CLUB HANDBOOK - Murdoch Student Guild
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CLUB HANDBOOK
WELCOME TO THE
CLUBS & SOCIETIES MANUAL
This manual was created as a guide to
help you, the President, successfully
run your Murdoch Guild club. If there
is something you are unsure of or
cannot find in this document, please
contact the Student Engagement
Officer so we can improve it.
SECTIONS
01 BEING A GUILD CLUB
02 CONTACTS
03 BENEFITS
04 COMMUNICATIONS
05 MEMBERSHIP
06 GOVERNANCE
07 BRAND IDENTITY
08 EVENTS
09 FUNDRAISING
10 CLUB GRANTS
11 CLUB FINANCES
12 CLUB CONFLICT
13 CLUB MANAGEMENT
PROGRAMME
14 CLUB HANDOVER
01 BEING A GUILD CLUB
AS A GUILD-REGISTERED CLUB, WE ASK THAT CLUBS…
• Adhere to Murdoch Guild’s rules & policies
• Obey their own constitutions
• Work with transparency, in the best interest of its members
• Maintain contact with the Student Engagement Officer on your club
matters
• Get involved with Guild events & initiatives, as well as provide their
own events and activities that enhance student life on campus
• Support Murdoch Guild and maintain its reputation
• Provide and encourage an engaging, supportive, positive and
inclusive culture
• Remember that every club involvement (event, MarketDaze, activity
etc) is a chance to entice new members, retain current members,
attract new sponsors, draw in a new audience (the University,
employers, external stakeholders) and promote the club…so always
present yourselves in a way that is conducive to the club’s reputation
BEING A GUILD CLUB
01
• Will not engage in misconduct. Murdoch Guild will disaffiliate from
clubs who do so
• Uphold duty of care to proactively protect members from
physical and mental harm, abuse, discrimination, bullying, assault and
harassment (real and perceived)
• Work to add value to members’ experiences in a respectful and safe
environment, whether that’s in the form of:
- Skills development (leadership, time management, event
management, team work)
- Establish professional and personal networks
- Positive relationships that improve intellectual, social or
emotional wellbeing
02 CONTACTS The list below states who you would get in contact with for different matters – decide what your question is most closely related to so you know who to email! If in doubt, please contact the Student Engagement Officer for your club enquiries. Student Engagement Officer – Sarah Tjing s.tjing@murdochguild.com.au • Club events • Grant applications • Governance issues • Disciplinary actions • Club management and processes • Printing requests • Updating club information • Lockers Projects and Marketing Manager – Lindsay Walton l.walton@murdochguild.com.au • Equipment hire • Graphic design help • Event Management Plan approval
CONTACTS 02 Marketdaze marketdaze@murdochguild.com.au Campus Activation Officer – Emily Platt emily.platt@murdochguild.com.au • Guild events • Gnews • Social media posts • MarketDaze stall bookings We are located at the Murdoch Guild of Students – Amenities Building, in the Projects Office (Room 2.060). It’s best to make an appointment via email if you’d like to speak to us in person.
03 CLUB BENEFITS AS A GUILD AFFILIATED CLUB, YOU ARE NOW ELIGIBLE FOR THE FOLLOWING: A FREE STALL AT MARKETDAZE MarketDaze happens every Thursday from 10am – 2pm during teaching weeks to coincide with the common free time (Thursday 12:30-1:30pm) when students have no lectures or tutorials. Why book MarketDaze? It is one of the most effective way to spread the word about your club and grow your club. You can form connections through face-to-face interactions and promote what you are doing. Be seen, be heard and be known on Bush Court! Bookings close at midnight on the Monday of the week you intend to attend (e.g if you want to book for Thursday 4th July, bookings close Monday 1st July). All registered stallholders will receive details of their stall location by email the day before MarketDaze (on the Wednesday). You are required to set up before 10am and pack up at 2pm, and your stall has to be attended at all times. Please note flyers and promotional items must be given out from your stall, no roaming is permitted. If you’ve booked a stall and are unable to attend, please email the Market Coordinator ASAP. Similarly if you are not set up by 10am, your table will be removed at 11am unless the Market Coordinator has been made aware that you are arriving late. You can book a stall week by week/certain dates, or you can book for the whole semester. To book a stall, please visit http://www.murdochguild.com.au/marketdaze/ and fill out the booking form. If you book for a whole semester, please email marketdaze@murdochguild.com.au if you can’t make any weeks. *Note:The email address that you enter on the form will be the email address used to send MarketDaze information.We get club presidents entering their personal email address but contacting the Market Coordinator saying that they haven’t received any confirmation email on their club email address!
CLUB BENEFITS 03 BBQ FUNDRAISING OPPORTUNITIES Clubs are permitted to host one BBQ per semester on Bush Court to fundraise for their club. There are different packages to purchase and a potential to make $300 or more. To find out about BBQ packages and how to book, visit murdochguild.com.au/clubs/ fundraising-bbqs/ once your booking form has been processed, you will receive a confirmation email and invoice. BBQ’s can be paid for on the day from the takings. FREE ROOM HIRE There are several options for your club meetings and events outside of tutorial rooms and lecture theatres such as The Student Hub, Winter Garden outside the Student Hub Base, Summer Courtyard on the side of The Student Hub (where IGA is), and The Loft on Level 3 above Sir Walter’s restaurant. Below are links and instructions to book different spaces on campus: General Teaching Spaces (tutorial rooms/lecture theatres/computer labs) our.murdoch.edu.au/Campus-and-Facilities-Management-Office/Our-Services/ Space-and-Timetabling/Student-Bookings/ Student Hub Precinct our.murdoch.edu.au/Campus-and-Facilities-Management-Office/Our-Services/ Space-and-Timetabling/The-Student-Hub-Bookings/ To book one of the small meeting rooms in The Base, you can do so online via https://studenthub.libcal.com/ To book the Theatrette at The Base, please email the Student Engagement Officer with your full name, student number, club name, date, time, state if it’s a recurring booking, and if you want to include non-teaching weeks. Launchpad Email launchpad@murdoch.edu.au or send an enquiry via www.murdoch.edu.au industry-and-community/launchpad/facilities For any other booking enquiries please email roombook@murdoch.edu.au
03 CLUB BENEFITS CHEAP PRINTING Please email your printing requests in PDF format to the Student Engagement Officer with at least 3 working days’ notice and state paper size, quantity, black and white or colour and single page or double-sided, in the correct format (e.g. if you want something printed in A5, the document needs to be formatted to have two posters per A4 page). Printing prices are: • Black and White A4 – 8 cents per page • Colour A4 – 10 cents per page • Colour A3 – 15 cents per page Payment is required upon collection at the Guild Reception – cash or EFTPOS is accepted. CLUB WEBPAGE Your club has a webpage on the Murdoch Guild website, so please ensure the events, links and images are updated by emailing any changes to the Student Engagement Officer. You can view your club webpage by finding it on this page: murdochguild.com.au/clubs
CLUB BENEFITS 03
FREE ADVERTISING
Launchpad
Through Gnews, Facebook, Murdoch Submit advertising for your upcoming
University and Around Campus event or details about your club for the big
Murdoch Guild can promote your new screen in the learning commons. There are
club or next event. some items the Library won’t publish, such
as political matters, activism, doxing, nudity.
Marketing material should not consist of Email launchpad@murdoch.edu.au and
anything that is discriminating, political or ask for Mel Molloy, who looks after the
rude; and does not promote alcohol. Launchpad.
As a Guild-affiliated Club, you must include If you are reaching out to the business
Murdoch Guild’s logo in all your marketing community, involving careers, invention,
materials. entrepreneurship or the like, or have ideas
for activities in the Library buildings e.g
Gnews displays, events, meetings, workshops etc,
Gnews is Murdoch Guild’s e-newsletter Mel can guide you through the Launchpad
which is published once a fortnight on functionality, making your club more
a Wednesday and sent out to all our valuable and professional!
members and business partners, subscribe
here if you haven’t already. Contents Library Screen Advertising
include campus news, upcoming events, Please submit your advertising request to
important messages from Council and the Student Engagement Officer, who will
Club promotions! forward it onto Digital Library Services
staff. The University Library reserves the
Please be mindful of the dates and email right to not display content at its discretion.
your club announcements/events to Please see below for requirements:
projects@murdochguild.com.au at
least 2 weeks in advance so you don’t miss IMAGES AND SLIDES
out on club advertising. • Dimensions: 4096 × 2160 pixels or
minimum 1920x1080 pixels
Facebook & Instagram • Accepted file formats: JPG, PNG, PDF.
Please email your digital material to
projects@murdochguild.com.au or DESIGN GUIDELINES
tag us and we will reshare! • Keep it simple. Make information legible
within 10-20 seconds.
Posters • Use high quality images.
You can drop off your posters (up to • Use large text in sans serif fonts.
4 posters) to the Projects Office to be • Ensure high contrast between text and
displayed in locked noticeboards – 1 week background.
notice is required. Please ensure there is • Single slides in landscape orientation only.
no inappropriate content in your poster.
WE CAN HELP YOU WITH THE DESIGN!03 CLUB BENEFITS GUILD GRANTS As a Murdoch Guild registered club you are eligible to apply for a grant up to $1500 to contribute towards events, activities and purchases that are club related. For more details, see ‘Club Grants’ section on the website EQUIPMENT LOAN We have a list of items that are available to hire with a deposit and hire fee – if there is something you’d like to hire, the Club President will need to fill out a form from the link below and send it to the Projects & Marketing Manager. At the same time, please liaise with the Student Engagement Officer to organise pick up and drop off details. murdochguild.com.au/wp-content/uploads/2020/02/Murdoch-Guild-Equipment- Hire-2020-Students-Clubs.pdf FREE GRAPHIC DESIGN If you’re stuck on graphic design, you can email the Student Engagement Officer your request whether it’s a logo or a poster to promote your club or event. Please provide 2 weeks’ notice with all the details you’d like to include in your marketing material, as well as examples of what you’d like the end product to look like. We encourage students to get familiar with Canva to produce your own digital material! QPAY QPay provides clubs a platform to manage their memberships, events, ticketing, merchandise and member communication. This service is FREE for Guild clubs and will make your club operations so much easier! You’ll be able to sell memberships, manage member data, create evens and sell tickets, sell club merchandise, send bulk emails/text messages all at no cost. Things you can manage on the QPay platform: • Membership – sell different tiers of memberships, enter members’ information on a membership form, free payment processing • Events – create event, sell tickets, organise seating • Merchandise – find a supplier, obtain affordable quotes, personalise designs, receive deposits • Communication – free email newsletters and free SMS Email the Student Engagement Officer for details on how to use QPay!
03 CLUB AWARDS Club Awards is an initiative aimed to acknowledge and reward Clubs who have contributed substantially and consistently to strengthening club culture and enriching campus life at Murdoch University. Club categories include Best New Club & Club of the Year. Prizes are given to honour clubs for their effort in the current year, as well as an incentive for them to continue their growth the following year e.g. $50 Tavern voucher to be used before the end of the year, and $250 Club Funding to be used for the following year. Prizes vary each year! Clubs can nominate themselves and outline their Club’s level of engagement with members as well as Murdoch University students. Applications are reviewed by Murdoch Guild staff and student representatives using an assessment matrix that reflect the Club’s activities, initiatives and involvement with Murdoch Guild. Winners are awarded and announced at the Guild Ball each year!
03 CLUB BENEFITS
FREE LOCKER USE
There are two options for lockers:
1 The Base at Student Hub – once a $20 deposit is paid, a key will be
provided. The deposit is to cover the cost of key cutting should you lose your
key. There are currently limited lockers available. This locker is suitable if one
person accesses the locker most of the time. Payment can be made by EFTPOS
or cash at the Guild Reception in the Amenities Building.
2 Amenities Building – combination lock, no deposit required. A locker with
a specific number code will be given to you – you are not to change the
number code. This locker is suitable if multiple members need access to the
locker.
• If you already have a Club locker that you don’t use, please give up your
spot for others by notifying the Student Engagement Officer. If you aren’t
sure if your club has a locker, check with the Student Engagement Officer
• Your club needs to remain registered with Murdoch Guild in order to
use the locker
• Murdoch Guild is not responsible for and will not cover any lost or
stolen items from the locker – Clubs are responsible for the safety and
security of property stored in their locker
• Murdoch Guild may perform random locker checks
• DO NOT store the following items in your locker: weapons or
dangerous items, explosive materials, food or any other perishable
items, illegal substances or items, money, or personal items
belonging to an individual and not for Club use
• Clubs are required to do a locker clean out by the end of Semester 2
each year, to ensure the locker is clean and that appropriate/relevant
items are being stored
• If a Club does not re-register with Murdoch Guild by Semester 1,
Week 3 of every year, they are expected to empty their locker to make04 COMMUNICATIONS If you have an enquiry which you can’t find an answer to, your first point of contact would be the Student Engagement Officer via email. You can also organize a meeting to chat in person which is preferable to dropping by the Projects Office spontaneously – the Student Engagement Officer can then book a time and space to give you full attention and privacy of the topic you wish to discuss. This is also so you are not discussing your Club concerns in a shared office space.You’re still welcome to pop by, it’s just a preference!
COMMUNICATIONS
04
‘MURDOCH CLUB LEADERS’ FACEBOOK GROUP
If you haven’t already joined, please request to be part of the
closed Facebook group ‘Murdoch Club Leaders’.
This is an important method of communication between the
Student Engagement Officer and club leaders, and is frequently
used to post reminders, announcements, share club information
etc. Feel free to invite your Executive members to the group.
Please ensure you answer the question ‘What Guild club are you
President/Exec of?’ in order for your request to be accepted.05 MEMBERSHIP MEMBERSHIP SIGN-UPS Membership to your club should be open to all Murdoch University students – this is a requirement when you registered your club. Students may now join your club by liking your Facebook page through your webpage link on Murdoch Guild’s website or submitting a Membership Form obtained from our website, which will be forwarded to you by the Student Engagement Officer. Once you receive the forms, please contact them ASAP to advise them of your club activities and how they can get involved, as well as add them to your database. It is recommended that you have an electronic Registration Form to sign up new members so you don’t risk not being to read their writing and avoid hours of data-entry, with the basic mandatory information being Name Student Number Email Address Contact Number Emergency Contact Number Field of Study. If a member doesn’t want to give you certain personal information, don’t make them. MEMBERSHIP MANAGEMENT How you manage your membership database is at your discretion – options include manual entries on Excel, Google Sheets, or using a membership management software or using a membership management software such as QPay (which the Guild offers free for Clubs! See “QPay” section for more info) Remember to only make your membership contact list available to those that need it (eg. your committee or the Guild if required), and be vigilant about privacy by using BCC in emails if you’re not using MailChimp or other e-newsletter platform.
MEMBERSHIP 05 ATTRACTING AND RETAINING MEMBERS You can’t recruit members if they don’t know you exist. Let that sink in for a moment! PRESENCE Make the effort to establish a presence in different ways - at MarketDaze, Murdoch Guild events, social media (Facebook, Instagram, website, TikTok, channels that are relevant to your Club). Take advantage of event days on Bush Court such as Festival Day, Clubs & Socs Day, Stamp Out Stress Day, Winter Festival and the first few weeks of Semester 1 where there’s high foot traffic to book a MarketDaze stall and increase the visibility of your club. IMPRESSION First impressions count! Make your stall look enticing – decorate it relevant to the nature of your club, create a reason for students to stop in their tracks, encourage committee members to interact with students passing by. Highlight what makes your club unique! Body language is important – try to remain upstanding because sitting down can make the stall look uninviting and make you seem unapproachable, or at least take turns with club members to be standing. It’s easy to get caught up chatting amongst club members, try to allocate your MarketDaze time to purely interacting with new members. ENGAGEMENT Craft an elevator pitch for students that are time-poor or have a short attention span, so even if they give you a minute of their time you can still be succinct and persuasive. After you and your new member have had a moment, maintain that momentum. Send an immediate WELCOME email. Touch base on what you talked about. Let them know what’s coming up and how they can participate so it shows members that you are active and it was the right decision to join your club. INVOLVEMENT Reward your new members with something tangible for signing up, as an immediate benefit for joining, such as Club merchandise, stationery, chocolate, mini goodie bags. Identify your members in the form of stickers, cards, wristbands, uniform, lanyard etc – make them feel like they belong to your club or society. Remind your members the perks of your club membership – discounts, access to equipment or facilities, friends, ongoing club activities, a fun campus life and more!
06 GOVERNANCE CLUB ROLES It is important to establish an Executive team where club members are voted into a leadership position. The Executive team makes decisions on behalf of the Club and steer the course of the Club’s purpose and processes. The following is a list of general roles and responsibilities of executives: • President - ultimately responsible for all aspects of their club. The President sets direction for the club and events organised. In addition, they run club meetings and are expected to be the primary contact between the club and outside contacts like venue managers, sponsors and Murdoch Guild. To avoid overworking themselves, Presidents should delegate tasks and roles to other Executives or Committee Members, which further promote club co-operation and inclusion. A good President acknowledges the help and achievements of all the club members and considers the club’s future by preparing future execs for their roles. • Vice President - support the President who will delegate tasks like publicity or event marketing. It is important that a Vice President can work productively with the President as hostile relations between executives can be disruptive for the club. As a leader, it is also important for the VP to set a positive example to other committee members and help maintain morale. • Treasurer - takes charge of club finances and grant applications. They should record all monetary transactions and keep all receipts for the year. It is highly recommended that your treasurer has experience keeping detailed financial accounts. • Secretary – primarily in charge of notifying people of upcoming meetings, take minutes at the meetings and maintain an up to date membership database. Other duties may include maintaining the clubs email and Facebook groups. The Secretary is often the main point of contact between the committee, executive and club members. It helps to have an odd number of Executive roles so that decisions can be made with a majority vote. Each position description, with roles and responsibilities, must be clearly outlined in your Constitution to avoid misunderstanding. Additional roles can be created as you see fit, such as a Social Media Officer or Events Coordinator. These roles can form part of a board where committee members are appointed or elected. A committee is crucial to drive the operations of the club, with its core objective to serve the club members.You need a group of highly enthusiastic people with varied skills and experience to meet regularly. How do you find committee members? Don’t be afraid to approach members who have the skills or attitude you seek and keep speaking to people with similar interests and values!
GOVERNANCE
06
CONSTITUTION
The largest & longest running clubs have constitutions. A constitution is a document that
governs club structure and functions; one that defines your club and outlines a club’s overall
objectives, rules and obligations. It defines authority between the committee/Executives,
states courses of action in relation to misconduct and nomination/election process.
Successful clubs are able to have that continuity because they have a strong, detailed
constitution to hand over to their successor. “If it is not written down, it doesn’t exist!”
There are many templates online which you can tailor to your club, here’s a basic one from
our website.06 GOVERNANCE
MEETINGS
There are generally two types of meetings:
• AGM (Annual General Meeting): An AGM is held every year to elect the Club
Executives and inform their members of previous and future activities – present
reports on how the year went, elect the committee for the following year.
Shareholders and partners are given copies of the company’s accounts, and have the
opportunity to ask any questions regarding the club’s directions in the future.Your
constitution should state when the AGM must be held by, topics to be covered, who
can attend and vote at the AGM, voting procedures, financial information to present.
• Executive/Committee Meetings: It is recommended these meetings are held at least
once a month to discuss general updates around the club such as activities, events,
facilities, fundraising opportunities and any other business.
TIPS ON CLUB MEETINGS:
• Establish ground rules: final decision process (is it majority rules?), meeting day and
times (be consistent! e.g. first Thursday of each month at 5pm), comments allowed
need to be objective and non-judgmental (don’t get distracted with conversations
about the weekend), etc.
• Have an Agenda: the purpose of an agenda is to inform attendees what will be covered
during the meeting. It helps members who are presenting prepare data for the meeting.
All items on an Agenda should be addressed in the time allocated for the meeting, and
matters on the Agenda should be noted in order of priority. A basic Agenda includes
Minutes, Matters (arising from those minutes), Reports & Updates from each Executive,
Discussion Items and Other Business.
• Recording The Minutes: One of the Secretary’s duties is to record the minutes of
a meeting and note the main points of discussion. The minutes from the previous
meeting must be approved at each meeting and signed off as accurate.
• Keep it succinct: encourage productive discussions and contributions. Try not to let a
few members dominate the meeting or interrupt others – ask for contributions from
quieter members.
• Keep meetings short and concise, and outcomes clear and actionable.
*Agenda and Minutes templates attached at the end of this document07 BRAND IDENTITY Registering a club is the first step to starting a club – the next thing you need to do is establish your brand identity so people can visually recognise your club! Simply put, your brand identity is identifiable by the colour schemes, logo design or even slogan. A brand identity is how people identify your brand! LOGO When designing your club logo, make it: • Simple to recognise • Relevant to your club • Versatile – looks good on all medium, scalable & colour or B&W • Distinct & memorable – makes a lasting impression • Timeless – not trendy, will still be appropriate years later MARKETING AVENUES Ways you can advertise your club: • Social Media – Facebook, Instagram, Twitter, SnapChat, LinkedIn • Word of Mouth – friend of a friend of a friend of a friend • Online Marketing – blog posts, e-newsletters, free e-Book • Posters, flyers, brochures, leaflets – displayed on-campus & handouts • On-campus presence – face to face interaction, stalls, events, Club shirts • Third party cross promotion – Murdoch Guild, collaborations with other clubs, sponsors
BRAND IDENTITY 07 DIGITAL MARKETING When it comes to marketing your club online: • Maintain consistency in your online activity • Ensure posts are relevant to your Club members • Ensure the platforms you use most are relevant to your Club members (i.e. the platforms you use most are relevant to your Club members - LinkedIn over SnapChat if your club is about networking) • Establish a Digital Schedule – determine the frequency of posts on your platform choice, what time and which days DIGITAL DESIGN When designing a poster: • Use keywords instead of text-heavy • Colours, graphics and font that are pleasing to the eye • Important information is centred and/or BOLD to draw immediate attention • High quality images, not pixelated • Incorporate Murdoch Guild logo & ensure it’s visible – without distorting or altering the logo whatsoever • DO NOT use Murdoch University’s logo! • Use an online program like Canva, which provides templates and is easy to use
08 EVENTS VENUE Events are a fundamental part of Club culture and Murdoch Guild clubs often hold their events, big or small, on campus to maximize attendance from members. For ideas on where to host your Club events, see ‘Free Room Hire’ section. If you are unsure of what room to book, email roombook@murdoch.edu.au with as much information as possible (equipment and facilities required, number of people attending, nature of your event etc.) Should you decide to host an event off campus, you will need to submit an Event Management Plan (EMP) to the Projects & Marketing Manager, 8 weeks in advance. An EMP can be obtained from the Student Engagement Officer by sending an email request, depending on which scenario applies to you: • Alcohol but no under aged members present • Alcohol with under aged members present • No alcohol for all ages A meeting with the Projects & Marketing Officer may be organised to discuss the event in detail. *A note on insurance: you cannot rely on Murdoch Guild’s public liability for your off-campus events, it has to be purchased separately by the Club. Clubs must assess all risks for their events and activities, and it is highly recommended for clubs that engage in high risk activities to seek their own insurance coverage.
EVENTS
08
RISK ASSESSMENT
You should complete a Risk Assessment for your event, regardless of its location.
This is so potential risks are effectively managed and are considered in all
decision making. As a club president you need to demonstrate you’ve identified
hazards, and it is imperative that the health and safety of everyone involved
(coordinators or guests) is prioritized.
Key risks to plan for: weather (wet/hot/cold), insufficient ticket sales, too many
patrons, equipment breakdown/power failure, service provider cancellation,
insufficient supplies, trip hazards, intoxication, food poisoning, lifting injury, theft,
fire, riot/brawl, bad PR, litter, lost children, copyright breach, serious accident
You are required to communicate possible risks with the Student Engagement
Officer so we are aware before things become protracted.
*Risk Assessment template attached at the end of this document
Please report club incidents to the Student Engagement Officer and Projects
and Marketing Manager as soon as possible to ensure we meet the insurance’s
requirements for any coverage needed.
CATERING AND ALCOHOL
If you are engaging an external supplier for catering, you may want to request for
a copy of relevant documents such as food licenses, permits, safety training, public
liability etc.
If your club is preparing your own food for your event, you should complete an
online food training course to equip yourselves with food hygiene and safety
knowledge. The free food safety course we use for clubs that host BBQs is HERE.
Be diligent about your decision to serve alcohol at your event – ensure that
ample food and free drinking water/non-alcohol beverages are provided. Alcohol
cannot be sold without a liquor license, so you should host your event at a
licensed venue (eg Tavern). Make sure alcohol is not served to under 18’s or an
intoxicated guest.PURPOSE, PROFIT AND PROFILE An event is usually hosted for one of three reasons – a specific purpose, to make a profit or to raise your profile. If you want to plan a club event, consider WHY before the WHAT and the HOW. Below is a brief outline on starting out on your event planning: • Purpose: WHY is there a need for this event? For fun? To raise money? Increase membership? Set SMART (Specific, Measurable, Attainable, Relevant, Time Bound) goals – e.g 1. To raise at least $500 net profit 2. To attract at least 30 patrons 3. To generate 50 sign ups / 5 sponsors. Know your purpose and make all decisions to achieve this purpose. • Concept: WHAT should we do? (This supports WHY you are doing it) - a concert, seminar, formal dinner? Who should we invite – past and present members, sponsors, general public? Where should we have it – on campus, off campus? What is our theme, entertainment, main attraction? • Plan: HOW will we do it? List your event milestones (e.g donation requests, apply for permits, book equipment), allocate due dates to each key step and rearrange those due dates in a timeline sequence. Adequate lead times are essential – if you can’t do it well, don’t do it! • Execute: After all the hard work in planning and preparation, you can now confidently deliver your event according to your run sheet. Ensure you confirm all bookings in written form, appoint a person in charge throughout the event for suppliers to reach, mapping (where does everything go), equipment (who’s bringing & setting up). • Evaluate: have a post-event evaluation and assess how successful (or unsuccessful) your event was, why so, what you would do differently, were your objectives met, follow a SWOT (list your Strengths, Weaknesses, Opportunities and Threats) analysis, survey attendees, keep all records (receipts, supplier contacts). This will help you immensely in planning your next event. Don’t forget to submit photos to the Student Engagement Officer so we can share details from your event! EXPECT THE BEST BUT PLAN FOR THE WORST! (Weather, Budget, People) Here are some additional tips in event planning: • Budget accordingly. Do you have enough human & financial resources to run this event? How much are you willing to spend? How much are you trying to raise? What are your funding and sponsorship sources? Obtain 3 - 4 quotes to compare and ask for price match or discounts, get all supplier information (ABN, GST etc). Track your spending regularly! • Ensure your To Do Lists are accessible to all committee members involved (e.g. use Google Sheets), so everyone has a clear idea of what is expected from start to end. Have due dates for each task, and a Contact List of suppliers and Emergency contacts. • Don’t forget your Marketing Campaign - we receive requests for posts to go out 2 days before an event. Plant a seed early in people’s minds and often enough so they put it on their schedules. What marketing platforms you’ll use to promote your event? • Delegate – don’t double up but don’t leave it all to one person either. Communicate with your team regularly – via regular meetings, email, group messages (written communication is best)
SUSTAINABILITY Events can consume a lot of resources in different ways, so do your part to be environmentally sustainable where possible. See below for examples: • Travel – ideally have your event on-campus, if not plan your event near public transport, offering transport incentives like free drink for cyclists, set up a carpool for your event, use shuttle buses • Waste Management – implement a waste reduction policy within your team, try to reduce waste altogether/reuse waste where possible and recycle waste where it cannot be reduced or reused, ensure monitored recycling is in place, signpost/educate & encourage members and attendees, reduce printed promotional material used and supply info electronically, make informed and considered purchasing decisions (don’t do one-off signage, refurbish items and reuse rather than replace or discard), reduce use of packaging material or where possible ensure material is reused or recycled, make arrangement for the return of unwanted or unused products e.g. printing cartridges, containers and packaging, use non-toxic cleaning products. Turn off power and water where possible • Printed material – double sided printing, recyclable paper, electronic communications/ signage, avoid supplying pens and notebooks for attendees (encourage attendees to bring their own pens papers and reusable water bottles), encourage use of mobile phones to give seating and registration details, send out web-link instead of printed papers, no unnecessary ‘stuff’ to give away as gifts (be purposeful - maybe a sustainable food hamper or non-tangible gift) • Caterer selection – don’t use individually wrapped items like mints, lollies, salt or sugar sachets, find caterers who use in season food that is fair trade, provides reusable crockery, cutlery, water glasses and offers reusable or recycled napkins, check that they compost leftovers and scraps. Be sure to have clear signage on recycling – food scraps on recyclable plates are contaminated and therefore can’t actually be recycled!
08 EVENTS SPONSORSHIP A sponsorship is a mutually beneficial business relationship between two parties where the sponsored party receives financial support in return for an agreed service or outcome. Sponsorship can be in the form of money, donated goods and services, access to facilities or equipment, big discounts etc. Securing an appropriate sponsorship may assist a club in operating from a financially stable position – the type of sponsor your club approaches (or approaches your club) has to reflect your club, Murdoch Guild and the University’s image positively. Here are some things to consider: • Research a list of sponsors who are a good fit • Does your sponsor’s values, philosophy and mission statement align with your club’s? • Create a list of reasons why those companies would want to sponsor you – what can your club offer them in return? (Publicity, social media posts, sponsor’s logo on your physical assets, free internship). • What support do you need from your sponsor? • Outline specific indicators in an agreement so you can report on the performance of this indicator throughout the partnership. Be as detailed as possible so both parties understand what is expected of them. • Can your club commit to this arrangement? It reflects badly on your club if you are unable to deliver what you promised. Please inform the Student Engagement Officer of any sponsorships your club is part of – provide the Sponsor’s name, ABN, address, email and contact number, sponsorship terms and agreement, what is being provided to the club and what the club is providing in exchange.
EVENTS
08
IN-KIND SPONSORSHIP
In-kind sponsorship is when a sponsor agrees to provide goods or services instead of
cash. For example, instead of giving you the cash to put towards your event costs, a
drinks company may offer to provide the beverages for your event. This is different from
a donation, where nothing is offered in return; an in-kind sponsorship is still a mutual,
reciprocal agreement, your club has to deliver a benefit or an outcome in exchange for
their contribution!09 FUNDRAISING Fundraising activities are an undervalued way of obtaining money for your club – and by involving key members in the process it can be a fun and exciting experience! There is basically always a reason to fundraise, for your own club or to donate to a cause. Below are some suggestions on the type of fundraising efforts you can try: • Membership tiers – different memberships for different followers of any form. Eg. Juniors Membership, Family Membership • Online shop – uniform & clothing in the form of polos, hoodies, t-shirts, jackets, caps, beanies, scarves. Giftware like stubby holders, cups, keyrings, stickers. Create a sense of belonging and passive income avenue • Photo Sales – year book to capture club history, team photos, professional action shots. Option to print photos on calendars, cards, cups, flags • Alumni Event – create a Past Players Day or Event – they love your club already, easy to organise as it’s an existing database, and they are also in a financial place to contribute • Auction Nights – gift donations from sponsors – silent auction or spoken auction • Drives – chocolate, lollies, can be sponsor’s product – wine, snack bars, plants • A-thons – jog-a-thon, ride-a-thon. Have a prize for highest fundraiser as incentive – turn it into an event which can involve the whole community, where members go out and get sponsorship for each lap they complete so you place the work onto the member and allows access to their network • Raffles – make it into an event rather than just selling a ticket. Cadbury Jaffa Race in Baldwin St, each jaffa is numbered according to the raffle ticket. There’s fun, music and entertainment, activities to suit all ages. Get creative and be unconventional in your event! • Crowdfunding - funding a project or venture by raising money from a large number of people who each contribute a relatively small amount via the Internet. 1. Start off with having a project w funding objectives 2. Create a video to explain your projects 3. List of rewards per level of donation eg if you’re a Singing Club, $1500 donation will get your Special Event Package where you will play at sponsor’s wedding or event, have a song written especially for them, learn and perform 3 songs of their choice. • Selling products or services – car wash, yoga class, bake sale, second-hand clothes. • Themed Events – Movie Night, Quiz Night, Karaoke Night, Silly Hat Day Try to combine multiple fundraising options in your fundraising attempt! A NOTE ON LICENSES For clubs/organisations that collect money or goods from the public for the sick, incurable, poor, unemployed, relief of distress caused by war, animal welfare/conservation causes, hospitals, or any patriotic purpose, you may need a charitable collection licence. Selling food – you don’t need a licence to provide free food but you should still exercise duty of care. Otherwise you need a permit to sell your own food, and the caterers you hire need to have food permits.
CLUB GRANTS 10
Murdoch Guild aims to support the activities, operations and ultimately
the continuance of a Guild registered club with a grant funding
program which allows clubs to apply for up to $1500 for the year.
Common expenses include catering for club events on-campus, artistic
activities (e.g. a theatre production) and promotional materials –
however, we encourage clubs to suggest ways to reduce costs where
possible and think of club grants as a backup to cover the costs that
can’t be covered by members, sponsors and fundraising efforts.
All tangible items purchased from the use of a Guild grant must be
registered with the Projects and Marketing Office and is deemed
property of Murdoch Guild and are available for use by any club (club
who purchased it has priority to use it for its club activities). Assets
purchased by Clubs will be recorded on The Guild’s asset registry – if
a club’s registration lapses or fails to renew, all club assets must be
returned to The Guild .
Please note unused Grant Funding that was approved does not
rollover to the following year.
GRANT APPLICATIONS WILL BE ASSESSED ON:
• The type of expense, event or activity funding is sought for.
• The actual event or activity.
• The objectives or purpose of the club.
• Whether the club received non-Guild financial support.
• The extent to which the event or the activity promotes the Murdoch Guild.
• Whether the club allows membership of non-Murdoch students.
• The amount of time the club has been operating and the number of club members.
• The club’s organisational structure.
• The club’s perceived degree of accountability and transparency
• Whether the expenses incurred will serve the interests of students.
• Whether the expenses incurred contribute to the longevity of the club.
• Any other matters that the committee sees fit.10 CLUB GRANTS Restrictions include, (meaning the Guild will not cover) but are not limited to: • Conference attendance • Accommodation costs or flights • Travel costs (fuel, parking) • Camps or retreats • Gifts and donations (to guest speakers, charities, event prizes etc) • Sundry/incidental expenses • Alcohol or tobacco • Weapons or dangerous items that may cause injury • Events/promotional items for Political parties HOW TO APPLY FOR A GRANT You have an option to organise an initial meeting with the Student Engagement Officer for help with brainstorming ideas, event planning, or structuring answers for the Club Grant Assessment Form.You may even want to discuss what you plan on applying for first, in case you’re submitting an application for purposes that will not be approved. 1. Visit the Club Grants page. Download the Club Grant Assessment Form and fill it out in detail. 2. Complete the online Club Grant Application Form (scroll all the way down) and upload completed Club Grants Assessment Form. Be as detailed as possible; this will enable us to process your application and give you a decision faster. Please also ensure your grant is within the rules of the Murdoch Guild grants program, and that the goal for the funds is in line with the continuing health and development of the Murdoch Guild clubs community. Note: Grant Applications are approved for upcoming events, so expenses prior to a Grant Approval will not be approved. 3. Grant Applications are reviewed by the Clubs Committee within 2-4 weeks of your submission. There is a grants review at least once a month, unless there are no applications.Your presence as Club President (or an office bearer of the Club) may be required at this meeting to answer any questions regarding your application. 4. You will be notified of the outcome via email within 3 business days after the meeting. If your grant is approved, go ahead and execute the event or purchase the asset! REMINDER: When assessing your grant application, the Clubs Committee will review what your club has done to secure funds independently. Murdoch Guild Grants should be considered only after you’ve exhausted other methods of funding your activity, event or asset.
CLUB GRANTS
10
HOW TO CLAIM A REFUND
1. Make sure you keep your receipts. Receipts have to be uploaded within 3 months of
spending.
2. Complete the Club Grant Refund Application form. The eventual costs and purchases
should be as close to the approved spending as possible – very minor variations are OK,
but if you spend significantly more money, or if you spend it on something other than
what was approved, you may not be eligible for a refund.
3. If your grant was approved for club events or activities, you will need to complete a
post-event evaluation, which is included in the Club Grant Refund Application Form. We
love to see your efforts so please upload your event photos to the Club Grant Refund
Application Form!
Please note:
While we will endeavor to support as many clubs and societies as we can, please be aware
that there is a maximum budget allotted for clubs grants and once it is reached
we will not be able to accept any more applications for that year. We would
strongly recommend that clubs plan ahead and make their submissions early to avoid
disappointment; funds can be earmarked now for use later in the year. Please also note that
the club grant cannot be used to fund BBQ packages at MarketDaze; the revenue generated
in this activity is typically more than enough to cover costs and still earn significant funds.11 CLUB FINANCES This is a brief overview of financial management for clubs to help direct the Treasurer’s responsibility around planning, organizing and controlling of financial activities such as procurement and utilization of the funds of the club. Why is it important? • Financial planning & budgeting: maintaining adequate supply of funds for the club, and creating fundraising and sales opportunities. • Resource allocation: effectively utilising & allocating the funds received. • Monitoring: banking and record keeping; controlling & analysing the club’s finances in the short-term & the long-term to manage cash flow competently. • Evaluation: ensuring the club funds are used to meet objectives & to increase the value of the club. • Reporting: the club is responsible for providing reports of its operations to club members and Murdoch Guild. CLUB BANK ACCOUNT UniBank on campus has been a popular and convenient choice for Club bank accounts, but select what works best for you. If you plan on opening a club bank account, please ensure you do not list Murdoch Guild’s address as your postal address - mail should be sent to the current president’s place of residence. When new Executives are elected each year, the Club bank account’s signatories must be updated.You should have three signatories on your club account (one of them must be the Treasurer), with two signatories required for authorisation so you can proceed with bank transactions if one of the signatories is not available. It is very important for the new Treasurer to obtain all relevant information from the out-going Treasurer – access to bookkeeping and financial records, cheque/deposit/ receipt books, tax invoices and receipts, bank statements etc. RECORD KEEPING Maintaining accurate records of your financial transactions in an orderly and logical manner will give you a clear idea of your club’s financial position – make sure you note every incoming and outgoing activity! Make it a monthly exercise to cross-check your records with your bank statements. Where possible, make record keeping online/ electronic. Keep ALL receipts - scan or photogrpah paper copies so you have a digital version that is not faded or unreadable. Online transactions are preferable over cash transactions.
CLUB FINANCES
11
Income
• Record every form of income (earned money, profit) in your
record-keeping document.
• Provide a receipt for every transaction – membership, event
tickets, service provision.
• A receipt should include the following details: Date, Individual’s
Name, Amount, Item/Service Purchased, Signature.
• Bank any cash or cheques received immediately (e.g. if your club
has hosted a Guild BBQ on Bush Court, bank the profits on the
same day) – this must be done in whole amounts, without prior
cash reimbursements to members. The amount deposited must
correspond with the amount recorded.
Expenses
• Collect receipts/tax invoices for every expense (spending,
purchase) to support all expenditure.
• Members who pays for a club expense out of their own pocket
should be reimbursed as soon as possible from the club’s bank
account, once they provide a receipt and reimbursement request
in writing.
• Record the expense in your record-keeping document. The
amount paid must correspond with the amount recorded.
• Payments should be carried out through the Club bank account
where possible (and if applicable)
• Invoices must include the Company’s name, contact details, ABN,
a description of the item/service purchased, the itemised value of
each good, GST paid, the date of the invoiceBUDGETS The purpose of budgets is to control the finances of the club, ensure the club can fund its activities and enable the club to meet its objectives. Benefits Of A Budget: • Plan expenditure & restrict unnecessary/unaccounted spending. • Focus on spending that supports strategic objectives of the club. • A well-communicated budget helps members understand the priorities of the club & highlights strengths/weaknesses of the club. • Engage club members in reviewing & comparing budgets with actuals to facilitate them in sharing the club’s vision. Tips To Help With Budgeting: • List all your events and activities for the year so you can plan the revenue and expenditure for each.You can also account for all costs associated with the activities you plan to have - that will show you how much funding you need and get you thinking about what you need to do to obtain those funds. • Do not depend on projected income to cover your costs, or ask a club member to bear the costs expecting projected income to be sufficient for reimbursements. • Make decisions with the intention of keeping the club financially afloat and in surplus. • Use last year’s financial statements to predict what income you will receive and what you are likely to spend for the year – see below for example. • Include a 10% fudge factor. A fudge factor allows for a margin of error, to give yourself some leeway for those unexpected expenses that may crop up during the year. • Work with your team to stick to your budget! • Example of using last year’s figures to create a Budget EVENTS BUDGET Planning a budget for an event ensures your club does not go overboard with spending more than it can afford to. In the example below, a contingency amount is included for unforeseen expenses. Some questions to ask yourself when creating an event budget: • What are your financial goals? • Who is responsible for financial decisions? • What could you potentially borrow, get donated or obtain via contra arrangements? • What is your contingency amount (5-10%)? • How will you track expenses?
Other tips to consider when budgeting for an event:
• Use budgets from previous events as a reference.
• Obtain at least three quotes from different suppliers and get them to price match/
compete in throwing in extras.
• Keep a small emergency fund (additional or from your contingency amount).
• Set an income goal – keep your team focused on increasing ticket sales or securing
sponsorships for your event.
• Constantly review your budget and see where you can minimise expenses and maximise
revenue.
• Keep your budget as detailed as possible – you can then control, monitor and allocate
financial weight to each component.
• Update your budget regularly.
EXAMPLE OF AN EVENTS BUDGET
PETTY CASH
This is a small amount of cash kept on hand to cover small expenses, and should be placed
in a lockable box. Things to note about petty cash:
• A petty cash receipt needs to be filled out with information on each transaction so that
it can be recorded and entered into the club’s financial statement.
• It reduces the likelihood that the club members will pay for purchases out of their own
pockets.
• The fewer persons with access to it, the better.
• Set a total cash limit – $50-200.
• Set a dollar limit on purchases that can be made – e.g. $25.
• Replenish the petty cash fund when you’re about to run out – you can always adjust the
amount based on the amount of expenditures you cover each month out of petty cash.12 CLUB CONFLICT CLUB CONFLICT Club conflict will inevitably arise, as a Club President it’s important for you to focus on prevention and solutions. Major causes of conflict are from lack of clarity around: • Club objectives, roles, responsibilities and authority – when it’s non-existent, poorly defined or poorly understood by everybody within the club; when there’s little or no allocation or delegation of objectives and responsibilities to individuals or sub committees; or when roles and authorities of club officers are not defined, understood or communicated. • Leadership and governance - poor leadership, lack of understanding on how to run committee meetings, poor or ineffective use of agendas and meeting minutes, poor voting processes, lack of information (reports or recommendations) prior to meetings, no club budget, refusal to follow rules, ‘perception’ that something is unjust or mismanaged. • ‘Hijacked’ meetings and agendas - no clearly defined club objectives or proper meeting processes so people focus on what they think is important but others see this as them having an agenda. • Rules, policies, by laws and procedures not known or followed - complaints handling procedures, procedures to call meetings, voting procedures, meeting procedures, appointing people to positions, breach of code of conduct. • Individuals not delivering - individuals forgetting their promise, the task was bigger and more time consuming than expected, they needed the assistance of certain people which was unavailable, they were unsure of their level of authority and what they can and can’t do without the committee’s approval, ‘he said/she said’ scenarios, an individual has their own agenda instead of the club’s best interest. Every club should have a Code of Conduct, which applies to every member of the Club.
CLUB CONFLICT
12
Conflict Resolution
• Refer back to the rules / Code of Conduct / Constitution. What does it say in your
rulebook?
• Have a resolution process - put it in writing, have an objective third party, isolate
the issue from members who are not involved, organise a proper sit down meeting
to review the complaint/incident. If they are at fault, refer back to the rule book and
abide by it. If you are at fault, acknowledge it, apologise and correct it so that a repeat
situation won’t happen.
• In a resolution process, you need to adopt a neutral mindset that acknowledges that
you do not need to be right. Set your ego aside – it is a discussion, not a fight. Sit and
have a civilised discussion – sitting diffuses the situation and reduces intimidating body
language that can occur in height, size or gender differences.
• Approach The Guild for unresolved conflicts (Student Engagement Officer and/or
General Secretary) so we can offer an unbiased suggestion.
• Inform The Guild (Student Engagement Officer & Projects and Marketing Manager)
immediately for serious legal matters; we follow the University’s incident policy and will
act accordingly.
Avoid & Minimise Conflict
• Establish clear rules / Code of Conduct
• Be consistent, follow what is stated in black & white
• Educate your members - through sessions, inductions, newsletters, manuals
• Revisit and refresh rules regularly - list conflicts you have encountered or witnessed,
think about how it could have been avoided, determine a course of action for
prevention. Make it available and accessible to all.
• Always promote discussion around different perspectives to enhance awareness. Try to
identify possible issues that may present and initiate change.
• Think of common/likely issues that may arise for your club and establish clear rules
around those problems. Set the precedent of following the rules consistently, not just
when things go wrong so there are no shades of grey. Think ahead to what some of the
common conflicts could be and apply a strategy beforehand.
• Consistency – no exceptions. Don’t succumb to emotional pressure. No gossiping in
the background - be part of the solution not the problem.
• Remember the 6 P’s – Proper prior preparation prevents poor performance!
All club members should familiarise themselves with the MURDOCH UNIVERSITY CODE
OF CONDUCT.You can also read
