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Connected associations (REVIEW)

Members of associations that are connected to the Ducks & Bears community, also known as Bar Potential, can enjoy the multiple advantages that the community has to offer, like bartending, sponsoring, and of course the discount. We would like to explain to you what the advantages are of associations that are part of the community and will discuss the following topics:

  • Discount policy
  • Lending stuff
  • Bartending, SVH & events
  • Bonus
  • Bonus++

Discount policy

At Hubble & Meteor, TUe students (when showing their TUe student card) and associations that are connected to the Ducks & Bears community get a discount on top of the regular prices. This is up to 12.5% for TUe students and up to 25% for association members, which means that your members can get even more discount. Let your members know that when they visit one of the cafés, that they mention the association they are from.

When an association is connected, their members can enjoy an association discount, which is even more than the TUe student. Note that at the register they will only ask if you are a TUe student. Always say from which association you are to get the maximum amount of discount. 

By making an order on the name of your association, you are financially supporting your association since the amount of revenue from drinks & food is part of the bonus in case the association received enough event points.

Lending stuff

Hubble and Meteor have a lot of equipment that connected associations can lend for free! The most common items that are lent out are:

  • Cantus tables and benches
  • Party tents
  • Plastic Hard cups
  • Electrically cooled tap system
  • Ice drafts
  • Big speaker

But there is a lot more, platic cups, tools, thermos', etc. So if you're unsure, just ask! Before lending equipment, a loan agreement needs to be signed with 2 board members of the association. Connected associations can make a request through Hubble's website: https://hubble.cafe/loan-equipment/. Here also the rules surrounding lending the equipment can be found in more detail.

Bartending, SVH & events

As you probably know, on weekdays from 20:00 until closing Hubble and Meteor are run by volunteers from our connected associations. Connected associations that want to bartend will provide the board of Hubble with a bar contact. The bar contact is usually someone from the board, but that's not necessary. The bar contact will be put in a groupchat with the other bar contacts, in this groupchat the community manager will send all the relevant information regarding the arrangement of the bar shifts. The bar contacts also have to attend a bar contacts meeting at the start of every academic year where everything is explained in detail.

Every quartile a bar planning for both Hubble and Meteor is made based on the preferences of the associations, afterwards the bar contact will be responsible for having bartenders available for their assigned shifts. For Hubble, 3 bartenders are required, though 4 is advised if they are inexperienced. For Meteor, 2 bartenders are required, though 3 is advised if they are inexperienced.

An actively bartending association can also get bartender shirts with a discount. They can get a shirt with 20 euro discount for every 10 bartending points the association has. The shirts are arranged through the board of Hubble. 

Every evening there also is also an SVH present. The SVH is someone who is responsible for running the bar and closing up in the evening. The SVH's are also volunteers from various connected associations. When a bartender has bartended quite a couple times, and the board of Hubble/Meteor (or an SVH) feels like this person would be a good candidate, they are asked to become an SVH. Afterwards they will go through a couple proof shifts. If they did well, they can then sign an SVH contract and get a SVH certificate (paid by Bar Potential). Then, if they are ready, they will be able to be responsible for the bar! An SVH also has the priviledge to open Hubble/Meteor outside opening times with the permission of the board. This way, an association can also organise a party on dates that the bar is normally closed.

When an association wants to organize an event in Hubble or Meteor they can generally do so by making a reservation through their reservation form.

Hubble
To make a reservation at Hubble, you fill in the form here: https://hubble.cafe/contact/event/
When this event is organised outside opening times, the bar will have to be open for additional guest as well.

Meteor
To make a reservation at Meteor, you fill in the form here: https://meteorcommunity.cafe/reservation/
It is possible to have an exclusive event at Meteor where you have the whole bar for yourself. This does go together with a minimum amount of revenue and a price to rent the place. Want to know the costs? Click here [insert link] to see the price list.

Bonus

Every year, Hubble and Meteor gives out a financial bonus to the connected associations. The money an association receives is based on how much they contributed to the cafés in terms of their bartending shifts, SVH shifts and the amount of money their members spent in the cafés.

Details about the bonus calculation are given in (or around) February, where the boards of all eligible associations have to attend a bonus meeting/presentation. This presentation is mandatory to attend in order to receive the bonus.

Bonus++

Additionally to the yearly bonus, Bonus++ is a type of grant you can submit to Hubble. If you have fun, good, or creative ideas for our community but lack the budget to make them happen, you can apply for funding for your activity or project with a clear motivation.

This could be anything, from a bake-off to a pub quiz, or from materials to a barbecue. Remember, Hubble is run by a student board that reviews applications with enthusiasm and care but also critically considers the funds they can allocate. 

Applicant Information

      • Name
      • Contact details
      • Your role or position within your associations/our community

Motivation

      • Why is this project important for the community?
      • What makes your idea unique?

Project Description

      • What do you want to do? Provide a short and clear explanation of your activity or project
      • Why do you want to do this? Explain the impact or goal (e.g., increasing community engagement, learning something new, having fun together)
      • When/Where will the activity take place?

Target audience

      • Who is this activity for?
      • How many participants do you expect?

Budget

      • Total costs: Provide an overview of the expenses (e.g. materials, food/drinks, venue)
      • Requested amount: How much funding are you asking for?
      • Optionally: A breakdown of the costs in a simple list

Additional information (optional)

      • Add anything that strengthens your application, like a brief personal note or a creative touch
      • Bonus++ sponsoring is a board decision. Talking to as many board members as possible about your request idea will help you shape it correctly and make it easier for us to discuss it

Once you've answered all the questions, send your complete Bonus++ to board@hubble.cafe, and the board will review it during our next board meeting.

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