Register a club

Register your club for the year or find out what you need to start up a new one

Registration

Clubs must register each year. Registration gives your club access to the various areas of support Victoria Clubs provide including:

  • Sponsorship;
  • Bookable spaces at Recreation and Student Union and other campuses;
  • Club training and development program;
  • Alignment with the Victoria Plus Award (VPA) and Victoria Leadership Awards (VLP) and;
  • Access to key events and activities on Victoria campuses.

If your club fails to register, these benefits will cease to apply.

To register your club complete the online registration form as soon as possible following your AGM. Before you begin, please be aware that you will need to:

  • Ensure you have read and understand the Victoria clubs handbook
  • Ensure you have two committee members completing the registration to sign it off at the end (One should be the president)
  • Check that you are happy with the current Clubs Directory information for your club
  • Understanding of your clubs legal and financial structure e.g. are you an unincorporated group or an incorporated society
  • If your club is GST registered have your GST number
  • Ensure you have ready, contact details of all committee members (email, phone, student ID)
  • Membership numbers (students, staff, alumni, public members)
  • Please be aware that you need to complete the form all in one go, you cannot save and come back to it so it is good to have all of the above information ready to go.

Register your club

Once you have completed the online form you will need to email victoriaclubs@vuw.ac.nz with the following supporting documentation:

  • Annual General Meeting minutes
  • Updated constitution (if it has changed from previous years)
  • A list of club members (students with ID numbers).

A letter confirming your clubs registration will be sent once the process is complete.

The online club registration form will be live within the next two weeks. In the meantime please continue to register using the current registration form.

Starting a new club

If your interests aren’t covered by a current club, it's easy to start one. Book an appointment with the clubs manager to discuss your options and kick-start the registration process.

New club checklist

Prior to starting a club at Victoria University, consider the following and check your club meets 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?
  • Is your club student led and are the majority of members current students at Victoria University?
  • All clubs must be registered to Victoria University to have access to services, grants and events.

Establish 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).

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

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.

Register your new club

Once you have 15 student members, a constitution, an email address, IGM or AGM minutes, you are ready to register your club.