See below for a range of information to assist with managing your club or society, including information on funding, hosting events, fundraising, finance, discounts, Market Days bookings etc.
Running a Club or Society
Need some help on running a club or society?
This guide covers a large range of information including affiliation, administration, finance management, promotion and event management.
This document covers all the discounts UCU Affiliated Clubs and Societies receive.
Need some help? Check out our range of ‘How To’ documents:
- How to Advertise an Event
- How to Change Bank Signatories
- How to Complete Committee Handover
- How to Fundraise Money
- How to Host an AGM or SGM
- How to Host an Event
- How to Prepare for Market Days
- How to do a Presidents Report
- How to Submit a Claim for Affiliation Funding Reimbursement
Any suggestions or still need help? Send us an email to firstname.lastname@example.org
Clubs can book the club & society space, tutorial and lecture rooms on campus at UC. At least 1 week notice must be provided. We have a dedicated Club & Society Space in 1A01 fitted with TVs, tables & chairs for 30 people, beanbags, tea & coffee station. The Club & Society space is our preferred venue for club events & meetings. Click here to book a room.
Club Event Registration
To be covered by UC insurance all clubs must resister all events on the UC Life events register. You can also use this to request UC Life to promote your events. Click here to register a club event with UC Life
Post Event Summary
After each event, clubs need to complete the post event summaries, this includes details on the event, how it went (which can be passed on to future executive members) and receipt uploads for reimbursements. Event summaries will need to be submitted within 2 weeks after the event by ALL CLUBS for ALL EVENTS. Recurring events (weekly/fortnightly) can be submitted at the end of each semester (S1, Winter, S2, Summer).
- Base Funding – Due 2 December 2019.
- Event Funding – Applied for 1 – 4 weeks prior to event (pending amount)
- Merchandise Funding – Claimed after merchandise purchased, $300 per club.
- Welcome/Farewell Event Funding – Claimed after event, using the post event summary form. $200 for 1x Welcome Event and $200 for 1x Farewell event per year.
UC Life will respond to all funding requests within 5 business days.
More information about funding requests can be found in our Funding How To Guide.
- For managing reimbursements from club to members/executives when purchases are made on the Clubs behalf
Event Equipment & BBQ Bookings
UC Life has a range of equipment available for clubs to use including photobooth, fairy floss machine, sporting equipment and much more.
To book a BBQ please complete the booking form below. Please note each club is limited to two BBQs per semester on a Wednesday.
If you wish to book a BBQ you must fill out the following booking form at least 2 weeks in advance. UC Life will then contact you to confirm whether or not the BBQ is available on your requested date.
Please note the SRC have free BBQs booked on the Tuesdays of Week 2, 4, 6, 10, 12 and 13 of Semester 2.
UC Life has implemented a club finance spreadsheet to assist clubs with tracking their finances. Each club will be emailed a shared google drive folder that both executive members and UC Life will have access to.
Policies, Guidelines and Rules
When managing and belonging to a club, it is vital that you make yourself aware of and abide by the various UC Life Club Policies and Guidelines.
- UC Life! Alcohol Policy
UC Life! Disaffiliation Policy
UC Life! Postering Guidelines
UC Life! Logo Policy
A good way to promote your club and gain more memberships is to set up a stall during Market Days. These occur every Wednesday during semester on the main concourse from 11am – 2pm.
Clubs do not need to book for weekly market days but are required to book for our Mega Market Days at the link below. if you would like to set up a stall on Wednesday for a weekly Market Day please come to the UC Life office between 9am and 11am for help setting up the stall.
Please keep your club committee contact details up to date when the committee changes. Please fill out the spreadsheet below and email to email@example.com within a week of the committee changing.
Do you have some members leaving your committee? Is your AGM coming up? Click the link below to register your vacant positions to the UC Life community.
Where a club/society enters into a dispute, they must refer to the Crisis Management Document. If the club/society is unable to resolve the dispute, they shall arrange a meeting with UC Life Campus Life Coordinator
Drop in Hours:
9am – 11am, Monday, Wednesdays & Fridays
OR make an appointment outside of these hours
UC Life Office, 1C21 (above the refectory)
Phone: 6206 8594