How to start a club

Clubs come in all shapes and sizes, may be regular or casual, and may be social, cultural, recreational or sporting in nature.

If your interests aren’t covered by a current club, it's easy to start one. You need to speak with the clubs manager to ensure this is the best move for you and to kick-start the registration process. To discuss a new club book an appointment with the clubs manager.

Starting a new club

Clubs checklist

Prior to starting a club at University, consider the following checklist and make an appointment with the Victoria clubs manager to discuss if your club meets all the requirements.

  • What is the purpose of the club?
  • Is the club necessary?
  • Do similar clubs currently exist on campus?
  • If so, are they active and relevant?
  • What is the clubs appeal to attract members?
  • Who are the potential members?
  • What services will be provided to members and will they be considered worthwhile?
  • What is the level of initial and continual support for the club to function?
  • What will be the clubs contribution to the student and wider Wellington community?
  • How will you advertise the first “informal” meeting?
  • Your club must be student led, and the majority of members must be current students at Victoria University.
  • All clubs must be registered to Victoria University to have access to services, grants and events.

Register your club

Once you have all the answers for the above and have shown evidence, the following steps can be followed to form a club.

Email address

Create a generic email address in that can be associated with the club, for example vuwclubs@gmail.com or victoriaclubname@hotmail.com.

Membership

Get at least 15 Victoria University student members.  Methods to do so include asking friends and classmates, holding information stalls, or hosting an event or activity.  Ask permission from your lecturer to announce a meeting before or after lectures.

Host an informal meeting

Ask members to attend a meeting to set goals and objectives, determine the club constitution, discuss possible committees positions and candidates, brainstorm a possible event plan for the year, and discuss potential club expenses as well as revenue opportunities. Decide whether the club should go ahead with the formation of a student club at Victoria.

Host your Annual General Meeting (AGM) or Inaugural General Meeting (IGM)

At this meeting you approve your clubs constitution, hold elections for committee positions, set a membership fee, discuss the proposed plan of events as well as the proposed budget forecast for the upcoming year, and encourage feedback from club members.

Remember to follow your constitution when calling and hosting a General Meeting (namely the minimum notice that you need to give your member and the minimum number of members that need to be present to reach quorum).

Committee to finalise documents

Finalise your clubs events and activities plan, budget forecast, and membership list with student ID numbers and AGM or IGM minutes.

Open a student club bank account

Upon receiving a letter from the clubs manager confirming your registration status, take this letter to the ANZ Bank on campus to open a bank account. Ordinarily the President and Treasurer are signatories to this account. It is a good idea to nominate another committee member to be a third signatory.

Once your account details are open advise the clubs manager of the details and signatories to the accounts.

Registration with Victoria University

All Victoria Clubs (VC) are to be registered annually with the University.  Clubs have access to various support benefits:

  • sponsorship
  • access to booking spaces at Recreation and Student Union and other campuses
  • access to the Victoria Clubs training program
  • development for executive members through training programme
  • alignment with the Victoria Plus Award (VPA) and Victoria Leadership Awards (VLP)
  • access to key events and activities on Victoria campuses.  

If your club fails to re-register with Victoria within 12 months of the April or August deadline, the benefits will cease to apply.  

We encourages clubs to re-register and the Victoria Clubs manager will help students to re-establish a club no matter how long since last registering.

It is important that registered Victoria Clubs are a student committee led organisation. A committee led organisation is when a committee of elected individuals manages the club on behalf of its broader membership.  

Members of the committee are elected at a General Meeting. The committee will consist of 3 people – the President or Chair; the Secretary and the Treasurer.  These are the officers of the club. In practice, however, the committee is likely to have more, with additional people involved in the management of their organisation.

Additional positions on the committee are often around fundraising, organising events, promotion and also posts that deputise for the named officers.

Tips for club presidents

Here's some advice for chairs or presidents running club meetings.

  • Establish the purpose and desired outcomes of the meeting.
  • Check that everyone understands the topics to be discussed. Discuss or distribute the agenda prior to the meeting.
  • Ensure everyone listens to each other carefully.
  • One person speaks at a time.
  • Encourage everyone to be objective and keep discussion focused on the topic.
  • Examine each option individually and objectively, and reach a conclusion for that option

The Victoria University Clubs Handbook gives you all the information about the Victoria Clubs service and the benefits of being a club on campus.

Re-register your club

All clubs must be registered each year to allow us to keep up to date contact details of clubs and allow access to sponsorship and room bookings and spaces.

Clubs must provide a copy of the Annual General Meeting minutes, updated constitution, a list of student members and completed the insurance liability form and acknowledged you have read the Clubs Handbook. Once all the documentation is submitted, clubs will receive a letter acknowledging your club is registered on campus.

If your club needs to re-register for the year please read and fill in the registration form.

If your club or group is re-registering for the year in Trimester 1 or Trimester 2 the deadlines are 1 April  and 1 August.

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