CLUB INDUCTION DAY 2020 - Curtin Student Guild
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CLUB INDUCTION DAY
2020
SCHEDULE
Guild Club Induction Day 2020
• Arrivals // Lunch
• Welcome // Meet the Team
• CV! / JCLA
• What’s On // What’s New This Year?
• Membership Matters Tips for getting – and keeping – members!
• Doing Stuff on Campus What are the rules (& where should you start)?
• Club Perks & Resources …and where to find / access them
• Governance Basics Things to know now that will save you later!
Meet the Team! The Club Support team is comprised of two full time professional staff: • Shelley Stoddart - Clubs Officer (pronouns: she/her). • Bec Barendrecht - Manager - Student Experience (pronouns: she/her). The Club Support team is responsible for the day-to-day operational support & administration of clubs, including bookings, events, advice, compliance, funding, bookings, and general support.
Meet the Team! Clubs are encouraged to also work closely with the Guild’s student elected Vice President - Activities, Bridge Truell (pronouns: he/him or they/them). As a current student, Bridge offers clubs a student perspective and voice within the Guild, representing clubs at the top level of Guild decision-making. Hit him up for any “big picture” projects, ideas, or suggestions you have – be it for your club individually, or for the broader club scene here at Curtin. Info, Forms & Resources Run Your Club is your one stop shop for club doc’s, templates, info, and forms. Start your search here, and if you can’t find it or still have questions, contact us! Email Queries Send all your questions, big or small, to clubs@guild.curtin.edu.au! We should be your first port of call for all things clubs, and if someone else is better placed to help, we’ll be able to point you in the right direction! If you prefer to chat over the phone, please also feel free to call Shelley directly: 9266 2927.
CV! & JCLA
John Curtin Weekend community‐driven initiatives over 6 weekends in 40 regional + metropolitan sites involving 550+ volunteers
Getting
• Why?
a group site together
• Give back
• See WA
• Have a blast
• Team cohesion
• Dates: 4th September – 11 October 2020
• What’s covered in cost ‐ $60 regional, $20 metro
• Food, accommodation, transport, insurance, t‐shirt, hat, etc.
• Site Leader and driver don’t pay
• Size of group – between 6 and 20 volunteers
• What next
• Identify a group member (or more) to apply to become a JCW Site Leader
• Deadline for applications (available from CV! website from 17 Feb)
• Sunday 29 March
More info – Google ‘John Curtin Weekend’ • Video • Yearbook • Website Contact info • Krishan.shah@curtin.edu.au • 9266 1477 • Curtin Connect Bld 101
What’s On & What’s
New?
Updates, Upgrades, and Things To Put in Your Calendar
)
What’s New? 2020 Guild Membership Stickers • Guild stickers are back • Everyone needs to grab these each year to get Guild discounts at our outlets • Pick up at Guild Reception (or Guild pop-up booths throughout Week 1 & 2) • No sign-up forms • To collect, just present student card with current “student 2020” sticker (from Curtin Connect)
What’s New?
Guild Diary & Club Vouchers
• Diary is FREE and available when
collecting Guild sticker
• 2 x $5 club vouchers per student
provided separately when collecting
Guild sticker
• Voucher entitles student to $5
discount off the normal membership
fee for your club
• Clubs return vouchers to the Guild
for full reimbursement
• Clubs must submit vouchers by 6th
Nov to claim reimbursement.What’s New?
New Club Mini-Workshops
• We will be running a series of club training workshops throughout the year, hand-picked to
answer all of your most commonly asked questions and provide you with additional skills to
make sure your club succeeds
• Sem One Workshop dates are scheduled – check them out & register here for your preferred
sessions: https://www.guild.curtin.edu.au/club-training
• All sessions tailored to specifically suit clubs
• Topics so far:
• Film Editing Workshop (using film for digital engagement via mobile)
• Digital Engagement Workshop (marketing and communication in the digital space)
• Event Management Workshop (how to plan and execute a successful club event)
• Club Leaders Conference 2020!
• Bigger and better
• Save the date: Wed 22nd AprilWhat’s New?
• Improved booking / event
calendars – Designed to make it
easier to schedule your events:
https://www.guild.curtin.edu.au/run-
your-club.
• Improved / simplified venue
bookings – now fully online,
quicker, and easier to use (we
hope)! Now sorted into “levels” of
forms based on complexity of the
specific event/activity, (i.e. simple
meeting = simple booking = shorter
processing time).Coming Soon • Club Storage Room - almost here (disrupted by upgrades / renovations in late 2019 – we’re sorry!) • New bookable student kitchen – open to general students from day to day, but also bookable for exclusive use by clubs • New club software / website - Currently in research and procurement phase. ETA is mid-2020 for soft launch & live testing, Jan 2021 for full launch to all clubs. Will streamline administration and club management for all clubs on a single platform
What Else? Clubs Week – Week 4 (Mar 16 - 20) Clubs will be showcased on Guild social media and digital platforms all week (coz we love you)! Clubs Carnival: Wednesday 18th March (applications open now) Guild O-Day #2 - Wed Jul 22 Guild Games – Returning in September 2020! Clubs face off once again as we bring back the retro school sports carnival feels!
MEMBERSHIP MATTERS Recruitment, Record Keeping & Retention
Membership Matters Your Members are the lifeblood of your club/society. Without them, what would be the point of doing things?
Recruitment: Where & when?
• Recruiting opportunities:
• O-Day
• Clubs Carnival
• Your events
• Online (Facebook, Instagram,
other Social Media)Recruitment: Get them to the club!
How do you recruit members?
• Selling your club! Aka ‘The Pitch’
• Freebies
Who doesn’t like a freebie?
• Word of Mouth/Friends
Are you more likely to do something if your
friend recommends it?
• Activity on campus/social media
Referrals and Brand RecognitionRecruitment: Build it and they will come. Building your presence on campus requires time, money, and effort. If you look like you belong, you will. People subconsciously seek to join groups. We are social animals • Look like a group!
Record Keeping: The ‘Database’
Creating a membership database
• Name
What other
• Student Number
• Preferred Email Address information
• Guild Status (Y/N)
•
•
Phone Number
Field of Study
might you
• Year of Study
• Other information? need?Record Keeping: Info Consent & Security
NOTE!
• The more difficult the sign up process, the more likely you are to lose that potential
member.
• Never force anyone to sign up, or give details that they don’t want to give you.
• Keep contact lists confidential, only give access to those who need it and are
authorised to have this information (i.e. club exec)
• Trust can be lost easily but take time to regainRecord Keeping: Hard copy vs soft copy forms
Hard Copy Forms:
Pros: Soft Copy Forms:
• Easy to set up Pros:
• Doesn’t require power • No data entry required (except
• Quick and easy on the day by the member)
• Difficult to lose if on the cloud
Cons: • Can look very professional
• Hand writing may be illegible Cons:
• Can get lost after the day • May require power
• Difficult for high volume clubs • May be difficult to setup
• Data entry times after the event • May need internet connection
*Good news: forthcoming new club software
will handle membership sign ups for you!Record Keeping: Soft copy options Online forms: • Google Forms • Excel Spreadsheet • Microsoft Access
Retention: What now?
Great! You signed them up, now what?
Engaging with members is key if you want
them to:
1. Come to your events;
2. Sign up next year;
3. Take on leadership roles and join your
committee.
Incredible important to communicate with
them!
What happens if you don’t?Retention: Communication Use emails / social media / print media to stay in contact! Ever joined a club and not heard anything from them? Would you sign up again? • Email systems like MailChimp are excellent to help put forward great quality communication. • Social media is also great for current members and prospective members. • Posters for events are fantastic, never underestimate the power of a poster!
Retention: Activities & on-campus presence
Just as important as recruitment! You need to remain active to
keep them on board!
• Posters
• Stalls
• Meet-ups
• ‘Repping’ the Brand (T-shirts, pens, hats, etc…)HOW TO DO STUFF AS A
CLUB
(WITHOUT GETTING IN TROUBLE)Event Application Form (EAF) Any event, workshop, meeting or function you run under the name of the club requires you to lodge an EAF – applies to both on OR off campus activities. It’s also the only way for clubs to book FREE venues at Curtin! First, you’ll need to figure out what classification your event is. Then click the corresponding form. EAF’s are fully online forms (& fairly easy to use). A simple event or venue booking will mean a simple form. The more complex your event (or the higher the risk), the lengthier the form will be. The questions and requirements within your EAF will vary depending on your answers to questions and the nature of your event. The amount of notice you need to provide also depends on the nature of your event.
Event Management Plan (EAF)
Event Application Forms (EAFs) EAFs are designed to walk you through all of the various requirements you will need to consider in planning any event – big or small, simple or complex. Your paperwork will increase the more complicated your event is… welcome to the world of events! The good news is, we’re here to help, and your EAF allows us to do this. Examples of additional paperwork that may be required: • Health and Safety Risk Assessment • Mud Map / Site Plan • Food Permit • Liquor License
Event Management Plan (EAF) • You can find the EAFs using the drop down menus via the Guild website (www.guild.curtin.edu.au). • Alternatively, you can always use this shortcut: https://www.guild.curtin.edu.au/club- events
Booking Spaces & Rooms on Campus Curtin’s Room Bookings Office ultimately authorises all venue bookings on campus, ensuring they are compliant with Curtin policy. They are the dept responsible for scheduling: • Indoor and outdoor bookings • All academic tutes / labs / lectures • Exam scheduling • Extracurricular bookings (i.e. club bookings, Guild events) • External bookings (i.e. third party conferences, commercial hire) Please be courteous, professional, and compliant in all dealings with this department. Leave venues in the same, or better, condition than they were when you arrived. It is the responsibility of the group booking the space to clean and tidy after the event has finished, as well as re-setting the space if any furniture or equipment has been moved. Please bear in mind that failure to respect areas and clean up properly may affect future booking approvals. Should any issues arise over the course of your booking (i.e. property damage, access difficulty, complaints, room not as described, etc.) please report this immediately to the Clubs Support team. We will advise the appropriate course of action.
Other Key Curtin Contacts Depending on your event, there are a myriad of other personnel and departments around Curtin who may be required to sign off on your event before it can go ahead. Examples may include: • Safer Communities Team (Security) • Emergency Management • Parks & Gardens • Curtin Stadium • Facilities Management • CITS • Legal & Compliance The Clubs Officer will liase with all of these stakeholders on your behalf. Should you cross paths with any of these persons in the course of planning and/or running your event – please always be respectful and professional – remember, all it takes is one “no” to derail your event.
CLUB PERKS
Perks of Registering with the Guild
The Guild provides and/or facilitates a huge range of free packs, financial support & other perks for
clubs.
• Free club page & custom access to Guild website
• Full reimbursement of club vouchers
• Free venue bookings on campus
• Free equipment hire
• Free stalls at O-Day (commercial vendors pay up to $2000 per stall!)
• Free club poster printing & distribution
• Exclusive free use of Club HQ
• 2 x Free Club Function Packs per year
• 1 x Free Club BBQ Pack (100 serves) per year
• Unlimited free hire of BBQ itself
• Dedicated support from Club Support team
• 24/7 access to online resources, templates, and guidelines
• Up to $1500* in club sponsorship (*scaled based on how well criteria is met and available remaining sponsorship
funds)https://www.guild.curtin.edu.au/club-perks
Clubs & the Guild Website One of the most useful and accessible resources that all Guild-registered clubs have access to is the Guild website. This is the sole and central place where both the Uni & the Guild sends students to find out more about clubs - USE IT! Did you know? Some key perks available via the website by creating a user account: • Customise your individual club page • Add your upcoming club events to the central public event calendar
Club BBQs All clubs are entitled to one free BBQ pack per year (100 serves). Includes all ingredients, condiments, utensils, equipment, and food permit. BBQs must be booked at least two weeks prior to your proposed BBQ date. We recommend getting in as early as possible, because dates fill up fast! You can book a BBQ online here: https://www.guild.curtin.edu.au/club-events. It is completely up to you whether you charge for your BBQ! Some clubs run free BBQs to increase awareness or recruit members, others charge a small fee to raise funds for their club… the choice is yours.
Club BBQs
• Always follow safe food handling
procedures, as per your Food Safety
Training
• Wear gloves, keep food covered,
keep cold food cold, serve hot food
immediately, separate raw and
cooked foods, etc.
• Non Guild-supplied food is not
allowed.
• Clean all items before returning.
• If unsure of anything, ask Guild staff.Free Equipment & Venues The Guild provides a bunch of equipment and venues that clubs can hire for FREE. • Marquees (and weights) • Trestle tables • Rugs • Lectern • Picket fencing • Club HQ pop-up space • Access to Curtin room bookings • And more You can book all of the above items (and more), here: https://www.guild.curtin.edu.au/club-events.
Function Packs Did you know your club is eligible for up to two (2) Club Function Packs per year? We’ve put together a range of awesome catering & event packages specifically tailored to clubs, provided through The Tav and/or Kirribilli Catering. Examples: • Club Quiz Night Package @ the Tav • Club Movie Night Package @ the Tav • Warm Finger Food Canape Package through Kirribilli • Cold Nibbles Canape Package through Kirribilli • And much more! https://www.guild.curtin.edu.au/club-perks.
Club Posters Submit digital PDF copies of your club posters to us, and we’ll print and distribute them throughout the Guild Precinct for you! • Must be A3 size • Portrait orientation • Colour strongly recommended • Must follow Guild branding guidelines More info: https://www.guild.curtin.edu.au/club- marketing.
Incorporating The Guild Branding Just like you will be developing – or have already developed – the Guild has a style guide which must be followed in order to maintain consistency across all our designs. As such, we need you to incorporate the Guild brand correctly when you put our logo on your posters.
No-no’s. Try to make the Guild logo visible against your background! If you have a dark design, use the WHITE Guild logo and vice versa. You can download our logos and style guide here: https://www.guild.curtin.edu.au/club-marketing.
GOVERNANCE BASICS
Meetings, Constitutions & FinancesBasic Governance
• Meetings
What are they and are they important?
• Finance
How do I spend money?
• Governance
What is a constitution?Meetings: Committee/General There is a BIG difference between Committee and General Meetings! Committee meetings may be • Pretty informal, • Happen much more regularly than a general meeting; • Concern the day to day running of the society. • General meetings are AGMs or SGMs. • AGMS happen once a year • SGMs are called either by the Guild, or via a petition of at least 10 club members.
Meetings: Minutes Minutes are the formal record of a meeting. Minutes are required to be taken at every General Meeting and Committee meeting of your club and are to be kept “forever” (at least 7 years). Any member of your club has the right to request to see the minutes. Minutes should contain: • The time the meeting opened and where it was held; • The names of those who attended; • The decisions made in the meeting; • The time the meeting closed.
Finance: In a Nutshell Best practice: • Have all financial decisions in the meeting minutes! • Have written permission from you club committee (two to confirm) to give you authority to expend monies. • Keep detailed records of ALL transactions, income, and expenditure, and what they were for – this will be required for your end of year financial statements. • Check out some handy additional info here: https://www.guild.curtin.edu.au/managing-club-finances.
Clubs & Constitutions Every Club or Society has a Constitution. Most of you run under the Guild’s default constitution (unless you’ve had a custom version approved). It is your governing document, it lays out the rules and regulation and how your clubs runs. • Club identity (Name and Objectives) • Membership • Meetings • Committee Roles/Structures • Handling disputes • Financial Requirements • Other rules and regulations
The Guild: Your ‘Regulator’ The Guild is tasked by the University with administering non sporting clubs and societies. The Guild’s powers in relation to clubs are laid out in • Part 2, Section 5, clause (2c) of Statute No.4 - Student Guild; • Part 4 of the Student Guild (Administration) Regulations; and • Part 5 of the Student By-Laws (2018).
The Guild: Your ‘Regulator’ The Guild recognises the important role of Clubs at the University and exists to facilitate your success. The Guild is however required to mitigate risk to it and the University’s reputation.
The Guild: Our Expectations Clubs will adhere to the Guild’s Rules and Policy. Clubs will obey their own constitutions. Clubs will behave transparently and work in the best interest of the club and it’s members. Clubs and their Officers will not engage in misconduct.
That’s it from us!
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