added to a waitlist?

Yes. Anyone who applied for an event and was not successful will be added to a waitlist. Should someone no longer want their tickets they will be offered to the next in line applicant.

Am I able to split my payments for an event over multiple months?

Yes you can depending on how much the total cost of your tickets will be. The Committee have agreed, and will annually review, a sliding scale which determines the amount of months you can split payments over. The current sliding scale is outlined below:

  > £0 to £99 - 1 month's salary

  > £100 to £199 - 2 month's salary

  > £200 to £299 - 3 month's salary

  > £300 to £499 - 4 month's salary

  > £500+ - Will be discussed individually, and the Committee would be required to make a decision

IMPORTANT ADDITIONAL INFORMATION

Please note that you must not share your username and password for the computer to allow people to apply on your behalf as this breaches the Trust IT Security policy, and could result in formal action being taken. If you are sending a postal application on behalf of another member, please remember that they must have filled it in and signed it themselves. You must not sign their signature as this would be considered to be fraudulent.  

Ticket Collections

Where can I collect my tickets from for event's?

When you fill in your application form you need to state where you would like to collect your tickets from. You can currently choose from the below:

- Regents Point, HR Reception

- Freeman Fitness Centre

- RVI Fitness Centre

 

You can also request to have your tickets posted to your home address. This costs an extra £6.20 and they are sent via special delivery. 

What days and times can I collect my tickets?

The collection days and times will be listed on your confirmation email.

I have been successful in getting tickets for an event, how do I know when I can collect them?

If you are successful in gaining tickets for an event, please keep a hold of your confirmation email as this includes details of when/where you can collect your tickets from and what days and times. 

I am not able to collect my tickets on the date and times listed in my confirmation email. What can I do?

If you are not able to collect you tickets at the specified times, a colleague can collect on your behalf as long as they have their ID with them and are willing to sign for them.

Am I able to get event tickets posted to my home address?

Absolutley. You must state this on your application form. This costs an extra £6.20 and they are sent via Special Delivery. 

What happens if I have opted to send my tickets to my home address and they get lost in the post?

Please contact the SSC and we will look into this for you.

I have missed the last day to collect my tickets before an event. Are you able to arrange an alterantive?

Unfortunately not. It is your responsibility to collect your tickets prior to the event. We give you plenty to notice to collect them.

I want to change my collection point or send my tickets to my home address instead can this be done?

Once the tickets are delivered to the site of your choice they cannot be moved to a different one. If they have not yet been delivered to your collection point, then yes we can change this for you.

Cancelling Events

I have booked an event and can no longer attend, what shall I do?

If you can no longer attend an event, in the first instance, please contact the Staff Social Club. If it is more than 28 days to the event, we will try and reallocate your ticket and if successful we will provide you with a full refund.

If we are not able to reallocate your ticket, you are then able to resell privately as long as not for a profit. Please discuss this with us as some events we may need the details of the person you have sold them to.

If it is less than 28 days to the event, we will not be able to reallocate your place and you will be responsible for the cost of the ticket/event.