Most groups meet once a month in a regular slot, but some groups meet more or less frequently or only during part of the year. It is entirely up to the group when and how they meet but the time and day should aim to accommodate as many interested members as possible. If it is a smallgroup, it may be easier to meet in a member’s house where members may wish to contribute towards refreshments.

Some groups may need to meet in a public venue. Venues and room hire are not easy to find, and you may have to be flexible about the day/time your group originally decided on. A list of venues used by Exeter u3a groups is available. Arrangements may change as groups evolve.

When choosing a venue, accessibility for members with disabilities should be taken into consideration and reasonable steps taken to ensure that such members are not excluded from joining groups if possible.

Paid for venues (PFV)

A venue which needs to be paid for should only be booked provisionally for the first time. The Treasurer should always be contacted for authorisation before any official booking confirmation.

Where groups meet in a PFV then each individual group member, including the convenor, is required to pay a contribution (currently £1.50 per group session attended) towards the cost of hiring the venue. Fees are payable quarterly in arrears and are collected by the Treasurer at monthly meetings or paid direct to the Exeter U3A bank account. It is not the convenor’s responsibility to collect these fees but they must ensure all members know they are payable and ensure members sign in to every meeting so the Treasurer can identify all amounts owing. Prospective new members on a taster session are not required to pay but should still sign in and mark themselves as a Visitor on the sign in sheet. These venues can be booked on a regular basis or as one offs. (Link to PFVs)

Location, transport and deposits

Venues should ideally be on a good bus route or centrally in town. Members sharing a car may wish to share costs including tolls and parking fees.

What to do if your group is full and unable to accept new members

Some groups have to be restricted in size. It is important that the Groups Coordinator knows when this happens so that consideration can be given to setting up a second group or finding another venue. It is very disappointing for new members to join u3a and not be able to join a group of their choice.

Recruiting group members

Recruiting members to your group is key to the group’s viability:

Here are some ideas

• Keep your group’s website page up to date.
• Information may be sent to the Newsletter Editor which is shown on the most recent newsletter.
• Promote your group at the monthly meeting. Group convenors should provide information for the Rolling News for the monthly meeting and may request a slot before the main speaker to advertise their group. The Groups Coordinator will provide a sign-up sheet at the back of the hall.
• Host a table at the Groups Fair (usually held annually in January) or other publicity events organised by Exeter u3a.

The Groups Co-ordinator and Convenors Café can also be used to seek ideas on how to recruit new members.

New Group Convenors Café

The New Group Convenors Café is an informal group that meets when needed to provide an opportunity for new group convenors to share their their experiences and seek advice in a supported environment.

During Autumn 2025, we are trialing the opportunity for convenors (existing and potential new convenors) to meet up with the Groups Coordinators after the monthly meetings at the Mint.

Please contact the Groups Co-ordinator for more information on the New Group Convenors Café and Convenors meet-ups after the monthly meetings.

u3a policy is that potential new u3a members may wish try up to two taster meetings before joining Exeter u3a. If you have visitors attending your group as a taster, please inform the Membership Secretary.

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