CLUB INDUCTION DAY 2020 SCHEDULE Guild Club Induction Day 2020 - - PowerPoint PPT Presentation
CLUB INDUCTION DAY 2020 SCHEDULE Guild Club Induction Day 2020 Arrivals // Lunch Welcome // Meet the Team CV! / JCLA Whats On // Whats New This Year? Membership Matters Tips for getting and keeping members!
The Club Support team is comprised
(pronouns: she/her).
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.
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
in the right direction! If you prefer to chat over the phone, please also feel free to call Shelley directly: 9266 2927. Clubs are encouraged to also work closely with the Guild’s student elected Vice President - Activities, Bridge Truell (pronouns: he/him
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.
community‐driven initiatives
6 weekends
in
40 regional + metropolitan sites
involving
550+ volunteers
More info – Google ‘John Curtin Weekend’
Contact info
Updates, Upgrades, and Things To Put in Your Calendar )
2020 Guild Membership Stickers
each year to get Guild discounts at
Guild pop-up booths throughout Week 1 & 2)
card with current “student 2020” sticker (from Curtin Connect)
Guild Diary & Club Vouchers
collecting Guild sticker
provided separately when collecting Guild sticker
discount off the normal membership fee for your club
for full reimbursement
Nov to claim reimbursement.
New Club Mini-Workshops
answer all of your most commonly asked questions and provide you with additional skills to make sure your club succeeds
sessions: https://www.guild.curtin.edu.au/club-training
calendars – Designed to make it
easier to schedule your events: https://www.guild.curtin.edu.au/run- your-club.
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).
(disrupted by upgrades / renovations in late 2019 – we’re sorry!)
also bookable for exclusive use by clubs
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
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!
Recruitment, Record Keeping & Retention
Without them, what would be the point of doing things?
How do you recruit members?
Who doesn’t like a freebie?
Are you more likely to do something if your friend recommends it?
Referrals and Brand Recognition
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
Creating a membership database
NOTE!
member.
authorised to have this information (i.e. club exec)
Hard Copy Forms: Pros:
Cons:
*Good news: forthcoming new club software will handle membership sign ups for you!
Soft Copy Forms: Pros:
by the member)
Cons:
Online forms:
Great! You signed them up, now what? Engaging with members is key if you want them to:
committee. Incredible important to communicate with them! What happens if you don’t?
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?
forward great quality communication.
prospective members.
power of a poster!
Just as important as recruitment! You need to remain active to keep them on board!
(WITHOUT GETTING IN TROUBLE)
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.
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:
down menus via the Guild website (www.guild.curtin.edu.au).
shortcut: https://www.guild.curtin.edu.au/club- events
Event Management Plan (EAF)
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:
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.
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:
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.
The Guild provides and/or facilitates a huge range of free packs, financial support & other perks for clubs.
funds)
https://www.guild.curtin.edu.au/club-perks
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:
the central public event calendar
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.
procedures, as per your Food Safety Training
keep cold food cold, serve hot food immediately, separate raw and cooked foods, etc.
allowed.
The Guild provides a bunch of equipment and venues that clubs can hire for FREE.
You can book all of the above items (and more), here: https://www.guild.curtin.edu.au/club-events.
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:
Kirribilli
Kirribilli
https://www.guild.curtin.edu.au/club-perks.
Submit digital PDF copies of your club posters to us, and we’ll print and distribute them throughout the Guild Precinct for you!
More info: https://www.guild.curtin.edu.au/club- marketing.
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.
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.
Meetings, Constitutions & Finances
What are they and are they important?
How do I spend money?
What is a constitution?
There is a BIG difference between Committee and General Meetings! Committee meetings may be
members.
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:
Best practice:
you authority to expend monies.
what they were for – this will be required for your end of year financial statements.
https://www.guild.curtin.edu.au/managing-club-finances.
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.
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
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.
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.